Before you begin preparing your Bulk Bills, you will need to select the document configuration(s) that best fits your customers' needs.
GO > Setup > Printing > Document Setup
Select Bulk Bill from the list of document types, and click on the View button.
There are 5 pre-installed configurations for Bulk Bills. You can only choose one Default configuration, but you can Enable all or some of the remaining configurations as you see fit.
Xebra Standard
Group by Cost Center
Group by Cost Center Summary
Group by Shipping
Group by Shipping Summary
You can also create your own configurations by editing an existing configuration and saving it under a different name. You will need to Enable the configuration once it is saved.
Double-click on the Xebra Standard configuration.
This will open the Document Configuration Editor screen. Click on Edit > Options.
You will now see the Bulk Bill Document Configuration Options screen.
There are several options that allow you to group, sort, and add additional pages to your Bulk Bill in order to meet your customers' needs.
| • | Group by |
| o | None - if you do not want any grouping, select this option. |
| o | Customer shipping - this will group all of your invoices by their Customer Shipping codes. |
| o | Cost Center - this will group all of your invoices by their Cost Center codes. If you do not use cost centers, do not choose this option. It will have no effect on your Bulk Bill. |
| • | Sort by - this option will sort the invoices within the grouping you just selected. |
| o | Invoice Number - this will sort the invoices within a grouping by Invoice Number. If you choose None as your grouping option, then your entire Bulk Bill will by sorted by Invoice Number. |
| o | Invoice Date - this will sort the invoices within a grouping by Invoice Date. If you choose None as your grouping option, then your entire Bulk Bill will by sorted by Invoice Date. |
| • | Append additional document - provides your customers with a summary page, which can be based on a different grouping than you selected for the main Bulk Bill. For this example, we are going to select to append the Shipping Customer Totals document. |
| o | Based on configuration: |
| ▪ | Group by Shipping - a detailed summary will append to the end of your Bulk Invoice. All invoices will be grouped by their Shipping Customers, showing the details of each invoice, as well as a total for each Shipping Customer. The last page will be summary listing each Shipping Customer with a total dollar amount for each one. |
| ▪ | Group by Shipping Summary - a summary page will append to the end of your Bulk Invoice, listing each Shipping Customer with a total dollar amount for each one. |
| ▪ | Group by Cost Center - a detailed summary will append to the end of your Bulk Invoice. All invoices will be grouped by their Cost Centers, showing the details of each invoice, as well as a total for each Cost Center. The last page will be summary listing each Cost Center with a total dollar amount for each one. |
| ▪ | Group by Cost Center Summary - a summary page will append to the end of your Bulk Invoice, listing each Cost Center with a total dollar amount for each one. |
| o | Reset page numbers - using this will start the page numbering of your appended document at 1, rather than continuing on from the Bulk Invoice. |
In the next section, you will learn about preparing and generating bulk bills. In order to show you an example of a finished bulk bill, we are going to select one that has already been paid in full.
Double-click on an existing bulk bill.
Click on the Generate Document button.
Select your document configuration. Your default configuration will appear at the top, and any others that you enabled will be below it. For this example, we have selected the Xebra Standard configuration.
Notice at the top of page 1 that it is simply titled Bulk Invoice. However, if you look at the top of page 2, it says Shipping Customer Summary under the Bulk Invoice title, which indicates that this is the appended document.
By using the Append Additional Document feature, you can control how much or how little information is shown on your Bulk Invoices. For example, if we want to provide as much information as possible to our customer, and this Master Customer has multiple Customer Shipping records and uses Cost Centers, we could do the following:
Configuration: |
|
Append Additional Document: |
Xebra Standard |
è |
Group by Shipping |
Group by Shipping |
è |
Group by Shipping Summary |
Group by Shipping Summary |
è |
Group by Cost Center |
Group by Cost Center |
è |
Group by Cost Center Summary |
Group by Cost Center Summary |
|
Do Not Append a Document |
If we were to run a Bulk Invoice using the Xebra Standard configuration now, we would essentially get 5 different reports.
For this next example, let's say that none of our bulk billing customers use Cost Centers. We would Disable the Group by Cost Center and Group by Cost Center Summary configurations, and we could link the remaining configurations as follows:
Configuration: |
|
Append Additional Document: |
Xebra Standard |
è |
Group by Shipping |
Group by Shipping |
è |
Group by Shipping Summary |
Group by Shipping Summary |
|
Do Not Append a Document |
These are just 2 examples of how you can set up your Bulk Billing Document configuration. You can enable and disable whichever ones you need, choose your default configuration, and append additional documents at you see fit to meet your customers' needs. The "chains" can be created in any order and in any combination that you wish. They do not need to start with the Xebra Standard configuration.