Overview

Billing can be a difficult task when it comes to handling many customers and orders every day. Komet Sales has a couple of options to help you create and send invoices to your customers automatically. 

Automatic Billing Options

Use the automatic billing process to invoice those customers with Prebooks and Standing Orders that are ready to be delivered. You can set the system to automatically create those invoices once items are confirmed to the Inventory or during the inbound scanning process. 

Conditions for Automatic Billing

The automatic billing will invoice any boxes from Prebook or Standing Orders that meet the following criteria:

  1. The items to invoice must be linked to a Standing Order or Prebook.
  2. Customer is NOT on credit hold.
  3. Customer is NOT over their credit limit.
  4. The truck date is NOT in the past. You can configure a set number of days that can be used as a backup (e.g.: by using 1 day the system will still invoice items that were received today but were supposed to ship yesterday).
  5. The inventory type is NOT "M" (Open Market).The customer type is NOT Future Sales.
1) Upon Inbound Scan

This feature allows the system to automatically create invoices and print shipping labels for incoming products that are associated to a Prebook or Standing Order.

Follow these steps to set it up:

 

Go to Setup > Settings.

 Go under "Order Entry".

Click on "Automatic Billing".

 The "Automatic Billing" window will pop up, select the "enabled on incoming scan" option and click on Save.

 

Once the box is received and scanned in the warehouse, the system will automatically create the invoice for these items and will print the shipping label if this option is enabled.

The user will then be able to find the invoices that were created by going to:

  1.  Order Entry > Order Summary.
  2. Click on "Search" and use the filters to look for the invoice orders pending to be confirmed.

 

 

2) Upon Manual Confirmation from Staging

Follow these steps to set it up:

Go to Setup > Settings.

Go under "Order Entry".

 Click on "Automatic Billing".

Select the "enabled after the inventory is confirmed" option and click on Save

The user will then be able to find the invoices that were created by going to:

  1. Order Entry > Order Summary.
  2. Click on "Search" and use the filters to look for the invoice orders pending to be confirmed.
3) Enabled on Incoming Scan or After Inventory is Confirmed

This option will allow the automatic billing process to be activated either by scanning the incoming product or manual confirmation from the Staging Area.

Follow these steps to set it up:

Go to Setup > Settings.

 Go under "Order Entry".

 Click on "Automatic Billing".

 Select the "enabled on incoming scan or after inventory is confirmed" option and click on Save.

The user will then be able to find the invoices that were created by going to:

  1. Order Entry > Order Summary.
  2. Click on "Search" and use the filters to look for the invoice orders pending to be confirmed.

Other Options

 

Releasing Product to the Inventory

There will be cases in which the products from Prebooks or Standing Orders that are being confirmed or scanned as "Received" to the Inventory were already fulfilled. In some cases, the company user can choose how the system should handle these pre-sold items that have already been invoiced. Two options are available:

  1. "be released into the open market inventory": The system will change the product inventory type to open market "M" and the customer assigned to the product line item will be deleted.
  2. "keep the customer in the inventory": The system will keep the customer and original inventory type for those goods that come from prebooks or standing orders that have already been fulfilled.
Separate in Transit and On Hand Items

When this option is activated, the system will not combine the same order products already received with those still in transit (farm shipped) during the automatic billing and allocation processes. However, users will be able to manually combine orders from the Order Entry screen.

 

Information

This option only applies for products in boxes.

Consolidate Prebooks and SO items with Open Market items on orders created through Allocations or Automatic Billing

By enabling this option, the system will combine items coming from Prebooks and SO's with those from Open Market on orders created through allocations (manual allocations and massive allocations) or automatic billing. If the setting is disabled, the system will separate the Open Market products on the orders from those coming from Prebooks and SO's,

Separate Holiday and Regular Items on Orders Created by Allocation or Automatic Billing

If this option is enabled, the system won't combine products coming from regular and double orders (holiday) during the automatic billing and allocation processes, even if they have the same products. However, users will be able to manually combine orders from the Order Entry screen. Remember that this option only applies to products in boxes.

Separate items by port of origin on orders created through allocations or automatic billing

When this option is enabled,  the system will separate in different orders the items shipped from different ports of origin. This option applies for orders created through the allocations or automatic billing processes (including fill from open market option). Users will still be able to combine orders if they do it manually using the Order Entry screen. This setting applies for items in boxes and units.

Delay days allowed

This option allows to set a number of days after the Ship Date of the Prebook within which the system will still carry out the automatic billing, even if the product is delayed regarding the Ship Date of the Prebook.

Bill Units as Boxes

This option will only be available when the settings Sell By Units and the automatic billing are activated. It allows billing units as boxes. In other words, if the prebook is created in units and then the product is transferred from the Staging to the Inventory, the system must automatically bill that product in boxes instead of units.

In the case of multilocation companies, the system allows you to select the location where you want this option to apply:

 

Once the


Remember that:

  • After the setup is completed, you can create a Prebook in units and the PO will be created in boxes.
  • In the Bulk Purchasing Mode, the lines of the created prebook are split into UNITS by customer, date, and carrier in order to create the PO in boxes.
  • In the Staging area, the auto billing will be in boxes. 
  • If a box line contains Prebooks with products in units, the system will bill automatically the lines with the same customer and carrier under the same invoice and its date will be taken from the truck date of the nearest Prebook in the Future. On the contrary, if some of the Prebook items within the box do not have the same information, the products will be left in the inventory and users will have to invoice them manually. Read Automatic Billing Issues for further information.


Invoice Consolidation

Once the automatic billing is running, the system will start creating invoices or using existing ones, considering the below:

  • Products will be consolidated to the same invoice as long as the customer name, truck date, customer PO number, ship to information is the same and the status of the invoice is still "pending".
  • If the system finds an invoice previously created that matches the information mentioned above, the confirmed items will be added to that invoice.

 

If there is an invoice that matches that information but it has open market items, the system will not add the confirmed items to that invoice but instead will create a new one.

Important

If the setting  is enabled for a given customer (see Customer Account "Advanced" Setup), the system will allow you to consolidate the invoices even if they are already confirmed. This setting overrides the invoice policy set up in Invoice Options.

Information

When a prebook has been manually allocated the system will validate which of the boxes are pending to be billed. This way when the product arrives and it gets confirmed from the Staging Area to Inventory, the system will only invoice the pending items and the rest of them will be released to open market.

If a prebook has an item at $0.00 the system will invoice it using the suggested sales price (landed cost plus the company's GPM).