How to Batch Invoice

The Batch Invoice tool allows you to post multiple customer invoices at once. In addition, you can configure the invoices to create a printable document, in which you can print and send to your customers, and/or set them to be sent automatically via email.
Before you begin using the tool, you will need to define the invoicing mode for your counterparties, and create the email template for the automatic emails.

Define your Counterparty's Batch Invoice Mode

By default, your Counterparties will be set to Post Only, which will only update the status of the included worksheets from Approved to Invoiced. To change the method of invoicing, follow the steps below.
  1. Navigate to your Counterparties and select one.
  2. Click Edit Counterparty.
  3. Select Billing & Payments.
  4. Within the Batch Invoice Mode field, select the method of invoicing for the counterparty. 
  5. Once you are done, click Save.
NOTE: The primary function of the Batch Invoice is to update worksheets from Approved to Invoiced status. All of the modes listed below will update the status of your worksheets.
Name Description
Post Only The status of the worksheet will be changed from Approved to Invoiced.
Email Invoice A copy of the invoice(s) will be sent to the primary contact via email.
Print Invoice A document will be generated containing a copy of the invoice(s) that you can save and/or print.
Print & Email A copy of the invoice(s) will be sent to the primary contact via email and will create a printable document that you can save and/or print.

Create an Email Template for Batch Invoice

To create an Email Template that is compatible with the Batch Invoice tool, follow the steps below.
  1. Navigate to your Settings.
  2. Click Email Templates.
  3. Click + New.
  4. Create a label for the template by filling in the Description field.
  5. Leave the To be created From blank.
  6. Select Invoice Batch for the To be used with Document or Form.
  7. Enter an email address for the sender within the From field.
  8. Add email addresses to the CC and BCC fields as needed.
  9. Enter a title of the email within the Subject field.
  10. Fill in the body of the email.
  11. Check the box to make this email template the default.
  12. Once you are done, click Save.

NOTE: Placeholders cannot be used in the Email Template for Batch Invoice. For more information on email templates, please see our helpfile here.

How to Batch Invoice

The Batch Invoice tool is located within the Accounting module. To get started:
  1. Navigate to the Accounting module, and select Batch Invoice.
  2. Select the range for the invoices. You can either select a date range, or choose to look at all of the available worksheets for posting.
  3. You can look at the worksheets for a specific counterparty by utilizing the Customer filter. If not, all counterparties will be included.
  4. You can look at the worksheets for a specific department by utilizing the Department filter. If not, all departments will be included.
  5. You can look at the worksheets with a specific Trade Type by utilizing the Trade Type filter. If not, all Trade Types will be included.
  6. The Completion Email Address is optional. Entering an email address within it will result in a summary of the posting being sent to the entered address.
  7. Once the filters are set, click Show Invoices to see the list of worksheets that will be posted. 
  8. Once you are content with the included worksheets, click Start Posting. 
  9. Enter the Invoice Date.
  10. Select the Payment Terms.
  11. A Due Date will automatically be calculated based on the Invoice Date & Payment Terms.
  12. The final two fields (Invoice Document Type & Billing Invoice Document Type) will determine what documents from the system will be used. (there typically will only be one option for both of these fields).
  13. Click Create to begin posting.
You're done!

Additional Information

The Inbox is a great place to find orders and worksheets based on their status. The Approved folder of the inbox (Inbox > Approved) will contain the same worksheets as the Batch Invoice inquiry.
A record of previously posted batches can be found within the Batch Invoice Ledger. This report can be found by going to Reports > Batch Invoice Ledger.

If you have additional questions, please contact the Support Team via email to  support@cietrade.net.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Related Articles