Create Batch Invoices raises one invoice for each of the customers you tick, all with the same items — a monthly maintenance fee, association dues, a service charge. You enter the items once; SeroBooks creates the invoices one customer at a time, each taxed by that customer's own address, and tells you at the end which were created and which were refused.
Opening it
Customers ▸ Create Batch Invoices. It opens over the Home Page; Esc takes you back to the Home Page. It needs permission for Create Invoices.
Step by step
- Check the Date, Location and Terms at the top.
- Under CUSTOMERS IN THIS BATCH, search and tick the customers to invoice. Select all shown ticks every customer the search is showing; Clear unticks them all.
- In the items grid, add each item (Add an item — name, SKU or barcode…) with its QTY and RATE.
- Optionally type a Customer Message and a Memo.
- Check the line at the bottom — Each $… + tax — and click Create (n) Invoices.
- Confirm Create (n) invoices? — One invoice for each of the (n) customers, dated …, for $… before tax each. Tax follows each customer's address, so totals can differ. — with Create Invoices.
A summary, (n) of (m) invoices created, lists each invoice created (customer, invoice number and total) and each customer refused with the reason. Click Close.
The fields
| Field | What to enter / what it means |
|---|---|
| Date | The date on every invoice in the batch. |
| Location | The location the invoices are raised at. Required: Choose the location. |
| Terms | Each customer's own terms, or one term from your Terms list for every invoice. |
| CUSTOMERS IN THIS BATCH | The customer list with a search box (Search name, phone or city…) and a tick box for each. |
| Items grid | ITEM, QTY, U/M, RATE, TAX and AMOUNT for each line. Right-click a line for Insert Line (Ctrl+Ins) and Delete Line (Ctrl+Del). |
| Customer Message | A message printed on every invoice. |
| Memo | An internal note stored on every invoice. |
Messages before creating: Tick the customers to invoice.; Add the items, each with a quantity.; Choose the location.
What it creates
Each invoice is an ordinary invoice, saved on account through the same process as Create Invoices:
- It debits Accounts Receivable and credits the income and tax payable accounts, and takes stock items out of stock at the location.
- Tax is worked out from each customer's billing province, so two customers can have different totals for the same items.
- One customer being refused — for example a customer over their credit limit — does not stop the others; the summary names the refusal.
The invoices appear in the Invoices list and on each customer's statement, and are paid in Receive Payments. To print or email them together, use Print Forms or Send Forms.
Common problems
| Problem | What to do |
|---|---|
| Some customers were refused. | Read the reason in the summary, fix it (for example the credit limit), and invoice those customers from Create Invoices. |
| Totals differ between customers. | Expected: tax follows each customer's address. |