Master Billings

Overview 

A Master Billing provides a way to consolidate all of the Billings that you want to send to a single customer (at the same time) into one PDF invoice statement. This will eliminate the necessity to send multiple individual invoice statements to the same customer. Additionally, it is a quick and easy way to streamline account management by centralizing Billing information and receiving payments.

The following information applies to Master Billings:

• A Master Billing can be created using one of the following two methods:
  
  • • Navigate to the Billing list view, select the Billings that you want to include, and click the Create Master Billing button.
    • From an existing Master Billing list view, click the New button. Then, create a new Master Billing.
• Billings that are included on a Master Billing must have the same Ledger and Currency as the Master Billing.
• A Master Billing that is created will choose one of the selected customers as the one that will display in the Customer field on the Master Billing. You can edit the Customer field on the Master Billing, if necessary.
• Billings for more than one customer can be included on a Master Billing to accommodate related entities.
• Billings can be associated or unassociated with a Master Billing.
  
  
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• You can associate Billings and/or Credit Memos to a Master Billing. However, even though you associate Credit Memos, they would still need to be manually applied to the related Billings.
• A Billing can only be associated with one Master Billing.
• Billings that are associated with a Master Billing can be batch posted/unposted directly from the Master Billing.
• Master Billings will not create transaction records. As normal, when a Billing is posted, transactions will post to the General Ledger.
• The Balance and Total amounts on a Master Billing will be the sum of the balance on all associated Billings.  
• The Sort Field on the PDF Format record is the API name for the field used to sort the Billing Lines. The Master Billing Sort Field is the API name for the field that is used to sort the order of Billings on the Master Billing summary page of the PDF file and the order of each associated Billing. For more information about the PDF Format, refer to the Configure Standard PDF Formats article. 
• A Billing record will include a lookup field to the Master Billing.
  
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• Each Master Billing will be created with its own system-generated Master Billing number, which provides the ability for your customers to receive a payment URL for making payments that automatically apply to the related Billings. If you use Sola or Stripe as a Payment Processor, this is very similar to the URL that customers receive on a single Billing. However, the URL will include payment information for all of the Billings that are associated with the Master Billing for simplification and management. Customers will receive the URL for payment just the same as they receive for a Billing. When the payment is made, Billing Cash Receipts (BCRs) will be created, which are used to apply the Cash Receipt for payment to each of the Billings that are associated with the Master Billing.
• A Master Billing record includes a Receive Payment button, which can be used to receive payments (for the associated Billings) using the exact same functionality as the Receive Payments Directly from a Billing screen. From the Receive Payment intermediate screen, when you click Receive Payment to actually receive the payment, a message will display to indicate the Cash Receipt is being applied to the associated Billings in the background. Click the Applied To tab on the Master Billing to see the related Cash Receipt information.
  
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• If the payment received was a partial payment, the amount will be applied to each Billing based upon the earliest Due Date on each Billing.
  
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Do you want to:

• Create a Master Billing from the Billing List View
• Create a Master Billing from the Master Billing List View
• Associate/Unassociate records on a Master Billing
• Batch Post Billings on a Master Billing
• Create a PDF for a Master Billing
• Apply a Cash Receipt to Billings on a Master Billing
• Apply a Credit Memo to Billings on a Master Billing
• Receive Payment on a Master Billing

Create a Master Billing from the Billing List View

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Billings.
2. Select a list view (other than the Recently Viewed list view).
3. Select all of the Billings that you want to include on the Master Billing.
4. Click Create Master Billing.
   
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   A message displays with the total number of Billings that you selected to be included on the Master Billing.
   
   
   
   
5. Click Create. The new Master Billing displays with the selected associated Billings.
   
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   Note: Remember that the system chooses one of the selected customer names to include in the Customer field on the Master Billing. You can change the name that displays in the Customer field on the Master Billing, if necessary.
   
   
6. Click the Billing Format drop-down list to select the PDF Format to display when you create PDF files for sending an invoice statement to a customer. Select from one of the following formats:
   
   1. Default Master Billing Product
   2. Default Master Billing Service.
7. If using Sola or Stripe, select a Payment Processor.
8. (Optional) Add or update any additional fields on the Master Billing, as necessary.
9. Click Save.

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Create a Master Billing from the Master Billing List View

1. From the App Launcher enter Master Billings, and select it. Otherwise, use the tab to access.
2. From the Master Billings list view, click New. The New Master Billing dialog box displays.
   
   
   
   
3. Enter the required fields, which include the Date and the Customer.
   Note: If using Multi-currency, Currency is also a required field.
4. Select a Ledger from the drop-down list.
5. Click the Billing Format drop-down list to select the PDF Format to display when you create PDF files for sending an invoice statement to a customer. Select from one of the following formats:
   
   1. Default Master Billing Product
   2. Default Master Billing Service.
6. If using Sola or Stripe, select a Payment Processor.
7. Select/enter any additional fields, as necessary.
8. Click Save. The Master Billing displays.
   
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   Note: Since this is a brand new Master Billing, and no Billings have been associated at this point, the “No Records found” message displays at the bottom.

Associate/Unassociate Billings on a Master Billing

Billing records can be associated or unassociated to a Master Billing that was created using the “New” button on the Master Billing list view or from a Master Billing that was created using the “Create Master Billing” button on the Billings list view.

1. Display a Master Billing for which you want to associate or unassociate Billings.
   Note: Remember that you can click the App Launcher to search for and select Master Billings or use a tab.
2. Scroll to the Associate/Unassociate section at the bottom of the page.
   Note: If you have already associated Billing records to this Master Billing, they will display on the Associated tab.
3. To associate Billings to this Master Billing, click the Unassociated tab.
4. Enter/select any or all of the following search criteria:
   
   1. Start Date and End Date – click the Calendar icon to search for and select a different date
   2. Posting Status – select All, Posted, or Unposted
   3. Type – select All, Invoice, or Credit Memo
   4. Customer – click X to remove the existing Customer. Then, search for a new customer or leave this field blank to search without selecting a specific customer name.
   5. Amount – leave this field blank to search for any amount. Otherwise, you can enter a specific amount.
5. Click Search. The search results display.
   
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6. (Optional) To narrow the search results, you can enter information in the Filter Results textbox. For example, if you did not include a customer name, but now from the results that display, you only want to see results for a specific customer, enter the customer name in the Filter Results textbox.
7. To associate a record(s), select the checkbox that displays to the left of the Name column heading. Then, click Associate. The selected Billings will be removed from the search results.
8. Click the Associated tab to view the associated Billings.
   
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9. To unassociate a Billing(s), select the checkbox that displays to the left of the Name column heading. Then, click Unassociate.
   
   Note: When you create a PDF for this Master Billing, only the associated records will be included on the summary page and related invoices.

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Batch Post Billings on a Master Billing

1. Display the Master Billing for which you want to post Billings.
2. Click Batch Post. A message displays to indicate that a job was started in the background to post the records.
3. Click the Posting Status tab to view the status of the records being posted.
   
   
   
   
4. Refresh this page to display the latest version of the Record Count on the chart.
   
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   When all Billing records have been posted, the Posting Status updates to Posted. As mentioned above in this article, only the actual Billing records will be posted. No transactions will be posted for the Master Billing. 
   

   Note: The Master Billing record also includes a Batch Unpost button, which can be used if you need to unpost Billing records. Additionally, just as with Batch Post, you can click the Posting Status tab to view the status of the records that are being unposted.

Create a PDF for a Master Billing

1. Display the Master Billing for which you want to create a PDF.
2. Click Create PDF. The Master Billing PDF displays.
   Note: If one or more Billings are unposted, a warning message will display. You can click Back to return to the previous screen to Batch Post the Master Billing. Otherwise, continue with the next step.
   
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3. (Optional) Add or update information, such as the Sent to Contact, CC Address, Subject, or Body.
4. (Optional) If you want to attach a file, click Attach Files. Then, click Upload Files to navigate to the location of the file that you want to upload.
   
   
   
   
5. Scroll down to view the PDF invoice information. The first page will include a summary of all the associated Billings with a total amount due. 
   
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6. Scroll down to view the remaining pages. A separate invoice page will display for each associated Billing.
7. Depending upon your normal procedures, click Save PDF. Otherwise, click Send Email when you are ready to send the email to the customer.

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Apply a Cash Receipt to Billings on a Master Billing

1. Display a Cash Receipt that you want to apply to Billings on a Master Billing.
   Note: Remember that from a Master Billing, you can click the Applied To tab to see the related Cash Receipt.
2. Click Apply/Unapply.
3. Select Master Billings from the Search For drop-down list.
4. Click Search. The related Master Billing(s) displays.
5. Click the right arrow that displays to the left of the Master Billing Number to expand the drawer. The list of associated Billings display.
   
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6. Click the right arrow that displays on the Master Billing row to apply the total Master Billing Balance.
   
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   Note: The application is done in the order of the Billing with the earliest Billing Date. Additionally, the Cash Receipt balance is applied to all remaining Billings on the Master Billing in this order until the Cash Receipt balance is zero (0.00).
   
   Note: You can also click the right arrow on each individual Billing to apply the amount or manually enter an amount.
   
   
7. Click Save & Complete.  

Apply a Credit Memo to Billings on a Master Billing

1. Display a Credit Memo that you want to apply to Billings on a Master Billing.
2. Click Apply/Unapply Credit Memo.
3. Select Master Billings from the Search For drop-down list.
4. Click Search. The related Master Billing(s) displays.
5. Click the right arrow that displays to the left of the Master Billing Number to expand the drawer. The list of associated Billings display.
6. Click the right arrow that displays on the Master Billing row to apply the Credit Memo.
   Note: You can also click the right arrow on each individual Billing to apply the amount or manually enter an amount.
7. Click Save & Complete. 

Receive Payment on a Master Billing

1. Display a Master Billing that you want to receive a payment for the associated Billings.
   Note: Remember that you can click the App Launcher to search for and select Master Billings or use a tab.
2. Click Receive Payment.
   
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3. Follow the steps (beginning with step 5) in the Receive Payment Directly from a Billing article to receive the payment.
   
   Note: When the Receive Payment button that displays at the bottom of the Receive Payment intermediate screen is clicked, a message will display to indicate the Cash Receipt is being applied to the associated Billings in the background. Remember that you can click the Applied To tab on the Master Billing to view a hyperlink to the related Cash Receipt.

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Spring '25 Release

Release Notes and Schedule

This article is new with the Spring '25 release.