Overview 

A Master Billing consolidates multiple Billings into a single PDF invoice statement, making it easy to send one document to customers with multiple outstanding invoices. Billings from more than one customer can be included on a Master Billing to accommodate related entities, and both Billings and Credit Memos can be associated or unassociated as needed. Master Billings also support batch posting and payment processing — when used with Sola or Stripe, customers receive a single payment URL that automatically applies payments across all associated Billings.

Creation

• Create a Master Billing from the Billing List View (Create Master Billing button) or from the Master Billing list view (New button).
• The Customer field defaults to one of the selected customers and can be edited if needed.

Key Rules

• Billings must share the same Ledger and Currency as the Master Billing.
• A Billing can only be associated with one Master Billing.
• Master Billings do not create transaction records; transactions post to the General Ledger when individual Billings are posted.
• Limit: 500 Billings or 5,000 Billing Lines per Master Billing, regardless of LDO status.

Usage

• Billings from multiple customers can be included to accommodate related entities.
• Both Billings and Credit Memos can be associated or unassociated; Credit Memos must still be manually applied to related Billings.
• Billings can be batch posted/unposted directly from the Master Billing.
• The Master Billing balance reflects the sum of all associated Billing balances.
• Sort fields: The PDF Format Sort Field controls Billing Line order; the Master Billing Sort Field controls the order of Billings on the summary page. See Configure Standard PDF Formats.

Payments

• With Sola or Stripe, the Master Billing receives a system-generated number that enables a customer-facing payment URL; payments automatically apply to the related Billings.
• The Receive Payment button works the same as Receive Payments Directly from a Billing.
• Partial payments apply to Billings in order of earliest Due Date.

In this article:

• Default your Master Billing information
• 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

Default your Master Billing information

1. Billing Contact: If the Customer Account has a Billing Contact populated, then when you create a new Master Billing record, the Billing Contact value defaults from the Account onto the Master Billing record.  This value can be updated, if necessary.  If the Billing Contact field is not filled out on the Account, update it so that it can default on Master Billings and Billings.
2. PDF Format
   1. Out of the box, Accounting Seed has 2 PDF formats that you can customize for your Master Billings: Default Master Billing Product and Default Master Billing Service.  Once your PDF format is ready, follow the next set of steps so this defaults on future Master Billings.
   2. If you have a single ledger, add the Default Master Billing Format field to your Ledger record:
      1. From Setup > Object Manager > find the Ledger object.
      2. Click on Page Layouts and then select the page layout used. The out of the box page layout is called Ledger Layout.
      3. Drag the Default Master Billing Format field to the Default PDF Formats section, and place it below the Billing Outstanding Statement Format field.  Click Save.
   3. If you have multiple Ledgers to update, follow these steps:
      1. From Accounting Home > Setup menu > under Configurations click Multi Ledger Defaults.
      2. Click the pencil icon to edit and then select your PDF format in the Default Master Billing Format column for each of your ledgers, then click Save.
3. Payment processor: If you use Sola or Stripe, the payment processor value defaults in this way:
   1. If the Payment Processor is set on the Account then this value is set on the Master Billing.
   2. If the Account's Payment Processor value is blank, then it defaults from Ledger.
   3. If the Account and Ledger are both blank then this value defaults from Global Default Payment Processor that is set on the Payment Settings page.
4. PDF Email Status: 
   1.  From Setup > Object Manager > Master Billing object > click Fields and Relationships.
   2. Click the PDF Email Status field.
   3. Under Values, edit Unsent and check the box "Make this value the default for the master picklist" and save.

5. On the Master Billings ‘All’ list view, ensure you have these columns: Master Billing Number, Customer, Date, Total, Balance, PDF Email Status, Posting Status and any others that you typically use.

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.
   
   
   
   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.
   
   
   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. Billing Contact: the Billing Contact value defaults from the Account onto the Master Billing record (see this section above) or you can enter it.
7. Billing Format: this should default if set up on the Ledger (see this section above). You can also select it manually.
8. Payment Processor: this should default if set up on the Account, Ledger or Global Default Payment Processor (see this section above). You can also select it manually.
9. Update any additional fields on the Master Billing, as necessary.
10. Click Save.

Create a Master Billing from the Master Billing List View

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Master Billings.
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. Billing Contact: the Billing Contact value defaults from the Account onto the Master Billing record (see this section above) or you can enter it.
5. Billing Format: this should default if set up on the Ledger (see this section above). You can also select it manually.
6. Payment Processor: this should default if set up on the Account, Ledger or Global Default Payment Processor (see this section above). You can also select it manually.
7. Select/enter any additional fields, as necessary.
8. Click Save. The Master Billing displays.
   
   
   Since this is a brand new Master Billing, and no Billings have been associated at this point, the “No Records found” message displays in the Associate/Unassociate section.

Associate/Unassociate Billings on a Master Billing

Billing records can be associated or unassociated with 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. Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Master Billings.
2. Display a Master Billing for which you want to associate or unassociate Billings. 
3. Scroll to the Associate/Unassociate section at the bottom of the page.
   Note: If you have already associated Billing records with this Master Billing, they will display on the Associated tab.
4. To associate Billings with this Master Billing, click the Unassociated tab.
5. 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.
6. Click Search. The search results display.
   
   Note: Click here to view the above image in full screen. 
   
   
7. (Optional) To narrow the search results, you can enter information in the Filter Results textbox. For example, if you did not include a Billing Number, but now from the displayed results you only want to see results for a billing, enter the Billing Number in the Filter Results textbox.
8. 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.
9. Click the Associated tab to view the associated Billings.
   
   Note: Click here to view the above image in full screen. 
   
   
10. 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 are 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.
   
   Note: Click here to view the above image in full screen. 
   
   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.
   
   Note: Click here to view the above image in full screen. 
   
   
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. 
   
   Note: Click here to view the above image in full screen. 
   
   
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.
   
   Note: Click here to view the above image in full screen. 
   
   
6. Click the right arrow that displays on the Master Billing row to apply the total Master Billing Balance.
   
   Note: Click here to view the above image in full screen. 
   
   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. Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Master Billings.
2. Display a Master Billing that you want to receive a payment for the associated Billings. 
3. Click Receive Payment.
   
   Note: Click here to view the above image in full screen. 
   
   
4. 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 displayed 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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