Consolidate contract invoices

By default, Sage Intacct generates invoices by contract. You can choose to optionally consolidate contracts by customer, project, or contract line-level bill-to contact when generating invoices.

Consolidate invoices by project

If you use Contracts with Projects, you can only link a project to one contract. However, you can link multiple projects to one contract. In this scenario, you can choose to generate individual invoices for each project associated with a contract. This lets you separate all billable transactions, such as purchase orders and expenses, for each project.

For example, say you have a parent project and a child project associated with contract line 1 and 2, respectively, on contract CON-077 and the child project isn’t set up to invoice with parent.

Customer	Contract	Contract line no	Project	Billing amount
Pacific Board World	CON-077	1	PROJ-001--Ad campaign	10,000.00
Pacific Board World	CON-077	2	PROJ-001-1C--Design	5,000.00

If you generate invoices using the default Invoice by: Contract and run Preview, Sage Intacct displays one invoice for CON-077.

Invoice number	Customer	Contract	Invoice total
1	Pacific Board World	CON-077	15,000.00

If you select Invoice by: Project, Intacct displays two invoices for contract CON-077:

Invoice number	Customer	Contract	Project	Invoice total
1	Pacific Board World	CON-077	PROJ-001--Ad campaign	10,000.00
2	Pacific Board World	CON-077	PROJ-001-1C--Design	5,000.00

To consolidate invoices by project:

1. Go to Contracts > All > Billing > Generate invoices

2. In the Invoice run options section, select Invoice by: Project.

3. Complete other options and filters as desired and preview the invoices.

4. Select invoices and execute an invoice run.

Consolidate invoices by customer

The "Customer" Invoice by option is always required as a customer is specific to a contract or project.

In many scenarios when you choose to consolidate invoices by only using the Customer option, you'll likely only have one invoice per customer. However, if you create contracts for the same customer within different entities or with different transaction currencies, you might see more than one invoice per customer.

Invoice grouping criteria

Sage Intacct combines scheduled billing for contracts with the same entity, exchange rate type, and transaction currency into a single invoice for each applicable customer. For example, say you have 7 contracts for the Pacific Board World customer with the following criteria:

Contract	Entity	Txn currency	Exchange rate type	Billing amount
CON-001	US	USD	Intacct daily rate	$100
CON-002	US	USD	Intacct daily rate	$100
CON-003	US	USD	Intacct daily rate	$100
CON-004	US	CAD	Intacct daily rate	$125
CON-005	Canada	CAD	Intacct daily rate	$125
CON-006	Canada	CAD	Intacct daily rate	$125
CON-007	Canada	CAD	Custom exchange rate	$120

When you choose to invoice by customer, Intacct groups the contracts with the same criteria into 4 invoices:

Invoice number	Contract	Entity	Txn currency	Exchange rate type	Billing amount	Invoice total
Invoice 1	CON-001	US	USD	Intacct daily rate	$100	$300
	CON-002	US	USD	Intacct daily rate	$100
	CON-003	US	USD	Intacct daily rate	$100
Invoice 2	CON-004	US	CAD	Intacct daily rate	$125	$125
Invoice 3	CON-005	Canada	CAD	Intacct daily rate	$125	$250
	CON-006	Canada	CAD	Intacct daily rate	$125
Invoice 4	CON-007	Canada	CAD	Custom exchange rate	$120	$120

To consolidate invoices by customer:

1. Go to Contracts > All > Billing > Generate invoices

2. In the Invoice run options section, select Invoice by: Customer.

3. Complete other options and filters as desired and preview the invoices.

4. Select invoices and execute an invoice run.

Additional notes

• There’s currently no "invoice with parent" functionality for customer hierarchical relationships.
• Printed document template tip: When you invoice by customer, the Order Entry transaction header Contract merge field will just display the word "Multiple" if there’s more than one contract associated with an invoice. If you want to display the associated contracts on a customer invoice, use the «ENTRIES_CONTRACTNAME» or «ENTRIES_CONTRACTID» merge fields for each transaction line item in the template's TableEntries layout.

  See the sample contract invoice document templates for details.

Consolidate invoices by contract line-level bill-to contact

You can consolidate invoices by unique contract line-level bill-to contact. This supports billing workflows that include reseller invoicing.

To invoice by bill-to contacts, Order Entry must be configured with Enable bill-to contact at the line level (Contracts only set to true. This option allows you to add different bill-to contacts for each applicable contract line.

When you use the "Bill to" option in an invoice run, Intacct combines scheduled billing for contracts with the same entity, exchange rate type, and transaction currency into a single invoice for each unique contract line bill-to contact.

For example, say you have two contracts for the Pacific Board World customer with the following criteria:

Customer	Contract	Contract line no	Bill to	Billing amount
Pacific Board World	CON-077	1	Sam Smith	10,000.00
Pacific Board World	CON-077	2	Sarah Parker	5,000.00
Pacific Board World	CON-098	1	Sarah Parker	2,000.00
Pacific Board World	CON-098	2	Sam Smith	7,000.00

When you choose to invoice by bill to, Intacct groups the contracts with the same criteria into 2 invoices:

Invoice number	Customer	Bill to	Invoice total
1	Pacific Board World	Sam Smith	17,000.00
2	Pacific Board World	Sarah Parker	7,000.00

The contract line bill-to contact becomes the Order Entry header-level bill-to contact in the resulting invoice. The bill-to contact doesn't display on the Order Entry line items.

To consolidate invoices by contract line-level bill-to contact:

1. Go to Contracts > All > Billing > Generate invoices

2. In the Invoice run options section, select Invoice by: Bill to.

3. Complete other options and filters as desired and preview the invoices.

4. Select invoices and execute an invoice run.

How Intacct resolves conflicting contract data

Intacct resolves conflicts with terms and contacts or with customer fields as described in the following sections.

Conflicts with terms and contacts

If there are different values for the following fields on different contracts, Intacct uses the default values from the Customer record for the invoice:

• Net term

• Bill to contact

• Ship to contact

For example, say that the CON-001 contract for Pacific Board World has a net term of 30 days and CON-002 and CON-003 have net terms of 60 days. The net term on the Pacific Board World customer record is 15 days. In this scenario, the resulting invoice will have a net term of 15 days.

If the customer record does not have a default value for net term, Intacct will not be able to resolve the conflict. In this situation, Intacct displays an error and will not create the invoice. In this scenario, add a default value for net term on the customer record and then try generating the invoice again.

If you've enabled line-level bill-to or ship-to contacts in Order Entry and there’s a conflict with contract header contacts, the invoice header contact will default to the customer's bill-to or ship-to contact but the line-level contacts won't be affected. The exception is if you’re using the Invoice by "Bill to" option. In this scenario, the invoice header uses the applicable line-level bill-to contact.

Conflicts with custom fields

If the contract and the Order Entry invoice have identical custom fields of the same data type, the generate invoices process transfers the contract custom field value to the Order Entry invoice custom field. If the custom field values are different across contracts for a customer and you generate invoices by customer, then the custom field value will be blank (null) in the Order Entry invoice as the conflict cannot be resolved. However, if the custom field has a default value, then the default value will be used in the custom field in the Order Entry invoice when there’s a conflict.