Mass update is used to manage periodic invoicing of debtors (customers) or periodic updating of purchasing documents and generating invoices to creditors.
This could be, for example, when charging for a subscription or for repeat orders of an item.
For subscriptions, it is possible to define times when the subscription should apply and periods when it should not apply. For example, during vacation.
You can use invoicing individually or by choosing the bulk invoicing option.
The setup is done for the first time in the 'Accounts receivable'/'Sales orders' menu.
Description of buttons in the Bulk Update pop-up menu.
To create invoices for the selected item, select the Generate invoices button.
BUT NOTE the following for the Generate invoiceswindow .
You can only create invoices for the selected item.
When created, invoices can be displayed on the screen or subsequently viewed in the invoice journal, under Reports/Invoices.
But while creating invoices, you can also choose to send the created invoices.
If you choose to send while creating invoices, then you MUST select only 1 sending type.
It is either only Send as e-mail or only Create OIOUBL.
Do NOT mix sending by email with sending OIOUBL.
The example of Bulk Update from above continues below.
Enter the desired date for invoices in the Datefield .
Check Simulation and Preview, but do NOT check Send as email.
Click Generate to see a printout of invoices without sending.
Send email from Outlook is not possible here. More cannot be sent via Outlook. Read more here.
The generated invoices are shown on the screen when Preview is checked.
If invoices can be approved, press the Generate invoices button again.
And this time do not check the Simulation box.
Tap Generate to generate invoices again.
If you also want to send, remember to select only 1 type for sending.
(As written earlier, either only tick Send as e-mail, or also only in Create OIOUBL)
And uncheck Preview, unless you want to see the created invoices again.
In our example below, only Send as e-mail is selected.
Send email from Outlook. Read more here.
- Create a sales order
- In the 'Invoice' pop-up menu, uncheck the 'Delete order after invoicing' and 'Delete complete invoiced order line' boxes.
- In 'Recurrence', select how often the subscription should be billed.
- The 'Last invoice' field shows when the customer was last invoiced.
- In the 'Next invoice' field, select the next invoice date.
- In the 'Subscription end date' field, the end date for subscriptions can be set.
- Create the lines on the sales order.
- The first time you invoice, an invoice is created from here.
Bulk refresh pop-up menu (Accounts receivable)
(You can also use bulk update in the Accounts Payable module to update purchasing documents and generate invoices to creditors).
Description of buttons in the Bulk Update pop-up menu.
- Remove mail
- Simply removes the sales order - you are on - from the Bulk Update window The sales order is not deleted, but only removed from the window And pressing the Update button will bring back the removed sales order
- Update
- Update any corrections or changes and bring back removed sales order
- Filter
- Ability to filter by specific parameters
- Clear Filter
- Resets filtering
- Layout
- Allows you to save, retrieve or edit and delete the layout of the window
- Edit order
- Allows you to change order settings
- Order lines
- Go to order lines for the order
- Generate invoices
- Creates a new invoice for the selected item with a new payment deadline etc.
- Recalculate prices
- Here you can update sales prices/cost prices on the orders shown (filtered) on the screen.
- Tap "Recalculate prices". All displayed (Filtered) prices are now updated with prices from the product card/Price lists.
- Press refresh to see the changes.
- Update Document
- Order confirmation
- Will be able to send an order confirmation
- Delivery note
- Option to send a delivery note (remember to update the inventory)
- Pick list
- Option to get a pick list for the order
- Order confirmation
- All fields
- Displays the values of all selectable fields in the window
Example of using Mass Updater.
In the example, you want to create invoices for the sales orders that have Recurrence set to Per month. I.e. the customers who have set up sales orders with Subscription Management per month in the Accounts Receivable module. In the Repeat field, select an order with value = "Per month". Right click on "Per month" and select Filter. Now all orders set up for invoicing per month are selected.
To create invoices for the selected item, select the Generate invoices button.
BUT NOTE the following for the Generate invoiceswindow .
You can only create invoices for the selected item.
When created, invoices can be displayed on the screen or subsequently viewed in the invoice journal, under Reports/Invoices.
But while creating invoices, you can also choose to send the created invoices.
If you choose to send while creating invoices, then you MUST select only 1 sending type.
It is either only Send as e-mail or only Create OIOUBL.
Do NOT mix sending by email with sending OIOUBL.
The example of Bulk Update from above continues below.
Enter the desired date for invoices in the Datefield .
Check Simulation and Preview, but do NOT check Send as email.
Click Generate to see a printout of invoices without sending.
Send email from Outlook is not possible here. More cannot be sent via Outlook. Read more here.
The generated invoices are shown on the screen when Preview is checked.
If invoices can be approved, press the Generate invoices button again.
And this time do not check the Simulation box.
Tap Generate to generate invoices again.
If you also want to send, remember to select only 1 type for sending.
(As written earlier, either only tick Send as e-mail, or also only in Create OIOUBL)
And uncheck Preview, unless you want to see the created invoices again.
In our example below, only Send as e-mail is selected.
Send email from Outlook. Read more here.