Splitting a Single Invoice into Multiple

The Debtor Data Group determines how invoices are generated. If the Debtor Data Group is set to Debtor, a single invoice is generated consolidating all items for that Debtor.

If separate invoices are required to be generated for each Job, Order by Contact, Purchase Order, Job Family or Project Code, the Debtor Data Group can be changed but this will only affect new invoices created.

If you need to split a single invoice already created into multiple based on the new Debtor Data Group, the Credit-Rebill process cannot be used as it does not split a single invoice into multiple.

Below are the steps required to split an invoice already created into multiple invoices.

Step-by-step guide

Step 1 Adjust the Timesheets

For each job that has been included in the single invoice:

In Time & Attendance, go to the Historical tab
Adjust the timesheet, delete all entries so the timesheet is blank and Submit – Refer to How to Adjust an Approved Timesheet
Go to the Submitted tab, Approve the adjusted timesheet
In Interpreter Review, set the timesheet to Reviewed – Interpreter Timesheet Details tab should show negative entries

Step 2 Create a Credit Note

Go to Billing > Create Invoice Batch
Create an Invoice batch. A Credit Note will be created for the timesheets adjusted in Step 1

Note

The Credit Note will be created based on the current Debtor Data Group selected. If the Debtor Data Group has been changed and you want a single Credit Note for all timesheets adjusted, you will need to change it back to Debtor, then change it again after the Credit Note is created.
If there are any other reviewed timesheets for this Client that haven’t been invoiced, these will be included in the invoice batch

Step 3 Re-enter Timesheets

For each timesheet adjusted in Step 1:

In Time & Attendance, go to the Historical tab
Adjust the timesheet again, re-enter the original details and Submit – You can select either the original or adjusted timesheet
Go to the Submitted tab, Approve the adjusted timesheet
In Interpreter Review, set the timesheet to Reviewed – Interpreter Timesheet Details tab should show the same entries as the original timesheet

Step 4 Create the invoices

Before doing this step, in the Debtor record, check the Debtor Data Group selected is correct.

Go to Billing > Create Invoice Batch
Create an Invoice batch. A separate Invoice will be created for the timesheets adjusted in Step 3 based on the Debtor Data Group selected.

Step 5 Adjustment Pay Batch

Create an adjustment pay batch to include the timesheets adjusted in Step 1 & 3.

Where no changes have been made to the original hours, this will create a nil batch so this is optional step.

Tip

This process can be used if the wrong client has been invoiced for a job.

Step 1: only adjust the timesheet(s) for the job that has been linked to the wrong Client
Step 2: no need to do this step
Step 3: create a job linked to the correct Client. Enter original hours on timesheet(s) for this new job
Step 4: A Credit Note will be created for the wrong Client and an Invoice for the correct Client