Creating Billing Documents from Invoices and Credit Invoices for Consolidation

There are two ways you can create Foundations billing documents from eligible Order and Inventory Management invoices and credit invoices:

  • Manually: you can do this from the OIM Task Launcher tab for all your invoices and credit invoices, or from an invoice's detail page for a single invoice (this is not available for credit invoices).
  • Automatically: via scheduled job.
Note: To be able to create billing documents from invoices and credit invoices, you must have the OIM to BC for Consolidated Invoicing feature enabled. If you don't have this Feature Console feature enabled, contact your administrator.

To be eligible to be exported to Foundations as billing documents, invoices and credit invoices must meet the following criteria:

  • Have a status of "Closed".
  • Have an export status of "New".
  • Contain no errors on the Export Error field.
  • Have a credit status other than "Fully Credited".
  • If the invoice has a shipment, the shipment status must be "Shipment Complete".
  • Have an export status of "New".
  • The export status of the associated invoice must be "Exported as Billing Document".

Apart from these criteria, shipping address details will be required for the billing document lines generated from your invoice lines. If your invoice lines contain no shipping address details, these will be automatically populated when creating billing documents from invoices so that they can be transferred to the billing document lines. The shipping address fields will be populated on the invoice lines based on the following rules:

  • If the invoice line belongs to an invoice with a shipping address, the values for the shipping address fields will be taken from the shipping address on the invoice.
  • If the invoice line belongs to an invoice without a shipping address, the shipping address fields will be filled out with the corporate address details of the account in the invoice's Customer field.

The automatic exportation of eligible invoices and credit invoices as billing documents is enabled through the OIM to BC for Consolidated Invoicing feature. The feature configures a scheduled job which runs every day at 12:00 AM and picks up all eligible invoices and credit invoices.

Notes:
  • If you want your invoices and credit invoices to get picked up by the daily scheduled job, you must make sure that they meet the criteria to be eligible for exportation as billing documents. For more information, see Billing Document Creation Criteria and Requirements.
  • If the automatic exportation is not enabled in your org or you need to make modifications to the scheduled job default settings, contact your administrator.

When an invoice or credit invoice is successfully exported to Foundations, the Export Status field changes to "Exported as Billing Document". Once the billing document is created, the Original Billing Document field is automatically populated with the record link of the created billing document. The billing document is created with the Document Source field set to "Order Management".

Note:

If any errors occur during the export or billing document creation processes, the error information will be displayed in the following fields:

  • Export Error or Billing Document Creation Errors field of the invoice or credit invoice.
  • Billing Document Line Creation Errors field of the invoice line or credit invoice line.

You can manually create billing document for all eligible invoices and credit invoices from the OIM Task Launcher tab as follows:

  1. In the Invoice Consolidation Management section, click Create Billing Documents.
  2. Select Create billing documents for all eligible invoices and credit invoices.
  3. Click Create.
Note: If this task was previously launched and the creation of billing documents is still in progress, you must wait until the current process completes to launch the task again.
Note: This is only available for Lightning Experience and can be used only with invoices. You cannot create a billing document for a single credit invoice.

To create a billing document for a single invoice:

  1. Go to the Invoices tab.
  2. Select the invoice from which you want to create a billing document.
  3. From the actions in the action menu at the top of the record page, click Create Billing Document.
  4. Click Create.
Note: Make sure your invoice meets the required criteria before creating the billing document. For more information, see Billing Document Creation Criteria and Requirements.

When an invoice or credit invoice is successfully exported to Foundations, the Export Status field changes to "Exported as Billing Document". Once the billing document is created, the Original Billing Document field is automatically populated with the record link of the created billing document. The billing document is created with the Document Source field set to "Order Management".

Note:

If any errors occur during the export or billing document creation processes, the error information will be displayed in the following fields:

  • Export Error or Billing Document Creation Errors field of the invoice or credit invoice.
  • Billing Document Line Creation Errors field of the invoice line or credit invoice line.

To ensure a consistent tax calculation and prevent any potential issues, you must perform tax calculations in Billing Central once your invoices have been converted to billing documents. To do so, take into account the following:

  • Do not calculate tax on your invoices, wait until they are converted to billing documents and then perform the required tax calculations from Billing Central.
  • Tax already calculated on invoices is ignored when exporting invoices as billing documents, tax calculations are not transferred. You must calculate tax again on the generated billing documents using Billing Central.
  • To calculate tax on the generated billing documents, you must manually fill out the Company field on these billing documents. This field is not automatically populated when exporting invoices as billing documents.