Converting multiple Invoices to one Invoice

The 'Convert to Invoices' feature allows you to select multiple invoiceables from the various sections of the progress payment sub-tab, choose specific dollar values or percentages to charge for each invoiceable, and then create a single or multiple invoice(s), or credit note(s), for them.

NOTE: Only accepted variations are able to be selected in this method.  

How to use the 'Convert to Invoices' button to create a Single or Multiple Invoice(s) and Credit Note(s)

To use the 'Convert to Invoices' button to create a Single or Multiple Invoice(s) and Credit Note(s), you go to the project's 'Progress Payment' sub-tab:

1. Select the lines you want to charge out - from any of the payment sections
2. And click the 'Convert to Invoices' button
   
   This will open the 'Convert to Invoice' pop-up

Here you can:

• Select an invoice reference if you want to make a custom one or leave this blank and it auto create an invoice reference for you in sequential order
• Select invoice date
• Select invoice due date
• Tick the 'Send as single invoice' tick box if required. 

The 'Send as single invoice' tick box allows you to create one invoice with the total invoice amount being the sum of each invoiceables 'to be invoiced' line totals. 
If you leave the 'Send as single invoice' tick box unchecked, it will take the selected lines, and generate a different invoices for each one

• Select your total invoice amount by dollar value or percentage (if you are only wanting to partially invoice the client)
• Select which line items of your detailed invoiceable you want to invoice as well as the dollar amount or percentage. If this is only a single line item it will show just the $ or % option. 
• Type a message for your Accounts team which will be included in the email notification to advise them the invoice has been requested. (This is used for Non Xero clients for invoice creation messages to the accounts team). 
• If you are using FMS there is also an instructions box. This will add the instructions into the invoice as the first line. 

FMS option

Instructions Box is showing as line one on the invoice. 

Instructions Box Displayed in Xero

Non  FMS

Message Box used to send notes to the accounts team for the invoice creation.

Once you've made your selections on the 'Convert to Invoices' pop-up, select the 'Approve Invoice' button to confirm.

This will create the invoice(s) or credit note(s), notify your accounts team to take action, and if you are connected to Xero, this will push the invoice(s) or credit note(s) to Xero also.

The Progress Payment page will update, displaying the invoice number in the Invoices column, with the Date Invoiced and Invoiced to Date columns populated - the Balance column will also be updated with the remaining balance to be invoiced.

Moving over to the 'Invoices Out' sub-tab, you'll see that there have been multiple categories selected for this invoice. Clicking on the Invoice Number (from the reference column) to open the invoice.

Scrolling down to the Line Items section of the invoice we can see the detailed invoice break down. Listing each line detail that makes up the invoice total, and specifically the charged category via the Category column - this enables us to populate our RAVE FMS Charge Up Report.
For more information on our RAVE FMS Charge Up Report access this article here.