Invoicing based on templates

Introduction

This document summarizes the following:

• A **mandatory Sales Order and Posted Shipment** will be created if invoicing from the shipment.
• The existing Invoice solution for Cases will be replaced with a new function called **Invoice Templates**.
• The system will **automatically build invoices**.
• Support for **U.S. Sales Tax – Shipments to Multiple Tax Jurisdictions**.

Basic Setup

PV General Setup for Shipment Invoicing

1. **Under Logistic**, activate Create Shipment Item.

- Select/create a **No. Series** for the items created during posting.

- Also select an **Item Template** (should include finance settings and base UOM).

1. **Under Sales Shipment**, create **two No. Series** for handling shipments.

> ⚠️ **Note:** Do not use an existing No. Series for these.

Invoice Templates Setup

A **new template-based invoice structure** is introduced. It allows more flexibility and avoids the need for custom invoice reports.

The system will **not split invoice lines** into several internal lines to distribute revenue. That type of processing should be handled separately—e.g., via a G/L entry journal after posting.

You must set up **at least one Invoice Template** for invoice creation. Templates can be linked to:

• Order Type
• Product Group
• Customer Group
• Customer No.

You can override the template in an already-created Invoice Journal.

**Invoice Template Line Types**

• **G/L Account** – Creates a G/L Account line (lookup Chart of Accounts).
• **Item** – Creates an item line (lookup Item List).
• **Resource** – Creates a Resource line (lookup Resources).
• **Charge (Item)** – Creates a Charge (Item) line (lookup Charge Items).
• **Extra Work** – Pulls in Extra Work registered with “Can be Debited” checked.
• **Merge Fields** – Creates lines based on merge field code setup.
• **Over/Under** – Uses quantity difference between ordered and shipped.
• **PV Shipment Freight** – Adds shipment Cost and Extra Fee amounts to invoice.

This function works no matter which invoice method is used. When case or job level is the method then there is a single line with the sum of all shipment costs/extra fees. When PV Shipment or PV Shipment Group on Tax Area are used then the shipment costs/extra fees are summed based on each shipment or tax area.

• Set the **Freight G/L Account** in the No. field

• **Main Invoice** – Uses merge fields and pulls in the G/L account from the PrintVis G/L Posting Setup page. Works by case, job, or shipment.
• **Special Function** – Uses a Codeunit number for full customization. Examples available in the PrintVis GitHub repo.

Auto Build Invoice

Settings

Enable **Auto Build Invoice** to trigger automatic invoice creation on **status changes**.

1. In **Status Code setup**, define which status triggers auto-build.

2. On the **Invoice Template**, mark the Auto Build setting.

This allows hybrid use:

• \*\*Small digital jobs\*\* → auto-invoice

• \*\*Complex jobs\*\* → manual invoice

Templates Assign Type

Create at least one assignment line linking an **Invoice Template** to filters:

• Order Type
• Product Group
• Customer Group
• Customer No.
• Invoice Template

Invoicing

The **Invoicing Guide** helps users create and view invoices within a case.

From the **Invoicing page**, under the **Process menu**, use the **Build** button to create the invoice. This uses the **Invoice Template Code** from the general section of the invoice.

U.S. Sales Tax – Shipments to Multiple Tax Jurisdictions

This section explains how to handle **multiple shipments** from a **single Case** that go to **different tax jurisdictions**.

Create Shipments

When creating shipments:

• Pay attention to the **Tax Area Code** on each **Ship-To Address**.
• This determines the correct **tax jurisdiction**.

If all shipments go to the **same tax area** (or are **non-taxable**), standard logic applies.