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[Tony Ratka]

I am new to GP and have been asked by my Plant Manager to find a way to enter a single order with 20 line items and have the ability to invoice each line item separately on separate PO’s.  I also need the ability to add freight to each line item separately.  We are currently on version 18.3.1200.

Is this even possible in our version or any version of GP.  Any help would be appreciated.

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Tony Ratka
Allmand Bros
Holdrege NE
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[Thaddeus Suter]

Yes, One Sales Order with 20 Line Items can spin off 20 Sales Invoices (one for each Line Item) or even more. In fact you can spin off as many Invoices as you have QTY on each Line Item. So for example 20 Lines  with QTY 10 for each Line could spin off 200 Invoices of one each.  Each Invoice reflects a separate shipment against the master Order and can have its own Freight and so on.

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Thaddeus Suter
Retus, Inc
HELOTES TX
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[Tony Ratka]

Would you have a reference to show me how this is accomplished?  Everyone here that has more experience in GP has stated that it has to be entered as 20 separate 1 line item orders in order to have freight properly applied to each item.  We have a customer requesting that we send them 1 invoice with 1 unit listed on it so that they can better track each serial number.  As of now our only solution has been to input a 20 unit order as 20 separate orders with 1 unit each.

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Tony Ratka
Allmand Bros
Holdrege NE
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[Thaddeus Suter]

Its is done like this:
One master order with Qty 20 is taken. You then Invoice and Fulfill one at a time until the 20 is gone.
The Freight is added to the Invoice after you pick/pack ship the Qty One.

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Thaddeus Suter
Retus, Inc
HELOTES TX
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[Mark Wiley]

Hi Tony,

My first choice would be to add the freight and line PO number on the invoice. So, when you transfer one line from the order to the invoice, and then specify the additional values on the invoice. If you want the freight and PO details on the order, by line item, you will need to add a customization or ISV product(s). You also might want to look at using SmartConnect to load the orders. There are a ton of SOP ISV products that might suit your process.

Hope that helps.

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Mark Wiley
Dynamics Credentialed Professional
Senior Solutions Architect
GraVoc
Ohio Office
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[Jeff Woodard]

Welcome to the GP Community !

?It has been my experience that once you start modifying your internal invoicing process to meet a customer request that it can become a slippery slope with many formats that quickly become difficult to maintain.  Another thing you want to think about is volume – i.e. consider your invoice numbering scheme – if you used to process 1,000 invoices with 20 lines each, and switch to one invoice per line item, you’re now processing 20,000 invoices. In your A/R process, you’re also now applying payments to 20,000 invoices instead of 1,000. Another thing that may cause some internal troubles on your shipping department on how the freight is divvied up per line-item – i.e. will you now have to allocate a $20 shipping charge across 10 of the items that were all shipped in a single box/pallet, or are all  line items shipped individually?

It can certainly be done straight up in GP with a variety of different OOB methods – From your GP order, you can fulfill the order to invoice one line item at a time. You can take a look at this link for some general information on the process to fulfill sales documents, and the GP Help file (try the help about this window from the SOP Transaction entry window) will be a really good read, especially if you’re new to GP. 

I would encourage you to look at alternative ways of communicating the same information, instead of altering your internal processes.  If the ask is for the customer to be able to better track serial numbers and shipping rates, maybe you can provide a separate spreadsheet using smart list, Excel direct query, or other reporting tool like Popdock.  That way, your current internal shipping, invoicing, and A/R processes would stay the same, and the customer gets a nice, easily modifiable data source that they can import or copy / paste from.

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Jeff Woodard
Chief Technical Officer
Transportation Financial Services, Inc.
West Palm Beach FL
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