As a billing analyst, you may want to group or summarize the invoice line items based on criteria such as start date, charge type, price type, ship-to, location, or a custom field. Conga Billing has developed a feature that enables you to summarize the applicable invoice lines according to your own criteria once the invoice is generated. These criteria are supplied as part of the managed packages, but you can create custom criteria. The custom fields must be of a data type pertaining to lookup, date, and picklist. If your organization wants to send clients a summary invoice based on the above-mentioned parameters, you can configure and generate invoice summaries to meet their needs. 

This feature:

  • Enables the creation of a summary for invoice line items in draft or approved status.
  • Provides the ability to view the summary on the invoice records.
  • Displays the summary of invoice lines like a snapshot, allowing the user to merge this summary into the invoice document.
  • Allows the user to select a different summary criterion to re-create, merge, and send a new invoice summary based on customer requests.
  • Exposes an API for creating or re-creating the summary when an invoice record is generated.

You can choose different summary criteria and re-create or regenerate the summary invoice from the Invoice record page.

Prerequisites

  • The threshold value for invoice summary line generation is defined in the custom settings.

  • Only contracted-type invoice line items that are in non-canceled (draft and approved) status are selected.

  • For any custom criterion, the custom columns must be created on the Invoice Line Items object first. The API name of the above column (field) must be added to the picklist criteria at the Invoice Run and Invoice objects.

To generate summary lines

  1. Click the Invoice Runs tab to launch the Invoice Run page.

  2. Select the desired value from the Invoice Summary Criterion picklist. Enter the other required pieces of information like Invoice Run Name, Run Type, Field, Operator, Value, Invoice Date, and Process thru Date.

    By default, the valid summary criteria specified in Billing System Properties will be populated in the Invoice Summary Criterion picklist. You can overwrite it to generate the summary on a different criterion or keep it None so that the summary is not generated.

  3. (Optional) Clicking Preview (Count) opens a summary with various parameters, along with the total number of billing schedules selected, and the total number of invoices to be generated. If the summary is not as you expected, click Cancel to go back and make changes.

  4. Click Run to generate the invoice summary line.
    The Detail page shows the invoices generated and the summary criteria that were selected by the users. The Invoice Record will show the criteria and the actual summary lines.

To regenerate a summary invoice

  1. Open the invoice you created.
  2. On the Invoice header, click Regenerate Invoice Lines Summary.
    The Generate Invoice Lines Summary page is displayed.

  3. Select the desired value from the Invoice Summary Criterion picklist.

    If you select an invalid value, the system won't generate a new summary invoice and retains the previous summary invoice.

  4. Click Generate Invoice Lines Summary.
    The message Invoice Line Summary is Generated Successfully  is displayed.
  5. Click Done.
    You are taken back to the Invoice record where you can view the new summary generated per the criterion you've changed

To generate invoice lines summary by calling an API

To know how to generate an invoice line summary by calling an API, Refer to Generating Invoice Line Summary.