Consolidated (Cycle) Invoices

A consolidated invoice bills a wholesale customer once a week or once a month on one invoice, instead of one invoice for each order. Use it for cafés, shops and hotels that get many deliveries and pay on account.

Set up cycle billing for a customer

1. Open the customer and click Manage Pricing.
2. In the Cycle Billing (Consolidated Invoices) card, set Billing mode to Consolidated.
3. Choose the Cycle: Weekly (pick the day: 1 = Monday … 7 = Sunday) or Monthly (pick a day from 1 to 28).
4. Choose Auto-send. Off (recommended): each invoice is made as a draft for you to check and send. On: each invoice is marked sent automatically.
5. Click Save billing settings.

While a customer is on consolidated billing, their orders do not get an individual invoice.

Which orders go on the invoice

• Orders that are completed or delivered and that are not on another invoice.
• Each order is billed on its delivery date (the order's due date). If an order has no delivery date, the date it was marked delivered is used.
• It does not matter when you click Completed. If you enter last week's orders today, the invoice still shows last week's dates.
• When a cycle closes, BakeOnyx bills every such order with a delivery date before the end of the period. An order that you marked delivered after an earlier cycle closed goes on the next invoice, so nothing is left out.

Make an invoice yourself

1. In the same card, choose Period from and Period to (delivery dates).
2. Click Load unbilled orders, select the orders, then click Preview.
3. Click Save as draft, or Save & mark sent.

Due date

The due date comes from the customer's payment terms. For example, Net 30 is 30 days after the end of the period. The due date is never before the invoice date. COD or due on receipt means the invoice is due on the invoice date.

Send the invoice

1. Find the invoice in the Consolidated invoices list at the bottom of the card. The Draft invoices — not sent card on the Wholesale Customers page links straight to it.
2. Click Send (or Resend for an invoice you already sent). The dialog shows the email address that gets the invoice: the billing contact first, then the primary contact, then the customer's own email.
3. Click Send email. The customer gets an email with the invoice PDF attached, and the invoice changes to sent.

Did you give the invoice to the customer another way (on paper, for example)? Click Mark as sent (no email).

If the customer has no email address, add one on the customer page or in the Contacts card, then send again.

Mark the invoice as paid

1. Click Mark as paid on the invoice.
2. Choose the payment method (for example Bank Transfer) and the date paid. You can add a reference. If you leave it empty, the invoice number is used.
3. Click Mark as paid.

The invoice changes to paid. Each order on the invoice also gets a payment for the amount it still owed, so each order page shows Paid in Full and the customer's Owed amount goes down. The customer does not get a separate receipt for each order.

Online card payment is not available for consolidated invoices yet. Record bank transfers and other payments with Mark as paid.

Other actions

• PDF downloads the invoice.
• Void cancels the invoice. Its orders become billable again, so you can put them on a new invoice. You cannot void a paid invoice.