Make Multiple Invoice - User Guide

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📈 Business Impact

The Make Multiple Invoice tool transforms a hours-long manual billing process into a 60-second automated task. By ensuring all members are billed simultaneously, it maintains uniform due dates and drastically improves cash flow predictability.

⚡ Quick Start: 3-Minute Bulk Billing

Navigate: Go to Sales > Make Multiple Invoice.
Check Status: Verify the Last Multiple Invoice Created On date.
Select Period: Choose the Month/Period you wish to bill.
Set Date: Pick the Invoice Date (usually the 1st of the month).
Run: Click Save. The system will process all eligible members and return a success log.

Make Multiple Invoice Interface

🗺️ Bulk Billing Process

graph TD
    Start[Select Month] --> Check[Validate Pending Months]
    Check --> Suspend[System Auto-Suspension]
    Suspend --> Generate[Create Header & Lines]
    Generate --> Lock[System Locking Enabled]
    Lock --> Done[Invoices Generated & Logged]
    Done --> Unlock[System Unlocking]
    
    style Suspend fill:#fff4dd,stroke:#d4a017
    style Lock fill:#ffebee,stroke:#c62828

✅ Prerequisites Checklist

Service Group Assignments: Every member must be linked to a service group.
Billing Cycle: Ensure the “Membership Type” (Monthly/Quarterly) matches the billing run.
Master Data: Check that no mandatory fields (Wing/Flat) are missing for active members.

1. Introduction 📝

The Make Multiple Invoice module is the primary engine for recurring billing. Instead of creating invoices one-by-one, this tool scans your entire member database and generates invoices based on their pre-configured Service Groups.

ℹ️

How it works:

It identifies all members who are “Due” for billing (where Invoice Upto Date < Selected Month End).
It automatically handles partial months if a member joined in the middle of a billing cycle.
It calculates GST (CGST/SGST/IGST) based on the member’s state and the society’s location.

2. Advanced Features 🛠️

🛡️ Automated Member Suspension

The system performs a “Debt Audit” before billing. A member is automatically suspended by the system if:

Their total outstanding balance exceeds 6 months’ worth of charges.
Their dues exceed their Half-Yearly maintenance amount.
Note: Suspended members will not be billed by the bulk tool until their status is cleared.

🔄 Rollback Utility

Mistakes happen. If a bulk invoice run was performed with the wrong date or period:

Navigate to the Rollback option within the screen.
Select the date on which the bulk invoices were created.
Effect: The system will delete all system-generated invoices for that date and revert members’ “Invoice Upto” dates.

3. Validations & Safeguards ⚠️

Validation Type	Logic	Action
Concurrency Lock	Only one bulk/interest process can run at a time.	Disables the “Save” button with a warning.
Sequence Check	Invoices cannot be back-dated before the last bulk run.	Calendar dates are greyed out.
Service Linkage	Members must have a Service Group assigned.	Warning: “Member Unlinked Count: [X]”.
Connected Docs	Cannot rollback if a receipt is already issued against an invoice.	Blocks the rollback process.

4. Troubleshooting 🔍

⚠️

Common Issues

Missing Invoices: If some members weren’t billed, check if they are “Suspended” or if their “Ceased Date” is in the past.
Process Stuck: If the system says “Multiple Invoice in Progress” but no one is running it, an administrator must manually clear the MultipleInvoiceInProgress flag in System Parameters.
Zero Amount Invoices: Ensure the Service Group linked to the member has non-zero tariffs.

5. Reports & Audit Logs 📊

After every run, the system generates:

Bulk Creation Log: Found in the Society Log (Audit Trail), showing the range of invoice numbers created (e.g., “FROM 000101 TO 000150”).
Exception Report: Lists members who were eligible but not billed due to missing masters or suspension.
Draft PDF Set: A single command allows you to print all invoices for the batch for physical distribution.

Invoice Management Sales Credit Note (SCN)