Inter-Entity Billing
Gravity supports the ability for one entity to create an invoice to another entity with a voucher automatically created on the receiving entity. This function is helpful when a complete invoice and voucher document trail is needed and the transactions need to run through the accounts receivable and payable accounts.
- Set inter-entity billing to "yes" in entity configuration.
- Set the automatic vendor creation option.
- Create an inter-entity billing template.
- Set customer options.
- Create and post invoices.
- Review and post vouchers created.
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Access inter-entity billing functionality using system set up>system>entity configuration
Select entity configuration for the applicable entity. Β Enable inter-entity billing in the entity configuration features section.
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Note: the option to have a vendor automatically created when the first inter-entity invoice is posted. If this option is set to "off" a vendor needs to be identified when the customer is enabled.
Access the inter-entity billing template:
Systems settings> revenue options
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The inter-entity billing template translates accounts and amounts from an invoice created by the "from" entity to the voucher created in the "to" entity.
Β For example, if the "from" entity is invoicing for rent income (account 4100) and IT services, the "to" entity records rent expense, account 6320 and data processing expense 6140.
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Use the from and to entities to select the accounts validated on the template lines.
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The voucher template lines translate invoice income lines to voucher expense lines.Β
Use the add option to create another template linesΒ group. Each group is registered to a single income account. More than one group is supported.
- Identify the account to be used when invoices are created for a specific customer.
- Identify the accounts to be used in creating the voucher lines.
- Identify more than one expense (voucher) line to be created and the percentage allocated to each line.
- Set a description to be used when voucher lines are created. Use the line add option to add additionalΒ lines.
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Create a customer for each entity billed.
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- Identify the customer as related to inter-entity billing.
- Select the entity to be billed.
- Select the vendor to be used in creating the voucher.
- Note: If the automatic vendor creation option is enabled, there will not be a vendor selection.
- Select the template to use.
- Enter the authorizing client ID
There are no changes in the invoice transaction processing routines.
When an invoice is created to an inter-entity customer, with an income account identified in the template, a corresponding voucher is created in the receiving entity.
The created voucher is not posted so it can be reviewed. The voucher is assignedΒ an "Inter-Entity" code so it can be easily identified.