When you run subscription invoicing in Business Central, you can control how invoices are grouped. One option is to create one invoice per subscription. If a customer has three subscriptions, that customer receives three separate invoices. This article explains how the invoicing report works and how to set it up.
You run the invoicing report from the subscription list using the Create Invoices action. You fill in the dates based on the month you are in, choose the document date, and decide how invoices should be grouped. You can group per customer, per subscription, or per line on the subscriptions.
You can mix billing frequencies. If you run the report monthly, it picks up only the monthly subscriptions and leaves the quarterly and yearly subscriptions until their next invoicing date arrives.
To create one invoice per subscription, choose the per subscription option in the report. You can also add a filter, for example on a specific customer number, to limit which subscriptions are included.
How subscription invoicing works in the subscription app
The most common way to run invoicing in the subscription app is to run a report that goes through all subscriptions for a given period. That period can be a month, a quarter, or a year.
You can mix the frequencies. If you have monthly subscriptions, you run the report monthly, and it picks up only the subscriptions that are on a monthly schedule. The quarterly and yearly subscriptions are left alone until their next invoicing date matches the period you are running.
Running the invoicing report from the subscription list
You start the report from the subscription list and choose Create Invoices. From there you fill in the dates. This is based on the month you are working in, the document date you want, and the other settings the report needs.
The key decision is how you want the invoices created. You have three options for grouping:
- Per customer, so all of a customer’s subscriptions are bundled onto one invoice
- Per subscription, so each subscription gets its own invoice
- Per line on the subscriptions, for the most granular split
Creating one invoice per subscription
When you choose to create invoices per subscription, the system makes one invoice for each subscription. If a single customer has three subscriptions, that customer receives three invoices.
You can add a heading text and apply any filters you need. For example, you can set a filter on a specific customer number so the report only processes that customer’s subscriptions. If that customer has three different subscriptions, the report creates three invoices.
When you then open the sales invoices, you see the three invoices created on the same customer, one for each subscription. That is exactly the result you want when you select invoicing per subscription.
If you would rather bundle everything onto a single invoice, you choose the per customer option instead.
Q&A
How do I create one invoice per subscription in Business Central?
Run the Create Invoices report from the subscription list, fill in the dates and document date, and choose the per subscription grouping option. The system then creates one invoice for each subscription.
What happens if a customer has multiple subscriptions and I invoice per subscription?
Each subscription gets its own invoice. A customer with three subscriptions receives three separate invoices.
Can I mix monthly, quarterly, and yearly subscriptions when invoicing?
Yes. If you run the report monthly, it picks up only the monthly subscriptions. The quarterly and yearly subscriptions are left until their next invoicing date matches the period you run.
How can I limit the invoicing run to a single customer?
Set a filter on the customer number in the report. Only that customer’s subscriptions are processed.
How do I bundle all of a customer’s subscriptions onto one invoice?
Choose the per customer grouping option instead of per subscription. This bundles all the customer’s subscriptions onto a single invoice.