[Question] Consolidating Customer Statements in Pastel Partner v14

[David Irish]

Hi
Is there a way to consolidate customer statements.
I have a retail customer who requires invoices to be issued in the name of each store; each having a separate VAT number. So we've set up a separate customer account per store. However payments are made centrally so they want a single consolidated statement that reflects all invoices for all stores on one statement.
Any ideas?
Thanks

[Neville Bailey]

Pastel Partner caters for this situation.

Open a customer account for the head-office, to where you will be sending the consolidated monthly statement.

You will notice, at the bottom left of the customer record, under the Details tab, a button named "Additional Delivery/Contact Details".

Click on this button and then add the necessary details for each store in the group.

When you process an invoice, click on the Delivery Address field in the header section, and then click on the Zoom icon, from where you can select the specific store that needs to be invoiced.

[David Irish]

Thanks Neville
Wouldn't this method mean that the Head Office invoice address and VAT number would still be on the invoice and not the individual store's? i.e. only the delivery address would change.

[Neville Bailey]

Yes, it would.

But that should not be a problem, as the stores surely don't have separate VAT numbers from the head-office, otherwise why would you be needing to send a consolidated statement to head-office anyway?

[Dave A]

In QuickBooks we can use the Project functionality to overcome this challenge. I seem to recall hearing Pastel also has something similar?

[David Irish]

Thanks for your input Gents. Strange as it may be, that is indeed the case Neville. Each store has it's own VAT number as it's a separate entity and supplier payments are consolidated and paid on their behalf by the Head Office.
Dave, I'll look into the project functionality. Neville do you know anything about it and if so do you think that would be a solution?
The other thing I was thinking was maybe setting up a specific template that would replicate the delivery address in the invoice address space with the store VAT number included as a delivery address field. What do you think of that?
But then how would you link that template to the customer apart from specifically selecting it each time I print. Just concerned that if that is the only way it's prone to user error where the incorrect invoice details are sent to the store.

[Neville Bailey]

If each branch is a separate entity, with its own VAT number, then you have no option but to create a separate customer account for each branch, and one for the head-office.

With regards to the consolidated statement, an Intelligence report could be created to extract such a statement.

The Projects Tracker module is designed for profit/cost centre analysis, not for what you have in mind. In other words, it works for income statement accounts only, not for balance sheet or customer accounts.

[David Irish]

Thanks Neville. I'll see what I can do.