Invoice Batch Processing
Overview
The Invoice Batch system is a Microsoft Dynamics 365 Business Central extension that allows users to create multiple invoices efficiently through batch processing. The system supports importing data from Excel files and automatically generating invoices or credit memos based on predefined criteria.
Core Components
1. Invoice Batch (Header)
Purpose: Container for grouping related invoice lines
Key Fields:
Code: Unique identifier for the batch (10 characters)
Name: Descriptive name for the batch (30 characters)
Invoice Batch
2. Invoice Batch Lines
Purpose: Individual line items that will be converted to invoice/credit memo lines
Key Fields:
Batch Code: Links to the parent batch
Line No.: Sequential line number
Type: G/L Account, Item, Resource, or Standard Text
No.: Item/Resource/Account number
Customer No.: Target customer
Description: Line description
Quantity: Quantity to invoice
Unit Price: Price per unit
Discount %: Line discount percentage
Business Account: Business account code
Dimension Codes: For financial reporting
Job No.: Optional project reference
Posting Date: When to post the transaction
Due Date: Payment due date
Getting Started
Setting Up Invoice Batches
Navigate to Invoice Batches
Go to the Invoice Batches list page
Create a new batch or select an existing one
Create a New Batch
Click "New" to create a new invoice batch
Enter a unique Code (up to 10 characters)
Enter a descriptive Name (up to 30 characters)
Save the record
Working with Invoice Batch Lines
Manual Entry
Open Invoice Batch Worksheet
Navigate to the "Invoice Batch" page
Select your batch code from the dropdown
The system will filter to show lines for the selected batch
Add Lines Manually
Enter Posting Date (required)
Select Customer No.
Choose Type (G/L Account, Item, Resource, or blank)
Enter No. (the system will auto-populate description and unit price)
Set Quantity and adjust Unit Price if needed
Add Business Account and dimension codes as required
Optional: Add Job No., Work Type Code, etc.
Import from Excel
Prepare Excel File
Set up your Excel file with the required columns
Ensure proper column mapping for:
Customer ID/Number
Resource/Item Number
Description
Project Code
Job Number
Entry Description
Unit of Measure
Quantity
Unit Price
Run Import Process
From the Invoice Batch page, click "Import from Excel"
Select your Excel file using the file browser
Choose the appropriate worksheet
Configure column mappings:
Qty head lines: Number of header rows to skip
ID Column No.: Column containing customer IDs
Resource Column No.: Column with resource/item numbers
Description Column No.: Column with line descriptions
Quantity Column No.: Column with quantities
Unit Price Column No.: Column with unit prices
Set batch parameters:
Business Account Name
Start Date
Invoice Type
Department Code (applies to all lines)
Run the import
Creating Invoices
Batch Invoice Creation Process
Validate Batch Lines
Ensure all required fields are populated
Verify customer numbers exist
Check that quantities and prices are correct
Confirm posting dates are appropriate
Run Batch Create Invoices
From the Invoice Batch page, click "Create Invoices"
Configure creation parameters:
Posting Date: Date for invoice posting
Document Date: Document date (optional)
Posting Description: Description for the posting
Sales Line Description: Override description for all lines
Get Name from Resource: Use resource names in descriptions
Get Price from Resource: Update prices from resource cards
Processing Logic
The system groups lines by:
Customer Number
Business Account
Posting Date
Creates separate documents for each group
Automatically determines if invoice or credit memo based on total amount:
Positive amounts → Invoice (Document Type 2)
Negative amounts → Credit Memo (Document Type 3)
Invoice Creation Rules
Duplicate Prevention: Won't create multiple invoices for the same customer/business account/posting date combination
Line Validation: Skips lines with zero quantity for typed items
Price Updates: Can automatically update unit prices from resource/item cards
Dimension Handling: Automatically applies dimensions from resources when available
Customer Creation: Creates new customers automatically if they don't exist (with Icelandic ID validation)
Key Features
Pricing Integration
Integrates with Business Central's price calculation engine
Supports customer-specific pricing
Handles campaign pricing and discounts
Automatic price updates based on resources/items
Business Account Support
Links invoices to specific business accounts
Supports multi-entity invoicing scenarios
Maintains business account relationships
Excel Integration
Flexible column mapping
Support for various Excel file formats
Automatic data validation and cleanup
Customer ID formatting (adds leading zeros for 9-digit IDs)
Dimension Management
Full integration with Business Central dimensions
Automatic dimension inheritance from resources
Support for department and project tracking
Workflow Example
Preparation
Create or select an invoice batch
Prepare data (manually or in Excel)
Data Entry
Import from Excel or enter manually
Review and validate all lines
Make any necessary corrections
Invoice Generation
Run "Create Invoices" with appropriate settings
System creates invoices/credit memos automatically
Review generated documents
Post-Processing
Open and review created invoices
Post invoices when ready
Monitor invoice status through the batch lines
Monitoring and Tracking
Invoice Status Tracking
Invoiced field shows processing status
Invoice No. field links to created document
Use "Open Invoice" action to view created documents
Validation Messages
System provides feedback on created invoices/credit memos
Error messages for validation failures
Confirmation of successful processing
Troubleshooting
Common Issues
Missing Posting Date
Error: "Your must specify Posting Date!"
Solution: Ensure posting date is set before running batch creation
Zero Quantity and Amount
Warning: Lines with zero quantity and amount are skipped
Solution: Verify quantities and prices are correctly entered
Customer ID Errors
System validates Icelandic customer IDs (Kennitala)
Solution: Correct invalid customer IDs before processing
Price Update Confirmation
System prompts to confirm price updates when enabled
Choose whether to proceed with price updates or cancel
Best Practices
Data Validation
Always verify customer numbers before processing
Check posting dates are within acceptable periods
Validate quantities and prices
Batch Organization
Use meaningful batch codes and names
Group related transactions in the same batch
Keep batches to a reasonable size for easier management
Testing
Test with small batches first
Verify invoice creation logic with sample data
Check dimension and pricing integration
Documentation
Document your column mappings for Excel imports
Keep templates for recurring batch types
Maintain procedures for different invoice scenarios
Advanced Features
Integration Events
The system provides several integration events for customization:
OnBeforeFindSalesHeaderInBatchCreateInvoicesOnAfterInsertSalesLineInBatchCreateInvoicesVarious pricing and validation events
Price Calculation
Implements advanced price calculation interfaces
Supports campaign pricing
Customer-specific pricing rules
Resource-based pricing with work types
This manual provides comprehensive guidance for using the Invoice Batch system effectively. For technical support or customization requirements, consult your Business Central administrator or development team.