Master invoices combine multiple Supplier Invoices onto one invoice - the master invoice.

For example, if you have Acme Supplier and Beta Supplier, and an order is created for a wine of each, that would result in an Order with two supplier invoices, independent of each other.

Generating a Master Invoice would insert the combined line items onto one Invoice. This Master Invoice would lose the individual Supplier information and contain just the line-item information.

Initial Setup

To start generating Master Invoices, you need to choose a Supplier to act as the configuration container for generated Master Invoices. The Invoice Sequence and Bill-To information are pulled from this Supplier.

This Master Invoice Supplier can be an existing Supplier or you can choose to create a brand new Supplier just for this purpose. If you need to create a new Supplier, please get in touch with Vinosmith Help Desk.

  1. Click on My Account in the top-right, then click on Manage in the left navigation
  2. Click on Edit to manage your Representation details; locate the Master Invoice Supplier dropdown and choose your desired Supplier.
  3. Scroll down to the bottom of the page and click the button to save your changes.
  4. Edit your Supplier as needed to specify Bill-To information, etc.

Generating Master Invoices

You generate a single Master Invoice from a single Order that contains 1 or more Supplier Invoices. Click into the Order, and in the left navigation, click on the link for Master Invoice under the Export sub-section.

On the next screen, click the blue button to advance the master invoice sequence and download the generated PDF.

If you return to this same link, you can download the same PDF Master Invoice and not advance the invoice sequence.

How do I Find the Master Invoice # in Vinosmith?

The Master Invoice# is surfaced in some reports (RA2 being one). If you know the master invoice#, enter it into the Orders tab "Find by Invoice/Order/PO#" field, and it will be looked for there. If found, the interior original supplier invoices are shown as normal.

NOTE: Currently, Master Invoices are not eligible to push to Quickbooks.