Rather than exporting 100's of line items, coded to a couple of different GL codes, Tax Rate, Categories, you can now export these lines summarised across these data sets.
Previously, exports were consolidated into a single summary line per invoice. Now, updates now allow for detailed line items to be included in exports. This change ensures compatibility with the latest WCBS/PASS updates while providing flexibility in export formats.
Prerequisites
Before you turn 'Group Line Item Data' on, ensure your Signed Off tab has been cleared. Existing invoices in this tab that have not been grouped will cause errors when attempting trying to export.
Important: When turned on, ALL invoices will be exported using grouped lines.
Turn on Group Line Item Data
Every Accountancy Software will have the option to turn this on:
Go to Accountancy > Accountancy Software Settings
In 'Group Line Item Data' select Yes.
View Grouped Data
In the Approvals tab, when Group Line Item Data is enabled, you will see an extra option in Panel 2 called 'Grouped Data'.
In the Grouped Data tab, you will see the normal 'header' information, such as the Supplier, Invoice Number, Issue Date, etc. In the line items, you will see a condensed version of your invoice, grouped by GL Code, Tax Rate, or Category. This information will be pulled from the GL Codes used in the Edit Bill tab.
🤓 Tip: The description column is editable, meaning you can change the name from the GL Code to describe what the grouped items are. For example, if the GL Code is set as GL0100 - Food, you can overwrite this to simply say 'Food'.
Why isn't my data grouping?
If you're in the Grouped Data tab, but the data doesn't appear to be showing the correct summarised data, go back to Edit Bill and make sure all lines have been assigned both a GL Code and a Tax Code. If there are any lines missing from these codes, it won't group correctly. After assigning the correct Codes, click Save and go to Grouped Data again. You should now see your data grouping as expected.
Group data by Supplier
With Grouped data switched on in the Accountancy Software Settings, the Group Line Data option will automatically be switched on for all Suppliers. If you have some suppliers that you wish to export detailed line data for, you can simply switch this setting off at the supplier level.
Open the Supplier.
Go to 'Supplier rules'.
Untick the 'Group line item data' option to turn off grouping for the supplier.
📌 Note: Similar to when switching grouped data on at the account level, you must ensure that you have no documents from this supplier in your Signed Off tab before making any changes at the Supplier level.