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Settle supply between your own companies

When one of your companies sells goods another one supplies, the two companies invoice each other. Intercompany settlement sets how: one invoice per dispatch, or one for a period.

Open Finance & team → Intercompany settlement. It is not on every plan. If it is missing from the sidebar, check Settings → Plan and usage.

What happens without any terms

Section titled “What happens without any terms”

A pair of companies with no terms invoices one document per dispatch, due on issue. You only need terms if you want something different.

Set terms for a pair

Section titled “Set terms for a pair”
  1. Click Add terms and give them a Name.
  2. Choose the Supplying company (it owns the goods and issues the invoice) and the Selling company (it sells to the customer and pays the supplier).
  3. Choose Invoicing:
    • Per dispatch: one invoice for each dispatch.
    • Batched: one invoice for each period that covers everything ready. Choose the Batch period: Weekly, Twice a month or Monthly.
  4. Choose Counts from: Dispatch or Delivery. This is when a dispatched line becomes ready to invoice.
  5. Set Wait (days): extra days after that date before a line can be invoiced.
  6. Set Payment terms (days): days from the invoice date until it falls due. Zero means due on issue.
  7. Optionally choose a Transfer price list. Leave it empty to use the selling company’s own.
  8. Click Save.

There is one set of terms per pair. The table shows each pair’s Invoicing, Counts from, Payment, how many are Waiting, Ready now and Next ready.

Invoice what is ready

Section titled “Invoice what is ready”
  • Invoice now on a pair issues the supply invoice for everything ready for that pair.
  • Invoice everything ready does it for every pair.

Keelvy tells you how many documents it issued and how many lines they covered.

Check the lists under the terms

Section titled “Check the lists under the terms”
  • Waiting to be invoiced lists parcels already dispatched that no intercompany document covers yet. A parcel may say Awaiting delivery when its terms count from delivery.
  • Invoiced, but covers nothing lists intercompany invoices that were issued and never recorded which parcels they settle. Settlement for the companies involved is paused until each one is resolved, because the next run might invoice those parcels a second time.

Archive terms

Section titled “Archive terms”

Archiving moves the terms to the Archive, and the pair goes back to one invoice per dispatch. Anything already dispatched is still invoiced.

Section titled “Related”