How to Configure a Split Vehicle Sales Invoice

The Configure Split Invoice function in Navigator allows you to divide the invoicing of a vehicle sale between multiple payees. This is essential in situations where more than one party is financially responsible for a sale – for example, when costs are shared between a leasing company and a customer, or when separate departments or accounts need to be charged.

By allocating invoice lines to multiple payees, you ensure accurate billing and transparency. The system supports both full and partial allocation of amounts, and also gives control over how the invoice lines are displayed or suppressed.

Accessing the Split Invoice Configuration

To begin configuring a split invoice for a specific vehicle, follow these steps:

1. Open the Vehicle Administrators Toolkit

   • From the Navigator Main Menu, go to Vehicles.

   • Select Vehicle Administrators Toolkit from the dropdown menu.

2. Search for the Stock Record

   • Use the search window to locate the relevant Stock Record.

   • A Stock Record window will open. The vehicle will need a sales order raised against it before proceeding.

3. Navigate to the Split Invoice Option

   • At the top of the Stock Record window, select the Utilities tab.

   • From the dropdown menu, click Configure Split

Creating and Managing Invoice Splits

The Configure Split Invoice window will display existing splits. Often, there will only be a single default split.

1. Add a New Split

• Click the New Split button.

• A Customer Search window will open. Select the customer you wish to set as the secondary payee.

• Once selected, you will need to configure how to split the sale.

2. Allocate Invoice Lines to the Split

• Double-click on the invoice line you want to divide.

• A split configuration window appears, where you can:

  • Fully allocate the invoice amount to one payee.

  • Partially allocate between the original and the new payee.

  • Any unallocated amount will be shown in the To Allocate to Split field.

You cannot save your split until this field shows 0.00, indicating full allocation.

Display and Charging Options

On the split configuration window, you have additional control over how lines appear on the invoice:

• Don't Charge: This option sets the invoice line amount to £0.00, but the line will still be shown on the printed invoice.

• Don't Show: This option completely hides the invoice line from the printed invoice.

These tools are useful for internal-only lines or adjustments where the customer should not be invoiced or made aware of specific breakdowns.

You can also set who which payee is being allocated the part exchange or finance deposit.

Saving the Split Configuration

Once you have fully allocated the invoice line amounts:

• Confirm that the To Allocate to Split field shows 0.00.

• Click Close to save the configuration.

Your split invoice setup is now complete and will reflect correctly when the invoice is generated.

Common Scenarios for Split Invoices

• Charging a main leasing company and a driver for separate elements of the deal.

• Splitting delivery costs or fees between branches or departments.

• Recording internal accounting allocations for partially subsidised transactions.

Tips and Considerations

• If the invoice is not balancing, check that all lines have been fully allocated.

• Use Don't Show cautiously - hidden lines may impact perceived transparency for some customers.

• Always verify the printed invoice for accuracy after making changes.