Invoice references determine how storage invoices are grouped. You can split invoices (separate invoices per reference) or combine them (several storage units on one invoice). This is particularly useful for business customers with several storage locations or projects under one customer account.
What is an invoice reference?
The invoice reference is a free text field on a storage case file. The system uses this field to determine which storage invoices are combined on one invoice and which are invoiced separately.
Situation | Invoice reference | Result |
Left empty | No reference | Standard combined invoice |
Same reference on several storage units | E.g. "Head office" | Combined on one invoice |
Different references for the same customer | E.g. "Location A" and "Location B" | Separate invoice per reference |
Note: the invoice reference is NOT meant for period numbering. The system automatically places the correct invoicing period on the invoice. You don't need to use a reference for that.
Requesting activation
Invoice splitting based on references is not available by default. Bas Software needs to activate this feature for you once.
Contact Bas support via chat or email.
Ask for invoice splitting based on invoice references to be activated.
Bas Software activates the feature for your environment.
Expected result: after activation, you can use the invoice reference field on storage case files to split or combine invoices.
Splitting invoices with different references
You use splitting when a customer wants to receive separate invoices per location, project or department. You enter a unique reference on each storage case file. The system then creates a separate invoice per reference, all addressed to the same customer.
Example: housing association with several properties
A housing association stores household effects from various addresses. All invoices go to the same customer (the housing association), but the association wants a separate invoice per property for their own accounts.
Create a storage case file per property with the housing association as the customer.
Enter a unique invoice reference on each case file, for example the address of the property.
The system generates a separate draft invoice per reference.
Case file | Customer | Invoice reference | Invoice |
Storage - household effects A | Woningcorporatie Ons Huis | Kerkstraat 12 | Invoice 1 |
Storage - household effects B | Woningcorporatie Ons Huis | Dorpsplein 8 | Invoice 2 |
Storage - household effects C | Woningcorporatie Ons Huis | Lindelaan 45 | Invoice 3 |
Expected result: three separate invoices, each with its own reference, all addressed to the same customer.
Combining invoices with identical references
You use combining when several storage units for the same customer need to appear on one joint invoice. You enter the same reference on all the relevant case files.
Open the storage case files you want to combine.
Enter the same invoice reference on each case file, for example "Project name" or "Department X".
At the next invoicing round, the system combines all storage units with the same reference onto one invoice.
Expected result: a single invoice with all storage lines that share the same reference.
Tip: combining only works within the same customer. Storage units from different customers with the same reference are not combined.
Combining splitting and combining
You can combine splitting and combining for the same customer. Storage units with the same reference are combined, storage units with a different reference are invoiced separately.
Example: three storage units, two references
Case file | Customer | Invoice reference | Invoice |
Storage unit 1 | Customer X | Project North | Invoice 1 (combined) |
Storage unit 2 | Customer X | Project North | Invoice 1 (combined) |
Storage unit 3 | Customer X | Project South | Invoice 2 (separate) |
Expected result: two invoices. Units 1 and 2 appear together on invoice 1. Unit 3 appears on a separate invoice 2.
No reference entered
If you don't enter an invoice reference, a standard combined invoice is created. All storage units for the same customer without a reference are then combined on one invoice.
For private customers with a single storage unit, this is usually sufficient. You don't need to enter anything in the invoice reference then.
When do you use invoice references?
Invoice references are particularly useful for business storage customers with complex invoicing requirements.
Situation | Invoice reference needed? |
Private customer, one storage unit | No |
Private customer, several units | No (unless separate invoices are required) |
Housing association, several properties | Yes - a unique reference per property |
Business with several departments | Yes - a reference per department |
Business with several projects | Yes - a reference per project |
Insurance company with claim files | Yes - a reference per case number |
Tips
Use a recognisable reference that your customer will also see on the invoice, such as an address, project name or case number
Agree with your customer which reference you use, so the invoice matches their accounts
For private customers without special requirements, leave the reference empty
Test invoice splitting with a single customer first before rolling it out widely
Please note
Invoice splitting must be activated by Bas Software first - it's not available by default
The invoice reference is not meant for period numbering - the system automatically puts the correct period on the invoice
Combining only works within the same customer - different customers with the same reference are not combined
If you change a reference on an existing case file, this applies from the next invoicing round
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