How to Generate Bulk Documents for Several Orders

When several orders belong together — a few memorials for the same family, or a batch of wholesale work heading to the same vendor — you can select them on the order board and produce one document that covers all of them instead of running paperwork order by order.

Two bulk documents exist: Generate Invoice and Generate Purchase Order. There is no bulk shop ticket and no bulk contract — those are generated one order at a time from the order itself.

Why generate a bulk document

• One bill for the customer: a single invoice listing every stone across the selected orders, with one total, instead of several invoices to reconcile.

• One order to the vendor: every item across the selected orders on one purchase order, so your vendor gets a single clean order.

• Less duplication: you price, check and send once.

How to generate a bulk document

1. Open the Orders board and click the Bulk Documents icon in the toolbar at the top right (the document icon, next to the expand and archive buttons).

2. A blue banner appears across the top of the board: "Bulk documents: click order cards on the board to select them." Click each order card you want to include. The count next to the toolbar icon goes up as you select.

3. Select at least two orders. Below two, the generate button stays disabled and its tooltip reads "Select at least 2 orders on the board first."

4. Click the generate button in the toolbar and choose Generate Invoice or Generate Purchase Order.

5. To leave without generating anything, click the X beside the counter — Exit bulk documents. Selecting orders never changes them.

The bulk invoice

Generate Invoice opens the Bulk Invoice Generator, which lists every stone across the selected orders with its price, plus a running subtotal and total.

The orders do not have to belong to the same customer. If your selection spans several contacts you get an amber notice — "Selected orders span N contacts. Choose who this invoice is billed to below." — and you pick the payer from the Bill To dropdown. This is what makes the feature work for wholesale, where one monument company is billed for jobs booked under different families.

You can also edit the business name and billing address that print on the invoice, add Invoice Notes, and remove any order from the list before generating. Click Generate Invoice PDF and the combined invoice downloads.

Each family's name under its order. In the generator's order list, each order number has the decedent's full name under it, for example Decedent: Mary Brown, or Decedents: Mary Brown, John Brown on a companion order. The combined invoice PDF prints the same under each order number: the contact's name, then one Decedent: line per decedent with the full name. An order without a decedent shows its order number and contact only.

The bulk purchase order

Generate Purchase Order opens the same popup you know from a single order, with the items from every selected order pooled into one list. Search for the vendor (or click Add Vendor to create one on the spot), tick the items to include, and set the ship-to address.

Splitting across vendors works here too: assign each item to a vendor and MonuDesk builds one PO per vendor. When more than one vendor is assigned, the button reads Generate N purchase orders (ZIP) and you get them in a single download.

The family name under each order. On the bulk purchase order, each order's items print under its order number with the family name on the line below, so whoever loads the stones can match the paper to the stone. The family name is the decedents' last names, and two different names are joined, for example Brown / Green. An order with no decedent last name, such as a lettering job, uses the Family name from its Lettering & Inscription card.

Quantity on every stone line. A stone with a base prints as one stacked row, and each of its Die, Base and Sub-base lines shows the quantity, the same as on the shop ticket. The Sub-base line reads P5.

Total stone weight. While you select orders, the blue banner above the board shows Total stone weight for the stones on the selected orders, and the same total shows in this popup. It is worked out from each stone's dimensions at 170 lb per cubic foot for granite and 160 for marble. A stone with no dimensions is called out, for example "1 stone has no dimensions". When your company language is German, the weight shows in kilograms.

Two checkboxes sit at the bottom of the popup, the same pair as on a single-order PO:

• Generate in all caps, off by default, converts every text element on the PDF to uppercase.

• Include installation notes, directly under it and also off by default, with the helper line "Adds the cemetery notes to the purchase order. Leave off when the supplier is not setting the stone." Tick it and each PDF gains an Installation Notes block carrying that order's installation notes. It prints only for orders that actually have installation notes.

Everything else about the PDF — the five item columns, the per-side finish labels, no prices anywhere — is identical to a single-order purchase order: How to Generate a Purchase Order

Related articles:

• How to Generate a Purchase Order

• Purchase Order Tracking