AR> Invoices
Generate and Enter Invoices
Summary
Follow this process to generate AR invoices based on AR fee codes and billing cycles or manually generate AR invoices.
Related Links
Click here for information on Billing Cycle Maintenance.
Click here for information on Recurring Invoices.
Click here for information on Fee Maintenance.
Click here for information on Past Dues.
Step by Step
1 Open or create a new Invoices batch.
- Select the Invoices palette in AR> Invoices. This will expand the Invoices palette and display the steps of the Invoices batch process.
- Modify an existing batch or create a new Invoices batch.
- Select a batch number from the drop-down menu at the top of the Invoices palette to select an existing batch.
- Select New from the Invoices batch number drop-down menu to create a new batch. This will open the New Batch window. Click here for information on the New Batch window.
- Click here for general information on processing batches.
- If there are open batches in the Invoices process, you can create a new batch without affecting the open batches.
- Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
- Click the Generate icon
to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.- You can also manually create a new batch by entering a Batch Number and clicking the Save icon
.
- Highlight the batch in the batch number drop-down menu on the Invoices palette and press DELETE to delete a batch. Any uncommitted invoices in the batch will be deleted.
2 Automatically add invoices for a billing cycle.
- To automatically add invoices for a whole billing cycle open the Generate Invoices window (AR> Invoices> Generate).
- If you do not want to automatically generate invoices you may skip to step 4 in this process to manually generate an invoice.
3 Generate the Invoices.
- The Generate step is used to generate the invoices that will be included in the batch. The selections made on this step will determine if the batch includes standard AR invoices, recurring invoices, or both.
- If you are creating standard AR invoices, you would select the billing cycles and fees desired and the system will create invoices by cycle for the selected fees.
- If you are creating recurring invoices, you would select the desired recurring invoice groups and the system will create invoices for the accounts set up with recurring invoices in the selected groups. When generating a recurring invoices batch, it is not necessary to specify the billing cycles and fees. While you can do so, it would result in the creation of the intended recurring invoices based on the group selected AND the creation of standard AR invoices for every other account in the selected cycle.
- Select the Billing Cycles that contain the customers you want to produce invoices for.
- Select the Fee Codes you would like to charge in these invoices.
- Select the Recurring Invoices Groups you would like to include in these invoices.
- If you are creating an invoices batch specifically for recurring invoices, you should select the desired recurring invoices groups and confirm that NO selections are made in the Billing Cycles and Fee Codes fields. These details were set up when the recurring invoice was initially attached to the AR account. If you do specify the cycle and fee, the system will create the intended recurring invoices based on the group selected AND it will create standard AR invoices for every other account in the selected cycle.
- Recurring group codes are created and maintained in the Recurring Group Maintenance window (AR> Maintenance> Recurring Groups). Click here for information on Recurring Group Maintenance.
- You can use the Select All and Deselect All icons when selecting Cycles, Fees and Groups.
- Enter a Transaction Date and Due Date.
- The Transaction Date and Due Date are used in calculating past due fees in the AR module. Click here for information on Past Dues.
- The Transaction Date and Due Date are also used in calculating the age of a transaction on aging reports.
- You can enter a Cycle Description that will print above the detail on the invoices.
- Click the Confirm icon
to generate the invoices.
4 Edit or enter invoices.
- Open the Edit Invoices window (AR> Invoices> Select/Update).
- If you used the Generate step to automatically generate invoices they will display in the Edit Invoices window. If you haven’t generated any invoices the window will be empty.
- Click the Create icon
to add an invoice. This will open the Enter Invoices window.
5 Enter additional invoices.
- Enter an Account Number to include in the invoices batch. If you do not know the customer number, you can click on the field label to select one from a list. Once an account number is selected the remaining account information will self-populate.
- The Transaction Date will automatically default to today’s date. You can overwrite it. Past dues can be calculated using the Transaction Date or the Due Date. The system will require a Due Date to be entered for the invoice, even if you are not going to process past dues. Click here for information on processing Past Dues.
- Reference Number is an optional field for tracking originating documentation.
- Information in the Description field will print above the detail of the invoice.
6 Enter an invoice line item.
- Click the Create icon to add a line item to the invoice. This will open the Invoice Fee Maintenance window.
- Type in the Fee code, or click on the field label to select an active Fee code. The remaining Fee code information will self-populate but the Description, Amount and account information can be edited from the Invoice Fee Maintenance window. The Number of Units field will also be enabled if the selected fee has an attached Unit Type.
- If you selected a unit type fee code but the Units field is still not enabled, a unit type was not entered when the fee was created in the Fee Maintenance window (AR> Maintenance> Fees> Fee Units field). Click here for information on Fee Maintenance.
- Click the Save icon on the Enter Invoices window.
7 Commit the invoices batch.
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