AR> Invoices

Commit an Invoices Batch

 

Summary

 

After all of the invoices have been entered or generated they are ready to be processed.

 

Related Links

 

Click here for information on entering and generating invoices.

Click here for information on adding a logo to invoices.

 

Step by Step

 

1     Print a proof list. 

 

  • Open the Print Proof List window (AR> Invoices> Proof List).
  • Select the Report Type from the drop-down menu.
    • The Summary report will display the Invoice Number, Transaction Date, Customer Name, Account Number, Description and Amount. There is a grand total for the report.
    • The Detail report will display the information included in the Summary report as well as the Fee Code, Debit Account, Credit Account and each Fee Amount. A grand total is also provided.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.
  • Review the report for errors.

 

2     Print the invoices. 

 

  • Open the Print Invoices window (AR> Invoices> Print Invoices).
  • Use the Printer Adjustment field to adjust where the first line of the invoices will print. If you adjust the alignment of the invoices you may want to print a test invoice before printing a large batch.
    • Zero is the system default. Adjusting the value up will move the first line of the invoice up on the printed page and adjusting the value down will move the first line down.
  • Select how you want the logo to display in the Logo Options field.
    • Select All Pages to display the logo on all pages of the invoice.
    • Select First Page Only if you would like to display the logo on the first page of an invoice only. If the invoice is more than one page, the logo will not display on the second page and the space where the logo normally prints will be blank, shifting all fields on the second page up.
    • Select Don’t Print and Leave Room if you would like to leave the space that the logo normally prints in on the top of every page, but leave the logo off the invoices. If the invoice is more than one page, the spacing on the second page will be the same as the first. Choose this option if you are using pre-printed invoice stock with a logo at the top of every page.
    • Select Don't Print and Don't Leave Room if you would like to print the invoices without logos or blank spaces.
  • If more than one invoice is being printed, select how the invoices are sorted in the Sort By field. The invoices can be sorted by invoice number, account number or customer number.
  • Detail line items on the invoice will sort by detail ID number.
  • Check the Print Perforation Line toggle to print a perforation line at the top of the returnable section of the invoice.
  • Check the Print Previous and Total Account Balance toggle to include the previous and total account balances on the invoice. The previous balance will print above the fee and invoice totals.
  • Check the Print work order details toggle to display additional work order details on AR invoices processed through the WO Billing process.
  • Click the Address 1 field label in the Remit Address section to attach a remit address to the memo. Remit addresses are created and maintained in the Remit Address Maintenance window (AR> Maintenance> Remit Address). Click here for information on Remit Address maintenance.
  • Click the Print icon to process the job immediately or enter a date and time in the field next to the Print icon to schedule the job to generate at a later time. You can view the progress of the job on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
    • Once the Invoices are generated, you can also display them using the View Reports window (SS> Utilities> View Report).

 

3     Print the GL Distribution report. 

 

  • Open the GL Distribution Report window (AR> Invoices> GL Distribution).
  • Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the invoices are recorded.
    • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
  • Select the Report Type from the drop-down menu.
    • The Summary report displays the Account Number, Description, Debit Amount and Credit amount for each account. The accounts are grouped and totaled by fund. This report also provides a report total.
    • The Detail report provides all of the information in the Summary report and also lists each invoice amount separately within each GL account.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

4     Commit the invoices batch. 

 

  • Open the Commit Invoices window (AR> Invoices> Commit).
  • The Batch, Journal Entry Date, Fiscal Period and Fiscal Year fields will all populate with the information determined earlier in the batch process.
  • Click the Confirm icon the commit the batch. The information from the batch is now permanently posted to the General Ledger and the customer accounts.