Summary

Follow this process to generate AR invoices based on AR fee codes and billing cycles or manually generate AR invoices.

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.
  • 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 Invoices window is used to generate the invoices that will be included in the batch.
• Select the Billing Cycles that contain the customers you want to produce invoices for.
  • This will create an invoice with the Fee Codes selected for every customer in that Billing Cycle. Billing Cycles are created and maintained in the Billing Cycle Maintenance window (AR> Maintenance> Billing Cycles).
• Select the Fee Codes you would like to charge in these invoices.
  • Only the Fee Codes with dollar amounts attached to them will display in the Fees section. Fee codes are created and maintained in the Fee Maintenance window (AR> Maintenance> Fees).
• You can use the Select All and Deselect All icons when selecting Cycles and Fees.
• Enter a Transaction Date and Due Date.
  • The Transaction Date and Due Date are used in calculating past due fees in the AR module.
  • 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.
• Check the Auto apply available credits toggle if you would like the system to automatically apply any credit associated with the account towards generated invoices.
• Click the Confirm icon to generate the invoices.

4     Import invoices. This is an optional step.

• The Import Invoices feature is used to import invoices into the AR module.
• Open the Import window (AR> Invoices> Import).
• Click the Format icon   to view the expected file format of the CSV file.
  • The file layout is determined by the Configuration selected in the drop-down menu.
    • The Configuration drop-down menu will display all the AR Invoices configurable import files created in the application. Custom import configuration files are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • Select Standard if you would like to import a Springbrook format file. The Springbrook format file contains all of the information associated with an invoice, including Account Number, Due Date, Fee Code, and Amount.
• Click the File Name field label to select the path of the file being imported.
• Click the Confirm icon   to import the invoices.
  • If the import process encounters a problem, an error window will display. Update the import file to address the errors and re-import.

5     Edit or enter invoices.

• Open the Invoices window (AR> Invoices> Invoices).
• If you used the Generate step to automatically generate invoices they will display in the 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.

6     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.
• Reference Number is an optional field for tracking originating documentation.
• Information in the Description field will print above the detail of the invoice.

7     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 the Save icon on the Enter Invoices window.

8     Commit the invoices batch.