Overview
Invoices are bulk-generated and organized as “Invoice Sets”. Invoice sets are based on configuration of Fee Categories and contain related invoices for the category. Upon creation of a Fee Category, invoice sets and associated invoice amounts are automatically generated and made available for review (as “Prelists”). Invoices may be grouped and generated, with creation or related receivables from the Invoice Set.
Invoice Set Types
nVIRO will create a placeholder invoice set for each Fee Category and Periodic Invoice Fee/Year. The Fiscal Year and Effective Period for the Invoice Set are based on the invoice set’s Fee Category. The Invoice Set’s Effective Period is based on the Fiscal Year End Date month and day and Invoice Frequency defined in the Fee Category.
Permits and Compliance Actions are included in an invoice set.
Permits are added based on the assignment of a Fee Type to a permit. A permit will be included in the invoice set if there is an active permit version on the final day of the invoice set’s effective period. The fee amount is based on the default amount assigned to the Fee Type, or an override amount on a specific permit, if configured to allow this.
Compliance Actions are added based on the presence of an Expense with an Expense Date within the Invoice Set’s effective period.
Permit Invoice Sets
Permit Invoice Sets are set up for Annual Invoicing only. Invoice Set Effective Periods are set for the year prior to the invoice set’s Fiscal Year. If the Fiscal Year End Date is 6/30 , an invoice set for fiscal year 2024 be created for Effective Period 7/1/2022 - 6/30/2023.
Permit line items are included in the invoice set if:
The permit has a linked Periodic Invoicing component with a Fee Type that is contained in the invoice set’s Fee Category, and
They are effective on the last day of the effective period. In the example above, permits effective on 6/30/2023 will be included in the invoice set (even if they have been subsequently terminated).
Permit Fee Type
Fee amounts are determined by:
Custom fee calculation stored procedure specified at the Fee Type level
Custom fee calculation stored procedure specified at the Fee Category level
Flat Fee entered into the permit’s Periodic Invoicing Component
Flat Fee specified in the Periodic Invoice Year record
Compliance Action Invoice Sets
Compliance Action Invoice Sets include Expense line items specified on Compliance Actions. Invoice can be created at the following frequencies:
Annual
Biannual
Quarterly
Monthly
Invoice sets are created within a Fiscal Year based on the Fee Category’s Fiscal Year End Date. For example, if a Fee Category has a frequency set to Quarterly with a Fiscal Year End Date of 6/30, the following invoice sets will be created for fiscal year 2024:
Quarter 1: 7/1/2023 - 9/30/2023
Quarter 2: 10/1/2023 - 12/31/2023
Quarter 3: 1/1/2024 - 3/31/2024
Quarter 4: 4/1/2024 - 6/30/2024
Compliance Action line items are included in an invoice set if:
The Compliance Action Type/Program is configured to allow Expense Tracking
The Compliance Action Type/Program’s default Fee Category matches that of the Invoice Set
The Compliance Action has an Expense record that falls in the Invoice Set’s effective period
Compliance Action Fee Type
The fee amount for a line item is determined by the specified Expense Type’s calculation method. The calculation methods are:
Quantity/Rate (e.g. work hours multiplied by an hourly rate) - quantity is specified on the Expense item at the Compliance Action, and is multiplied by a Rate specified on the linked Periodic Invoice Year rate amount
Flat Fee - flat fee amount is specified on the Expense item
Configuration
Fee Category
Administration for Permit Fee Types are managed in Admin>Lookups>Fee Category
From the Fee Category List page, either click the Add New Fee Category button or Open an existing fee category. This opens the New Fee Category or Edit Fee Category page. The configuration options fall under the following categories and here is how to configure:
Basic Fee Category Information
Staff Contact and Address
Fee Numbering
Periodic Invoicing
Period Invoicing
For this purpose we want to focus on Period Invoicing configurations:
Field | Description |
|---|---|
Functional Area | Select either Permit or Compliance Action. |
Cut Off Date | The year is not used in this configuration but the date is. This date range will show on the Invoice Set landing page under the Effective Period. |
Invoicing Frequency | This option will appear once a Cut Off Date has been selected. You can select the frequency to Annual, Month, Quarter or Semi-Annual and will also be displayed under the Effective Period on the Invoice Set landing page. |
Affiliation Type (Roles) | Select who will be recipient of generated invoices. You can add a new Affiliation type if needed. |
Invoice Document Template | Select a document template specifically for invoicing. You will need to configure a Document Template for the Receivable Functional Area. |
Fee type
Administration for Permit Fee Types are managed in Admin>Lookups>Fee Types
Fee Types are used to generate periodic fees for permits/compliance actions and here is how to configure:
Fee types get linked to permits/compliance actions by internal processors when crafting new or revised permits.
Fee types determine the fee sent out to the responsible party when periodic fees are generated, configured via Annual Invoice Fees (used to change annual fees from period to period), or based on a custom fee calculation stored procedure.
Fee Calc Type selection determines if it is a set Flat Fee or Quantity and Rate
Periodic Invoice Fees uses this Fee Type for calculations.
Flat Fee will have a user entered dollar value on an Expense
Quantity and Rate will have a fixed dollar amount that is used to calculate Expense by user entered quantity
Periodic Invoice Fees
Administration for Periodic Invoice Fees are managed in Admin>Lookups>Periodic Invoice Fees
Field | Description |
|---|---|
Year | Invoice Set Fiscal Year. This will be displayed on the Invoice Sets landing page |
Fee Category | Select the Fee category associated for the Periodic Invoice Fees |
Fee Type | Select the type based on the category |
Default Amount | Enter in an amount that will be used for this Fiscal Year or leave blank and the user can enter in an amount manually |
Invoice SetsTo access Invoice Sets:
Access the Admin menu and select Invoice Sets
The Invoice Sets page is opened listing all invoice sets with their associated fee category, fiscal year, effective period, number of records, last data refresh, and status.
What Items are Included in an Invoice Set?
There are two major components to an invoice set:
The creation of invoice set “containers” for a given Fiscal Year
The determination of items to include in an invoice set based on the Effective Period and the charge amounts for each item.
Invoice Set Creation, Effective Periods, and Items Included
nVIRO will create a placeholder invoice set for each Fee Category and Periodic Invoice Fee/Year. The Fiscal Year and Effective Period for the Invoice Set are based on the invoice set’s Fee Category. The Invoice Set’s Effective Period is based on the Fiscal Year End Date month and day and Invoice Frequency defined in the Fee Category.
Determination of Items and Amounts to include in an Invoice Set
Permits and Compliance Actions are included in an invoice set.
Permits are added based on the assignment of a Fee Type to a permit. A permit will be included in the invoice set if there is an active permit version on the final day of the invoice set’s effective period. The fee amount is based on the default amount assigned to the Fee Type, or an override amount on a specific permit, if configured to allow this.
Compliance Actions are added based on the presence of an Expense with an Expense Date within the Invoice Set’s effective period.
Invoice Set Statuses
Invoice sets have the following statuses:
Status
Description
Prelist
This is a “dry run” of an invoice set. A background procedure and creates the potential number of records for invoicing based upon the Fee Category. When in a prelist status, no invoices have yet been generated.
The purpose of the prelist status is to confirm that all the information is correct prior to generation of the invoice.
Invoiced
The invoice is issued and an invoice letter is generated.
Refresh Error
This error is returned if the data in the invoice set is different from the information in the permit.
Creating a New Invoice Set for a Specific Fee and Year
To create a new invoice set a for given year:
Click Lookups on the Admin menu.
Click Periodic Invoice Fees:
The list of existing invoice fee categories, fee types, invoice years, and amounts is displayed.
To create a new invoice fee/year:
Click Add New Invoice Fee:
The New Periodic Invoice Feeedit page is displayed:
Enter the Fiscal Year, Fee Category, Fee Type, andDefault Amount for the new invoice set and click Save.The new entry now appears on the Periodic Invoice Fee list and in the Invoice Sets menu.
| Info |
|---|
In order for the newly created Invoice Set to be available in the menu, ‘Generate Periodic Invoices?’ will need to be enabled for the corresponding Fee Category in the Fee Category lookup. |
Adding Periodic Invoicing to a Permit
If a permit is eligible for periodic invoicing, the permit’s periodic invoicing information must be specified on the permit.
On the Periodic Invoicing tab on the Permit Detailspage, click New Invoicing Component:
The user is prompted to input information similar to that entered when creating an invoice set:
Fee Cycles
When adding periodic invoicing information to a permit, a fee cycle may be available for selection, based on the selected fee category. In order for this to be available, fee cycles must exist in the database for that specific fee category. Fee cycles can be used in situations where invoicing is performed over several cycles throughout a given period (e.g., quarterly, monthly, etc.).
Invoicing a Newly Issued Permit
When invoicing information is added to a new permit or modified on an existing permit, the invoice set(s) related to the permit will automatically be refreshed as soon as the permit transitions from a pending to active status. It may take up to five minutes for the permit to appear in the invoice sets to which it belongs. After the relevant invoice set(s) refresh, the permit will appear as a new ungrouped item in invoice set(s).
Working with Invoice Sets
Invoice Sets contain Groups and Groups contain Expense line items for Invoicing on a billed Permit.
View details
To view the invoice set details page
Select a Fee Category then click Open on the right-hand side of the page.
This opens the invoice set details screen where all the invoice records are listed.
The resulting page displays all invoice groups on left side of the screen (both grouped and ungrouped). Select a group to view details including the Site Name, Permit Number, Fee Type, Fee Cycle, Amount, and Billing Contact for each line item expense.
You can also view the all groups within the invoice set by selecting the expand button on the left of the Fee Category name and click Open on a group to view the groups details page.
Grouped vs Ungrouped Invoice Set Items
Invoice groups allow for partitioning an invoice set into smaller groups for invoicing at different time intervals or for other purposes. Each Grouped Invoice will have a status of “Invoiced” if expense line items for that group have been billed. All Ungrouped expense line items have not been invoiced are are available for grouping.
Grouped/Ungrouped Items List
The following columns appear on this page:
Site Name: Contains the name and address of the site being billed. The site name is linked and when clicked a new window will open the Site Details page.
Permit Number: Lists the permit to which the fee applies and Permit status. When clicked, it a new window will open to the Permit Details page.
Invoice Number: This will only be displayed for groups that have been invoiced.
Fee Type: This is set under the permit. This determines the type of fee the site will receive.
Fee Amount: The amount owed by the site.
Billing Contact: This lists the name, address, and contact information of the party billing the site. This is configured on the Edit Fee Category page (Admin > Lookups > Fee Categories > Edit Fee Category) for a given fee category. When clicked a new window will open to the Permit/Contacts page.
System will allow for Ungrouping of line items if created in error and it has not been Invoiced. Select checkbox next to the expense and click Ungroup item button. Line item will now appear in the Ungrouped bucket
System will allow the option to create a New Group from an existing Group if line items have not been invoiced. Select checkbox next to the expense and click Move item to group button. A popup window will appear for naming of new group. Click Add items and new group will be created.
Grouped/Ungrouped Items List
The following columns appear on this page:
Site Name: Contains the name and address of the site being billed. The site name is linked and when clicked a new window will open the Site Details page.
Permit Number: Lists the permit to which the fee applies and Permit status. When clicked, it a new window will open to the Permit Details page.
Invoice Number: This will only be displayed for groups that have been invoiced.
Fee Type: This is set under the permit. This determines the type of fee the site will receive.
Fee Amount: The amount owed by the site.
Billing Contact: This lists the name, address, and contact information of the party billing the site. This is configured on the Edit Fee Category page (Admin > Lookups > Fee Categories > Edit Fee Category) for a given fee category. When clicked a new window will open to the Permit/Contacts page.
Refreshing an Invoice Set
If any details regarding an ungrouped invoice change (such as the billing contact or fee category/type), click Refresh Pre-List Data at the top of the page and it will update any changes made to the permit and include any additional changes that need to be applied to the Permit.
System will display message that refreshing is scheduled and you will see the Invoice Set status change to “Refreshing”. Once complete Refreshing status will disappear and you can proceed to selecting expenses for Invoice via creating an Invoice Group.
Select the prelisted line items you wish to Group. Click Add x items to group at the bottom of the page.
After clicking Add x items to group, choose whether to add the items to a new group or an existing group.
When creating a new group, a name will need to be provided. Then click Add Items.
If adding the items to an existing group, choose from the group dropdown and then click Add Items:
After the items are added, the left side of the page displays the names of the invoice group, the status of the group, and the number of items. The number of ungrouped items in the invoice set are listed below the invoice groups:
To return to the invoice set list, click Invoice Sets at the top of the page:
This links to the Invoice Sets main page, where invoice groups and ungrouped invoices can be viewed below each invoice set:
Generating an Invoice
Generating an Invoice for a Grouped Item
When satisfied with an invoice group, open up the invoice group and select all the items to be invoiced.
To select all items
check the box to the left of the Site Name column header,
or select individual sites using the checkboxes next to the site names.
Once the items are selected, three options appear:
invoice the selected items,
move the selected items, or
ungroup the items.
To invoice the items:
Click Invoice Items:
The status of the invoice group is set to Invoiced, and invoices are sent to the recipients.
Open any of the invoiced permits to verify that a fee has been created in conjunction with the invoice set.
Generating an Invoice for an Ungrouped Item
To send invoices for ungrouped items:
Click Ungrouped in the left-hand column.
To send all invoices:
Check the box to the left of the Site Name column header, or select individual invoices using the checkboxes next to the site names:
When the items are selected, two options appear:
invoice the selected items, or
move the selected items to an invoice group:
After Invoice x items is clicked,the user is prompted to provide a name for a new invoice group:
After naming the invoice group, click Generate:
A new invoice group appears on the left-hand side of the page, the invoice group status is automatically set to Invoiced, and the selected invoices are sent to the recipients:
Viewing Invoice Details
To view details for an invoice:
Click the Open button for an invoice within an invoice group
The invoice set is displayed:
Alternatively, details for a given invoice set can be found…
… on the Periodic Invoicing tab of the permit’s Permit Details page
… or via the Financials option on the Site menu for a given site
Relation to Document Sets
Upon invoice generation within a given invoice group, a document set is created that generates and finalizes PDFs of each individual invoice. These sets can be viewed by selecting the Documents Sets option on the Admin menu. See the Document Sets topic for more information.
Paperless Invoicing
Site Level Paperless Invoicing
An External User can make invoices paperless by navigating to the Site Details Page and opening the Preferences tab. Two checkboxes will appear, check “Paperless Invoice Preferred”.
Paperless Invoicing can however be overridden on Fee Category Level. To override Site Preference of Paperless Invoicing, navigate to Admin → Lookups → Fee Category. Upon selecting the Fee Category where a paper invoice is required, there is a section on the Fee Category Page titled “Periodic Invoicing”. Within this section, there is a checkbox titled “Always mail paper invoice”. Selecting this will override the Site Preferences and for that particular fee, a paper invoice will be generated and mailed.
Document Sets
As mentioned above, a Document Set is created upon invoice generation for a particular invoice group.
When paperless invoicing is not checked on Site Preferences, selecting Open on a Document Set to show the Document Set Details Page…
…there is the option to download or print the Generated Invoice Document for the Site where Paperless Invoice is not selected.
However, whenchecking Paperless Invoicing on the Site Preferences tab,opening a Document Set and navigating to the Site where Paperless Invoice is checked will present the following page:
On this page
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