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Process overview
Invoices that are bulk generated can be found under the admin menu.
Invoice Sets
Invoice sets can be found on the admin menu on the internal side of the application.
When opening the invoice generation tab, a list of invoice sets will appear.
The layout of an invoice set lists the fee category, year, # of records, last data refresh, and status.
Invoice Set Statuses
Status | Description | |
|---|---|---|
Prelist |  | This is a dry run of an invoice set. The user runs the background procedure and creates the potential number of records for invoicing. When on the prelist, no invoices are generated yet. The prelist is used to confirm that all the information is correct. |
Invoiced |  | The invoice has been issued and an invoice letter has been generated. |
Refresh Error |  |
Invoice Set Data
To view the invoice set prelist, click open on the right hand side. This will open the invoice set prelist, where all the records will be listed.
The user will see the site name, permit number, fee type, how much the fee amount is, and the billing contact.
Site name: Contains the name of the site being billed as well as the address of the site.
Permit Number: lists the permit to which the fee applies, when . When clicked, it should redirect to the permit.
If any details regarding the prelisted invoice change, click Refresh Pre-List Data at the top of the page and it will update any changes made to the permit.
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 owes.
Billing contact: This lists the name, address, and contact information of the party billing the site.
ManagingCreating Invoice
SetsGroup
Select the prelisted invoices you wish to manage. Click Manage Selected Items Add items to group at the bottom of the page.
The user will be given choices on what they wish to do with the selected items.
The user can add the selected items to a new or existing partition or generate an invoice for the selected items.
If the user clicks geneate invoices, it will generate charge records and invoice letters for the selected.
If the user clicks add items a pop up will appear where the user will be able to add the selected items to an existing or new partition.
Partitioning an Invoice Set -Invoice groups
When selecting Add items when managing selected items. The user will
After the user clicks Add Items, the user will have the option to add the items to a new or existing partitiongroup.
When creating a new partitiongroup, the user will need to name it. Then click Add Items.
If they are adding the items to an exisiting group, the user will need to choose from the group dropdown. Then click Add Items.
After the items are added, on the left side of the page, the user will see their new invoice group, and underneath, they will see the remaining items that are currently ungrouped.
the names of the invoice group, the status of the group, and with the number of items. Underneath the inoice groups the will see the number of ungrouped items in the invoice set.
After the new groups are created, the user will be able to jump between groups.
To return to the invoice set list, click Invoice Sets at the top of the page.
This will direct the user to the invoice sets main page, where they will be able to view the invoice groups under each invoice set , along with the ungrouped invoices.
Generating an Invoice
Generating a grouped Item
Once the user is satisfied with an invoice group. Open , they can open up the invoice group and select all of the items listed in the invoice groupthey wish to invoice. To select all the items, click the box on the lefthand corner of the site name or select each site individually.
Once all the user selects the items are selected, click Manage Selected Items at the bottom of the page.
Three Options will appear, click Generate Invoices.
After the user clicks generate invoice, they will be asked to provide an invoice name. Then click Generate.
Once the user clicks generate, the invoice group staus , 3 options will appear. They can 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 will then be set to invoiced, and the invoices will be sent outto the customer.
The user should be able to open any of the invoiced permits and see that a fee has been created in conjunction with the invoice set.
Generating an Ungrouped Item
If the user does not want to create an invoice group they can select all, or some prelisted invoices to send out to the client. To select all the items, click the box on the lefthand corner of the site name or select each site individually.
Once the user selects the items, 2 options will appear. They can invoice the selected items, move the selected items to a invoice group.
Once the user clicks Invoice Items a pop-up will appear asking the user to name a new invoice group.
Once the user names the invoice group, click Generate.
Once the user clicks Generate, the new invoice group will appear on the left hand side of the screen and the status will automatically set to invoiced, and the selected invoices will be sent to the clients.
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