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Process overview
Invoices that are bulk generated are found under the Admin tab.
Invoice Sets
Invoice sets are displayed on the left-hand navigation pane of the Admin tab.
When opening the Invoice Sets/Invoice Generation menu, a list of invoice sets will appear.
The layout of an invoice set lists the fee category, year, number 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 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 Specific Fee and Year
To create a new invoice set a for given year
:
Select Lookups from the Admin menu
Click on Annual Invoice Fee/Year.
The list of existing invoice fee categories, fee types, invoice years and amounts is displayed.
To create an new invoice fee / year:
Click Add New Invoice Fee/Year
The New Annual Invoice Fee/Year
edit page is displayed.
Enter the Year, Fee Category, Billing/Fee type, & Amount for the new Invoice Set
specified Fee Category lookup. |
Adding an Annual Fee to a Permit
Annual Fees may also be added to an individual permit outside of the invoice set generation functionality. Under Annual Billing on the Permit Details page, the user may click New Billing Component:
This will ask the user to input the information similar to if they were creating an invoice set:
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When adding an annual fee at the individual permit level, a fee cycle may be available to indicate 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 may be used in situations where the an annual fee is applied over several cycles through out a given year (quarterly, monthly, etc.) |
Invoice Set Data
To view the invoice set prelist, click Open on the right-hand side. This opens the invoice set prelist, where all the records are 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 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.
Billing contact: This lists the name, address, and contact information of the party billing the site.
Creating an Invoice Group
Select the prelisted invoices you wish to manage. Click Add items to group at the bottom of the page.
After the user clicks Add Items, the user will have the option to add the items to a new or existing group.
When creating a new group, the user will need to name it. Then click Add Items.
If they are adding the items to an existing 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 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 an Invoice for a Grouped Item
Once the user is satisfied with an invoice group, they can open up the invoice group and select all of the items they 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 the user selects the items, 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 invoices will be sent to 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 Invoice for 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
page and the status will automatically set to invoiced, and the selected invoices will be sent to the clients.
Viewing Invoice Details
The invoice details for a given invoice can be viewed by selecting Open for the subject invoice within a specific group:
Alternatively, the invoice details for a given invoice set can be found via the Annual Billing tab under the permit details page of a given permit:
Or via the Financials menu on the Site tab for a given site:
Relation to Document Sets
Upon Invoice Generation within a given Invoice Group, a Document Set is created that generates & finalizes PDFs of each individual invoice. These sets can be found by selecting the Documents Sets menu on the Admin tab:
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