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Process overview
Overview
Invoices that are bulk generated are found under on the Admin tab menu.
Invoice Sets
Invoice sets are displayed on the Invoice Sets page, located on the Admin menu in the left-hand navigation pane of the Admin tab.
When opening the Invoice Sets/Invoice Generation menu page is opened, a list of invoice sets will appearis displayed.
The layout of an invoice set lists the fee fee category, year, number of records, last data refresh, and status.:
Invoice Set Statuses
Status | Description | |
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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 a 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 a new invoice fee/year:
Click Add New Invoice Fee/Year:
The New Annual Invoice Fee/Yearedit page is displayed
.:
Enter the Year, Fee Category, Billing/Fee typeType, &andAmount for the new Invoice Set invoice set and click Save.
The new entry will now appear on the Annual Invoice Fee/Year list and in the Invoice Sets menu.
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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 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 Detailspage, the user may click New Billing Component:
This will ask the user The user is prompted to input the information similar to if they were that entered when creating an invoice set:
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When adding an annual fee at the individual permit level, 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 |
an annual fee is applied over several cycles |
throughout a given year (e.g., quarterly, monthly, etc.). |
Invoice Set Data
To view the invoice set prelist, click Open on the right-hand side of the page. This opens the invoice set prelist, where all the records are listed.
The user will see resulting page displays details including the site name, permit number, fee type, how much the fee amount is, and the billing contact.:
Site nameThe following columns appear on this page:
Site Name: Contains the name and address 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 Details page for that 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 contactContact: 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 x items to group at the bottom of the page.
After the user clicks Add Items, the user will have the option 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, the user a name will need to name itbe provided. 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 , displays 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 The number of ungrouped items in the invoice set .
After the new groups are created, the user will be able to jump between groups.are listed below the invoice groups:
To return to the invoice set list, click Invoice Sets at the top of the page.:
This will direct the user links to the invoice sets Invoice Sets main page, where they will be able to view the invoice groups under and ungrouped invoices can be viewed below each invoice set along with the ungrouped invoices. :
Generating an Invoice
Generating an Invoice for a Grouped Item
Once the user is When satisfied with an invoice group, they can open up the invoice group and select all of the items they wish to invoicebe invoiced. To select all the items, click check the box on to the lefthand corner left of the site nameSite Name column header, or select individual sites using the checkbox next to each site individuallyname.
Once the user selects the items are selected, 3 three 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 invoice group will then be is set to invoiced Invoiced, and invoices will be are sent to the customerrecipients.
The user should be able to open Open any of the invoiced permits and see to verify 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 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 checkbox next to each site name:
When the items are selected, two options appear: invoice the selected items, or move the selected items to a an invoice group. :
Once the user clicks Invoice Items a pop-up will appear asking the user to name
After Invoice x items is clicked,the user is prompted to provide a name for a new invoice group.:
Once After naming the user names the invoice group, click Generate.:
Once the user clicks Generate, the A new invoice group will appear appears on the left-hand side of the page and , the invoice group status will is automatically set to invoiced Invoiced, and the selected invoices will be are sent to the clients.recipients:
Viewing Invoice Details
The invoice details for a given Details for an invoice can be viewed by selecting clicking the Open button for the subject an invoice within a specific an invoice group:
Alternatively, the invoice details for a given invoice set can be found via on the Annual Billing tab under the permit details page of a given permitof the permit’s Permit Details page:
Or via the Financials menu option on the Site tab for menu for a given site:
Relation to Document Sets
Upon Invoice Generation invoice generation within a given Invoice Group, a Document Set invoice group, a document set is created that generates & and finalizes PDFs of each individual invoice. These sets can be found viewed by selecting the Documents Sets menu option on the Admin tabmenu:
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