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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/Yearedit page is displayed.
Enter the Year, Fee Category, Billing/Fee type, & Amount for the new 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 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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Overview
Invoice Sets are located under Admin → Invoice Sets.
Invoices are bulk-generated and organized as “Invoice Sets.” Invoice sets are based on configuration of Fee Categories and contain related invoices for each fee category. Upon creation of a new Periodic Invoice Fee lookup record, an invoice set and associated invoice amounts are automatically generated and made available for review in an Invoice Prelist. Financial staff can then Invoice one or more items in a prelist. When a set of prelist items are invoiced, invoice documents are generated and the financial charges are created.
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 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
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 within 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:
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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. |
Basic Configuration
The basics for Invoicing configuration
Field | Description |
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Id | Auto generated by the system |
Description | Name of the fee category |
Program Area | Which programs can access this fee category |
Staff Contact and Address | Staff Contact name, phone number, and email address can be included in Receivable document templates. |
Fee Numbering | Fee Category prefix number |
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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. |
Period Invoicing
Period Invoicing Configurations:
Field | Description |
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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 it will also be displayed under the Effective Period on the Invoice Set landing page. |
Affiliation Type (Roles) | Select who will be the recipient of the 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 is managed in Admin>Lookups>Periodic Invoice Fees.
Field | Description |
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Year | Invoice Set Fiscal Year. This will be displayed on the Invoice Sets landing page. |
Fee Category | Select the Fee category associated with 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. |
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