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

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 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 screen 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 the site owes

Billing contact: This lists the name, address, and contact information of the party billing the site.

Managing Invoice Sets

Select the prelisted invoices you wish to manage. Click Manage Selected Items 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 have the option to add the items to a new or existing partition.

When creating a new partition, the user will need to name it. 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.

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

Once the user is satisfied with an invoice group. Open up the invoice group and select all of the items listed in the invoice group. To select all the items, click the box on the lefthand corner of the site name.

Once all the items are selected, click Manage Selected Items at the bottom of the screen.

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 will then be set to invoiced, and the invoices will be sent out.

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.