Overview
Invoices are bulk generated and organized as “Invoice Sets”. Invoice sets are based on configuration of Fee Categories and upon creation, automatically generate related invoices for review (as Prelists) and generation of invoices.
Invoice Sets are accessed from the Admin menu under the Invoice Sets menu item.
Invoice Sets
Invoice sets are displayed on the Invoice Sets page, located on the Admin menu in the left-hand navigation pane.
When the Invoice Sets page is opened, a list of invoice sets is displayed.
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 a Specific Fee and Year
To create a new invoice set a for given year:
Select Lookups from the Admin menu.
Click Periodic Invoice Fees:
The list of existing invoice fee categories, fee types, invoice years, and amounts is displayed.
To create a new invoice fee/year:
Click Add New Invoice Fee:
The New Periodic Invoice Fee edit page is displayed:
Enter the Fiscal Year, Fee Category, Fee Type, and Default Amount for the new invoice set and click Save.
The new entry will now appear on the Periodic Invoice Fee list and in the Invoice Sets menu.
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 Periodic Invoicing to a Permit
If a permit is eligible for periodic invoicing the permit’s periodic invoicing information must be entered.
Under Periodic Invoicing tab on the Permit Details page, click New Invoicing Component:
The user is prompted to input information similar to that entered when creating an invoice set:
When adding periodic invoicing information to a permit, 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 invoicing is performed over several cycles throughout a given period (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 resulting page displays details including the site name, permit number, fee type, fee amount, and billing contact:
The following columns appear on this page:
Site Name: Contains the name and address of the site being billed.
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 Contact: This lists the name, address, and contact information of the party billing the site.
Creating an Invoice Group
Invoice groups allow for partitioning an Invoice Set into smaller groups for invoicing at different time intervals or for other purposes.
Select the prelisted invoices you wish to manage. Click Add x items to group at the bottom of the page.
After 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, a name will need to be provided. Then click Add Items.
If adding the items to an existing group, choose from the group dropdown. Then click Add Items:
After the items are added, the left side of the page displays the names of the invoice group, the status of the group, and the number of items. The number of ungrouped items in the invoice set are listed below the invoice groups:
To return to the invoice set list, click Invoice Sets at the top of the page:
This links to the Invoice Sets main page, where invoice groups and ungrouped invoices can be viewed below each invoice set:
Generating an Invoice
Generating an Invoice for a Grouped Item
When satisfied with an invoice group, open up the invoice group and select all the items to be invoiced. To select all items, check the box to the left of the Site Name column header, or select individual sites using the checkbox next to each site name.
Once the items are selected, three options appear: 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 is set to Invoiced, and invoices are sent to the recipients.
Open any of the invoiced permits to verify that a fee has been created in conjunction with the invoice set.
Generating an Invoice for an Ungrouped Item
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 an invoice group:
After Invoice x items is clicked, the user is prompted to provide a name for a new invoice group:
After naming the invoice group, click Generate:
A new invoice group appears on the left-hand side of the page, the invoice group status is automatically set to Invoiced, and the selected invoices are sent to the recipients:
Viewing Invoice Details
Details for an invoice can be viewed by clicking the Open button for an invoice within an invoice group:
Alternatively, details for a given invoice set can be found on the Periodic Invoicing tab of the permit’s Permit Details page:
Or via the Financials option on the Site menu for a given site:
Relation to Document Sets
Upon invoice generation within a given invoice group, a document set is created that generates and finalizes PDFs of each individual invoice. These sets can be viewed by selecting the Documents Sets option on the Admin menu. See the Document Sets topic for more information.
