Working with Invoice Sets
Overview
Invoice sets are managed on the Invoice Sets page.
Accessing Invoice Sets
To access invoice sets:
Navigate to Admin > Invoice Sets.
Select a fee category from the dropdown menu.
Click anywhere on the row for the desired invoice set.
Invoice Set Statuses
Invoice sets have the following statuses.
Status | Description | Notes |
|---|---|---|
Prelist | A preliminary list of records for invoicing has been generated and is awaiting confirmation. | Potential records to invoice are gathered by a background process based on the fee category. At this stage, no invoices have been created. |
Refreshing | The preliminary list data is currently refreshing. | For more information, see the next section. |
Invoiced | The invoice has been issued, and an invoice letter has been generated. |
|
Refresh Error | Data in the invoice set is inconsistent with the related record’s information. |
|
Refreshing Prelist Data
Clicking the Refresh Pre-List button on the Ungrouped Invoices page initiates a background process to sync the invoice set data with the related permit or compliance action. This process typically takes about five minutes. While it runs, the invoice set status automatically changes to Refreshing.
Once complete, users can proceed with grouping expenses for invoicing.
Grouping Invoices
Once the prelist data is refreshed, all invoice groups and a count of ungrouped expenses appear in a panel at the left of the page.
The following information is available for each line item across grouped and ungrouped invoices:
Site Name: The name and address of the site being billed. The site name is linked to the Site Details page.
[Record] Number: The record to which the fee applies (such as a permit or compliance action) and its status. The record number is linked to the record’s Details page.
Invoice Number: A unique identifier for groups that have been invoiced.
Fee Type: The type of fee assessed (defined by the related record).
Fee Amount: The amount owed.
Comments: Comments entered in the Charges section of the corresponding Financial Details page.
Billing Contact: The name and contact information for the billing party (defined by the fee category). The billing contact’s name is linked to the Contacts tab of the related record’s Details page.
Grouped Versus Ungrouped Items
Invoice groups allow partitioning of an invoice set into smaller groups for billing at different times or other purposes. Grouped invoices have been billed and display a status of Invoiced. Ungrouped expenses have not yet been invoiced and are available for grouping.
Line items that have not been invoiced can be ungrouped if they were created in error. To ungroup an item, select the checkbox next to it, then click the Ungroup Item button. The item will move back to the Ungrouped list.
Users can also create a new group from an existing one if line items have not yet been invoiced.
Generating Invoices
To generate invoices:
Select the checkbox next to the line items to expense.
Click the Invoice X Items button, where “X” reflects the number of items selected.
In the pop-up window, enter a group name and invoice due date.
Click the Generate button.
The new invoice group appears with the specified due date. The group’s status updates to Invoiced, and the number of line items included is displayed.
Viewing Invoice Details
To view details of a specific invoice, click the Open button next to an invoiced line item to open the Financial Details page. For information on this page, see the Viewing and Editing Financial Details page.
Adjusting Invoices
For information on adjusting invoices, see the Adding Late Fees, Fee Adjustments, and Ad Hoc Fees page.
Viewing Invoice Documents
To view invoice documents, including system-generated invoices, open the Documents tab of the Financial Details page.
These documents are in Final status and should not be modified. Any adjustments must be made on the Details tab and follow the instructions on the Adding Late Fees, Fee Adjustments, and Ad Hoc Fees page.
System-generated invoices are created using the document template configured for the fee category.
Bulk Downloading and Printing Invoice Documents
When invoices are generated within an invoice group, a document set is created that generates PDFs of each individual invoice. These sets can be viewed, downloaded, and printed by navigating to Admin > Documents Sets. For more information, see the Document Sets page.
Paperless Invoicing
External users can enable paperless invoicing on the Preferences tab of the Site Details page. For more information, see the Site Preferences page.
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