Working with Invoice Sets
- Tiffany Portman
- Megan Sproul
Creating an Invoice within Invoice Sets
Select Fee Category
The Invoice Set landing page will list all invoice sets with their associated Fee Category, Fiscal Year, Effective Period, Number of Records, Last Data Refresh, and Status. All are sortable and searchable.
Select the Fee Category ready for Invoicing via dropdown box and select the Open button.
To access Invoice Sets, go to Admin>Invoice Sets.
Select a Fee Category, then click Open on the right-hand side of the page.
This opens the invoice set details screen, where all the invoice records are listed.
Invoice Set Statuses
Invoice sets have the following statuses:
Status |
| Description |
|---|---|---|
Prelist |
| This is a “dry run” of an invoice set. A background procedure and creates the potential number of records for invoicing based upon the Fee Category. When in prelist status, no invoices have yet been generated. The purpose of the prelist status is to confirm that all the information is correct prior to the generation of the invoice. |
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. |
Refresh Pre-list Data
Select the Refresh Pre-List button. This will start a background procedure, and if there are any details regarding an ungrouped invoice change (such as the billing contact or fee category/type), it will update any changes made to the permit/compliance action and include any additional changes that need to be applied.
It takes 5 minutes for this to run.
The system will display the message that refreshing is scheduled, and the user will see the Invoice Set status change to “Refreshing.” Once complete, the Refreshing status will disappear, and the user can proceed to selecting expenses for Invoice via creating an Invoice Group.
Grouping Invoices
Once refreshing the Data Pre-list is complete, the user will see all Invoice groups and a count of how many line items/expenses are yet to be grouped.
Grouped vs Ungrouped Invoice Set Items
Invoice groups allow for partitioning an invoice set into smaller groups for invoicing at different time intervals or for other purposes. Each Grouped Invoice will have a status of “Invoiced” if expense line items for that group have been billed. All Ungrouped expense line items that have not been invoiced are available for grouping.
Grouped/Ungrouped Items List
The following columns appear on this page:
Site Name: Contains the name and address of the site being billed. The site name is linked, and when clicked, a new window will open the Site Details page.
Permit Number: Lists the permit to which the fee applies and the Permit status. When clicked, a new window will open to the Permit Details page.
Invoice Number: This will only be displayed for groups that have been invoiced.
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. This is configured in the Fee Category for a given fee category. When clicked, a new window will open to the Permit/Contacts page.
The system will allow for Ungrouping of line items if they were created in error and have not been Invoiced. Select the checkbox next to the expense and click the Ungroup item button. The line item will now appear in the Ungrouped bucket.
The system will allow the option to create a new group from an existing group if line items have not been invoiced. Select the checkbox next to the expense and click the Move item to group button. A popup window will appear for the naming of a new group. Click Add items and new group will be created.
Generating an Invoice
Once the user has created a Group, the user can now open the group and select expenses that are ready to Invoice by selecting the checkbox next to each line item and click the Invoice X items button.
The user can now see the status of Invoices under the group name and a count of how many line items have been included in this Invoice.
Viewing Invoice Details
Click the Open button on one of the line items that have been invoiced, and this will bring the user to the Invoicing landing page located within Admin>Financials.
On the Financial Details tab, we can see the total amount due, base charge line items, site information, what this charge is associated with (permit/compliance action), and who the billing contact information is.
Payment Adjustments on the Invoice
Adjustments can be made by clicking the Add Charge Item button.
The User can add or subtract from an Adjustment.
A new window is displayed to enter adjustment information. This will show on the adjustment line item on the final Invoice. Click the Save button when finished.
Viewing Invoice Document(s)
On the Financial Documents tab, the user can see system generated invoices by clicking Open. This will include documents that have been generated after an adjustment has been made. Documents are in final status and should not be modified. If an adjustment needs to be made, it must be done on the Details tab.
The system will display the invoice details on the document template that was selected for this Invoice Set. The user can select a document template for the invoice under the Fee Category:
Example of a generated Invoice with a configured document template:
Paperless Invoicing
Site Level Paperless Invoicing
An External User can make invoices paperless by navigating to the Site Details Page and opening the Preferences tab. Two checkboxes will appear; check “Paperless Invoice Preferred”.
nVIRO can be configured to allow external users to select a Paperless Invoice option for their sites. The checkbox is available to external users with Admin or Edit roles.
This may be overridden at the Fee Category level to require a particular fee, which is always mailed. When "Paperless Invoices Preferred" is checked, the site's invoice document will not have a checkbox available on the "Document Set Details" list to select for download/printing to prevent the document from being included in downloaded or printed invoices from the list.
Document Sets (bulk print)
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 Admin>Documents Sets. See the Document Sets topic for more detailed information.
Select Open to view all documents available in a document set:
The Print and Download options will allow for printing or downloading up to 2000 documents. If the document set contains more than 2000 records, then the Export option must be used from the Document Set Details page (see below).
The Print option creates a single, combined PDF containing all the documents in the document set. A page break is inserted between odd-numbered pages to ensure that each document is produced on a separate printed page.
The Download option creates a zip file containing individual PDFs for each document.