Invoice Sets
Overview
To view, edit, or manage invoice sets, navigate to Admin > Invoice Sets.
Invoices are bulk-generated and grouped into invoice sets based on fee category configurations. When a new periodic invoice fee lookup record is created, nVIRO automatically generates an invoice set and associated invoice amounts, which can be reviewed in an invoice prelist. Financial staff can then invoice one or more prelist items, and nVIRO will generate the invoice documents and create the financial charges.
Invoice Set Components
An invoice set is essentially a container created to organize invoices for a specific fiscal year. Items included in that container are determined based on each item’s effective period and charge amounts.
Containers
nVIRO automatically creates a placeholder invoice set for each fee category and periodic invoice fee/year. The fiscal year and effective period for the invoice set are determined by its fee category. The effective period is based on the Fiscal Year End Date and the Invoice Frequency defined in the that category.
Items
An invoice set can contain permits or compliance actions. For more information about when these items are added to invoice sets, see the following sections.
Permit Invoice Sets
A permit is added to an invoice set if:
The permit has a linked periodic invoicing component with a fee type in the invoice set’s fee category; and
The permit is active on the final day of the invoice set’s effective period.
Permit invoice sets support annual invoicing only.
Effective periods for these invoice sets are set to the year prior to the invoice set’s fiscal year. For example, if the Fiscal Year End Date is 6/30, an invoice set for fiscal year 2024 will have an effective period of 7/1/2022–6/30/2023. Permits that are active as of 6/30/2023 will be included in this invoice set.
Permit Fee Calculation
Permit fees in nVIRO are calculated based on a prioritized order of fee sources:
Flat fee entered into the permit’s periodic invoicing component
Custom fee calculation procedure specified on the fee type lookup record (if configured)
Custom fee calculation procedure specified on the fee category lookup record (if configured)
Flat fee specified in the periodic invoice fee lookup record
Compliance Action Invoice Sets
Compliance action invoice sets include expense line items specified on compliance actions. These line items are added to an invoice set if:
The compliance action type or program area is configured to allow expense tracking;
The compliance action type or program area’s default fee category matches the invoice set’s fee category; and
The compliance action has an expense record with an Expense Date that falls within the invoice set’s effective period.
Compliance action invoice sets support annual, biannual, quarterly, and monthly invoicing.
These types of 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 quarterly frequency and 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 Fee Calculation
The fee amount for an expense line item is determined by the expense type’s calculation method. These methods include:
Quantity/Rate: The quantity (such as work hours) specified on the expense line item, multiplied by a rate specified on the linked periodic invoice year
Flat Fee: A fixed fee amount specified on the expense line item
Configuration
The following sections outline or point to more information on how to configure different parts of nVIRO to support invoice sets.
Fee Categories
To manage permit fee categories, navigate to Admin > Lookups > Fee Categories. For information on how to configure fee categories, see the Fee Categories page.
For a new invoice set to be available in the menu, the Generate Periodic Invoices? checkbox must be selected for the corresponding fee category.
Fee Types
To manage permit fee types, navigate to Admin > Lookups > Fee Types. For information on how to configure fee types, see the Fee Types page.
Periodic Invoice Fees
To manage periodic invoice fees, navigate to Admin > Lookups > Periodic Invoice Fees. On the Periodic Invoice Fees page, click the Add New Invoice Fee button to add a new fee or click on an existing fee to edit it.
The following fields appear on the New Periodic Invoice Fee and Edit Periodic Invoice Fee pages.
Field | Description | Notes |
|---|---|---|
Fiscal Year | The invoice set’s fiscal year. | This is displayed on the Invoice Sets page. |
Fee Category | The related fee category. |
|
Fee Type | The related fee type. |
|
Default Amount | The default amount to use for this fiscal year. | Leaving this field blank allows users to manually enter an amount. |
Bulk Updating Periodic Invoice Fees
Periodic invoice fees can also be bulk updated by uploading a Microsoft Excel file:
Navigate to Admin > Excel Data Upload.
Click the Upload Data button.
Select or drag-and-drop the file to upload. The file must contain a sheet titled “FeeSchedules” with the following columns.
Column | Description | Validations |
|---|---|---|
FeeType | A valid Fee Type from the Fee Type Lookup table. | In combination with Year, must not exist in the database. |
Year | The four-digit fiscal year. | Must be current or future. In combination with FeeType, must not already exist in the database. |
FeeAmount | The non-negative dollar amount of the fee, with no more than two decimal places. | Must be provided if RateIncreasePercentage is null. |
RateIncreasePercentage | The rate of increase expressed as a decimal. | Must be provided if FeeAmount is null. |
Click the Upload and Validate button. Any errors found are displayed; otherwise, a message confirms that the upload was successful.
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