Invoice Sets

Overview

Invoices are bulk-generated and organized as “Invoice Sets.” Invoice sets are based on configuration of Fee Categories and contain related invoices for each category. Upon creation of a Fee Category, invoice sets and associated invoice amounts are automatically generated and made available for review (as “Prelists”). Invoices may be grouped and generated with the creation or related receivables from the Invoice Set.

What Items Are Included in an Invoice Set?

There are two major components to an invoice set:

  1. The creation of invoice set “containers” for a given Fiscal Year

  2. The determination of items to include in an invoice set based on the Effective Period and the charge amounts for each item.

Invoice Set Creation, Effective Periods, and Items Included

nVIRO will create a placeholder invoice set for each Fee Category and Periodic Invoice Fee/Year. The Fiscal Year and Effective Period for the Invoice Set are based on the invoice set’s Fee Category. The Invoice Set’s Effective Period is based on the Fiscal Year End Date month and day, and Invoice Frequency defined in the Fee Category.

Determination of Items and Amounts to Include in an Invoice Set

Permits and Compliance Actions are included in an invoice set.

Permits are added based on the assignment of a Fee Type to a permit. A permit will be included in the invoice set if there is an active permit version on the final day of the invoice set’s effective period. The fee amount is based on the default amount assigned to the Fee Type, or an override amount on a specific permit, if configured to allow this.

Compliance Actions are added based on the presence of an Expense with an Expense Date within the Invoice Set’s effective period.

Invoice Set Types

nVIRO will create a placeholder invoice set for each Fee Category and Periodic Invoice Fee/Year. The Fiscal Year and Effective Period for the Invoice Set are based on the invoice set’s Fee Category. The Invoice Set’s Effective Period is based on the Fiscal Year End Date month, and day and Invoice Frequency defined in the Fee Category.

Permits and Compliance Actions are included in an invoice set.

Permits are added based on the assignment of a Fee Type to a permit. A permit will be included in the invoice set if there is an active permit version on the final day of the invoice set’s effective period. The fee amount is based on the default amount assigned to the Fee Type or an override amount on a specific permit, if configured to allow this.

Compliance Actions are added based on the presence of an Expense with an Expense Date within the Invoice Set’s effective period.

Permit Invoice Sets

Permit Invoice Sets are set up for Annual Invoicing only. Invoice Set Effective Periods are set for the year prior to the invoice set’s Fiscal Year. If the Fiscal Year End Date is 6/30, an invoice set for fiscal year 2024 be created for Effective Period 7/1/2022 - 6/30/2023.

Permit line items are included in the invoice set if:

  • The permit has a linked Periodic Invoicing component with a Fee Type that is contained in the invoice set’s Fee Category, and

  • They are effective on the last day of the effective period. In the example above, permits effective on 6/30/2023 will be included in the invoice set (even if they have been subsequently terminated).

Permit Fee Type

  1. Custom fee calculation stored procedure specified at the Fee Type level.

  2. Custom fee calculation stored procedure specified at the Fee Category level.

  3. Flat Fee entered into the permit’s Periodic Invoicing Component.

  4. Flat Fee specified in the Periodic Invoice Year record.

Compliance Action Invoice Sets

Compliance Action Invoice Sets include Expense line items specified on Compliance Actions. Invoice can be created at the following frequencies:

  • Annual

  • Biannual

  • Quarterly

  • Monthly

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 frequency set to Quarterly with 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 line items are included in an invoice set if:

  1. The Compliance Action Type/Program is configured to allow Expense Tracking.

  2. The Compliance Action Type/Program’s default Fee Category matches that of the Invoice Set.

  3. The Compliance Action has an Expense record that falls within the Invoice Set’s effective period.

Compliance Action Fee Type

The fee amount for a line item is determined by the specified Expense Type’s calculation method. The calculation methods are:

  • Quantity/Rate (e.g. work hours multiplied by an hourly rate) - quantity is specified on the Expense item at the Compliance Action and is multiplied by a rate specified on the linked Periodic Invoice Year rate amount.

  • Flat Fee - flat fee amount is specified on the Expense item.

Configuration

Fee Category

Administration for Permit Fee Types are managed in Admin>Lookups>Fee Category.

From the Fee Category List page, either click the Add New Fee Category button or Open an existing fee category. This opens the New Fee Category or Edit Fee Category page. The configuration options fall under the following categories, and here is how to configure:

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.

Basic Configuration

The basics for Invoicing configuration

Field

Description

Id

Auto generated by the system

Description

Name of the fee category

Program Area

Which programs can access this fee category

Staff Contact and Address

Staff Contact name, phone number, and email address can be included in Receivable document templates.

Fee Numbering

Fee Category prefix number

image-20240206-223109.png

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.

Period Invoicing

Period Invoicing Configurations:

Field

Description

Cut Off Date

The year is not used in this configuration, but the date is. This date range will show on the Invoice Set landing page under the Effective Period.

Invoicing Frequency

This option will appear once a Cut Off Date has been selected. You can select the frequency to Annual, Month, Quarter or Semi-Annual and it will also be displayed under the Effective Period on the Invoice Set landing page.

Affiliation Type (Roles)

Select who will be the recipient of the generated invoices. You can add a new Affiliation type if needed.

Invoice Document Template

Select a document template specifically for invoicing. You will need to configure a Document Template for the Receivable Functional Area.

image-20240130-201946.png

Fee type

Administration for Permit Fee Types are managed in Admin>Lookups>Fee Types.

Fee Types are used to generate periodic fees for permits/compliance actions, and here is how to configure:

  • Fee types get linked to permits/compliance actions by internal processors when crafting new or revised permits.

  • Fee types determine the fee sent out to the responsible party when periodic fees are generated, configured via Annual Invoice Fees (used to change annual fees from period to period), or based on a custom fee calculation stored procedure.

  • Fee Calc Type Selection determines if it is a set Flat Fee or Quantity and Rate.

    • Periodic Invoice Fees uses this Fee Type for calculations.

      • Flat Fee will have a user entered dollar value on an Expense.

      • Quantity and Rate will have a fixed dollar amount that is used to calculate Expense by user entered quantity.

Periodic Invoice Fees

Administration for Periodic Invoice Fees is managed in Admin>Lookups>Periodic Invoice Fees.

Field

Description

Year

Invoice Set Fiscal Year. This will be displayed on the Invoice Sets landing page.

Fee Category

Select the Fee category associated with the Periodic Invoice Fees.

Fee Type

Select the type based on the category.

Default Amount

Enter in an amount that will be used for this Fiscal Year or leave blank, and the user can enter in an amount manually.

On this page

 

Related Content

https://windsorsolutions.atlassian.net/wiki/spaces/WindsorSupport/pages/566460562 https://windsorsolutions.atlassian.net/wiki/spaces/WindsorSupport/pages/566460566 https://windsorsolutions.atlassian.net/wiki/spaces/WindsorSupport/pages/555778266