Summary

After all of the invoices have been entered or generated they are ready to be processed.

Step by Step

1     Print a proof list.

• Open the Print Proof List window (AR> Invoices> Proof List).
• Select the Report Type from the drop-down menu.
  • The Summary report will display the Invoice Number, Transaction Date, Customer Name, Account Number, Description and Amount. There is a grand total for the report.
  • The Detail report will display the information included in the Summary report as well as the Fee Code, Debit Account, Credit Account and each Fee Amount. A grand total is also provided.
• The Sort By drop-down menu is used to specify how the report will be sorted. The sort options are Invoice Number, Customer Name, or Account Number.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• Review the report for errors.

2     Print the GL Distribution report.

• Open the GL Distribution Report window (AR> Invoices> GL Distribution).
• Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the invoices are recorded.
  • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
• Select the Report Type from the drop-down menu.
  • The Summary report displays the Account Number, Description, Debit Amount and Credit amount for each account. The accounts are grouped and totaled by fund. This report also provides a report total.
  • The Detail report provides all of the information in the Summary report and also lists each invoice amount separately within each GL account.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

3     Print the invoices.

• Open the Statements window (AR> Invoices> Statements).
• Use the Printer Adjustment field to adjust where the first line of the invoices will print. If you adjust the alignment of the invoices you may want to print a test invoice before printing a large batch.
  • Zero is the system default. Adjusting the value up will move the first line of the invoice up on the printed page and adjusting the value down will move the first line down.
• Select how you want the logo to display in the Logo Options field.
  • Select All Pages to display the logo on all pages of the invoice.
  • Select First Page Only if you would like to display the logo on the first page of an invoice only. If the invoice is more than one page, the logo will not display on the second page and the space where the logo normally prints will be blank, shifting all fields on the second page up.
  • Select Don’t Print and Leave Room if you would like to leave the space that the logo normally prints in on the top of every page, but leave the logo off the invoices. If the invoice is more than one page, the spacing on the second page will be the same as the first. Choose this option if you are using pre-printed invoice stock with a logo at the top of every page.
  • Select Don't Print and Don't Leave Room if you would like to print the invoices without logos or blank spaces.
• If more than one invoice is being printed, select how the invoices are sorted in the Sort By field. The invoices can be sorted by invoice number, account number or customer number.
• Detail line items on the invoice will sort by detail ID number.
• Check the Print perforation line toggle to print a perforation line at the top of the returnable section of the invoice.
• Check the Print previous and total account balance toggle to include the previous and total account balances on the invoice. The previous balance will print above the fee and invoice totals.
• Check the Print work order details toggle to display additional work order details on AR invoices processed through the WO Billing process.
• Check the Print end balance bold on stub toggle to display the ending balance in bold at the bottom of the stub.
  • When this toggle is checked, the default INVOICE BALANCE field at the bottom of the stub will be replaced with the END BALANCE field.
• Check the Detail print toggle to print one row per fee code instead of aggregating all fee codes into one row.
• Check the Hide value in quantity for flat fees toggle to hide the value in the Quantity column for any fee row in the invoice that does not have a Fee Unit Type value.
• Check the Hide value in discount or credit when not applicable toggle to hide any values in the Discount or Credit columns on rows that include a zero discount or credit value.
• Check the Display account description below address toggle to display the description associated with any AR account included in the invoice on a line below the address box.
• Check the Display previous balance toggle to display the account balance value prior to this invoice in the Previous Balance line above the Invoice Total line on the invoice.
• Check the Display 'Due Upon Receipt' instead of due date toggle to display 'Due Upon Receipt' in the Due Date box rather than the standard due date.
• Click the Address 1 field label in the Remit Address section to attach a remit address to the memo. Remit addresses are created and maintained in the Remit Address Maintenance window (AR> Maintenance> Remit Address).
• Click the Print icon to process the job immediately or enter a date and time in the field next to the Print icon to schedule the job to generate at a later time. You can view the progress of the job on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Once the Invoices are generated, you can also display them using the View Reports window (SS> Utilities> View Report).

4     Commit the invoices batch.

• Open the Commit Invoices window (AR> Invoices> Commit).
• The Batch, Journal Entry Date, Fiscal Period and Fiscal Year fields will all populate with the information determined earlier in the batch process.
• Click the Confirm icon the commit the batch. The information from the batch is now permanently posted to the General Ledger and the customer accounts.