Summary

Follow this process to generate AR invoices based on AR fee codes and billing cycles or manually generate AR invoices.

Step by Step

1     Open or create an Invoices batch.

• Open the Invoices Batches window (AP> Invoices). The Batches window will display all the open Invoices batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. Any uncommitted invoices in the batch will be deleted.
• Click the Create New Batch button   to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Invoices process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and do not affect the transaction or journal entry date of the transactions in the batch. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
• Click CREATE to create the new Invoices batch.

2     Open the Batch Overview page. 

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Invoices process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Invoices process.

3     Automatically add invoices for a billing cycle.

• To automatically add invoices for a whole billing cycle open the Generate Invoices window (AR> Invoices> Generate).
• If you do not want to automatically generate invoices you may skip to step 6 in this process to manually generate an invoice.

4     Generate the Invoices. 

• The Generate Invoices window is used to generate the invoices that will be included in the batch.
• Select the Billing Cycles that contain the customers you want to produce invoices for.
  • This will create an invoice with the Fee Codes selected for every customer in that Billing Cycle. Billing Cycles are created and maintained in the Billing Cycle Maintenance window (AR> Maintenance> Billing Cycles).
• Select the Fee Codes you would like to charge in these invoices.
  • Only the Fee Codes with dollar amounts attached to them will display in the Fees section. Fee codes are created and maintained in the Fee Maintenance window (AR> Maintenance> Fees).
• You can check the toggle in the header to select or deselect all Cycles and Fees.
• Enter a Transaction Date and Due Date.
  • The Transaction Date and Due Date are used in calculating past due fees in the AR module.
  • The Transaction Date and Due Date are also used in calculating the age of a transaction on aging reports.
• You can enter a Description that will print above the detail on the invoices.
• Check the Auto Apply Available Credits toggle if you would like the system to automatically apply any credit associated with the account towards generated invoices.
• Click the Submit button to generate the invoices.

5     Import invoices. This is an optional step.

• The Import Invoices feature is used to import invoices into the AR module.
• Open the Import window (AR> Invoices> Import).
• Click VIEW LAYOUT/FORMAT to view the expected file format of the CSV file.
  • The file layout is determined by the Configuration selected in the drop-down menu.
    • The Configuration drop-down menu will display all the AR Invoices configurable import files created in the application. Custom import configuration files are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • Select Standard if you would like to import a Springbrook format file. The Springbrook format file contains all of the information associated with an invoice, including Account Number, Due Date, Fee Code, and Amount.
  • Check the Auto apply credits toggle to automatically apply any credits on the account to the invoice being imported.
• Drag and drop the file or click the Browse button to select the path of the file being imported.
• Click the Submit button to import the invoices.
  • If the import process encounters a problem, an error window will display. Update the import file to address the errors and re-import.

6     Edit or enter invoices.

• Open the Invoices window (AR> Invoices> Invoices).
• If you used the Generate step to automatically generate invoices they will display in the Edit Invoices data grid. If you haven’t generated any invoices the data grid will be empty.
• Click CREATE INVOICE to add an invoice. This will open the New Invoice window.

7     Enter additional invoices.

• Use the Tab Order button to customize the order in which the fields are displayed on the screen.
• Enter an Account Number to include in the invoices batch. Click on the search button   to select an account from a list. Once an account number is selected the remaining account information will self-populate.
• The Transaction Date will automatically default to today’s date. You can overwrite it. Past dues can be calculated using the Transaction Date or the Due Date. The system will require a Due Date to be entered for the invoice, even if you are not going to process past dues.
• Reference Number is an optional field for tracking originating documentation.
• Information in the Description field will print above the detail of the invoice.

8     Enter an invoice line item.

• Click CREATE LINE to add a line item to the invoice.
  • By default, creating a new line will open the Fee Selection screen where you will select a fee to attach to the new invoice line.
  • If the system is set up to skip automatic fee code selection, you will remain on the New Invoices screen and the Line Details section to the right will be enabled. This setting is enabled on the My Profile screen.
  • This section can also be updated using the Tab Order button to customize the order in which the fields are displayed on the screen.
• If you have not already selected a fee, type in the Fee code, or click the field search button   to select an active Fee code. The remaining Fee code information will self-populate but the Description, Amount, Discount, and account information can be edited. The Number of Units field will also be enabled if the selected fee has an attached Unit Type.
  • If you selected a unit type fee code but the Units field is still not enabled, a unit type was not entered when the fee was created in the Fee Maintenance window (AR> Maintenance> Fees> Fee Units field).
• Click the Save button to save the line details and return to Invoices step.
  • Click the Save and New button to save the invoice and line details and reset the New Invoice screen so another invoice can be entered.

9     Commit the invoices batch.