Receivables can be managed on the Manage Receivables screen of the Billing Tab.
Receivables need to be generated in a batch or manually entered in order to create invoices. From this screen, you can search for Receivables or Receivable Batches. Specify any of the criteria to filter down your results.
Status - Select from 'Not Invoiced' or 'Invoiced'
Entry Date Range – Specify from and to dates the receivable was entered or created.
Amount – Enter an Amount and Currency of the receivable. You can also just specify the Currency if filtering solely by Currency.
Company – Select a Company. Selecting a Company will include receivables for that Company or Billing Entities of that Company.
Vendor Name – Enter a Vendor Name
Employee System # - Specify an Employee System Number to filter for receivables associated with a particular Employee and Assignment. Once you enter the Employee System Number you will need to select a Relocation.
Once criteria are specified, you can:
Click
to find the individual Receivables
Click
to find existing Receivable Batches.
You can delete receivables from the results of an individual receivable search if they have not been included in an invoice batch. The button will appear when you click View/Edit link. This will prevent them from being processed through to an invoice now.
Note if it was created in a receivable batch once it is deleted, it can be generated again. Deleting a receivable is equivalent to un-checking the Create and Mark Complete boxes when processing the batch.
Adding a New Receivable Batch
To add a new receivable batch, click the
. Specify the criteria for the receivables you would like to create.
Company – You can create receivables for only a particular company if you make a selection here, note that if a Company is selected it will include receivables for the Billing Entities of that company as well
Billing Entity – You can create receivables for only a specific Billing Entity if you make a selection here, note that this will only appear once the Company is selected including the configured Billing Entities of that company
Policy – You can create receivables associated with assignments assigned a particular policy if you make a selection here. This list will be populated when a company is selected. If you would like all policies leave **Please Select**.
Up To And Including Date - Is required and will not generate any receivables dated past the date entered.
For Reimbursables, the receivable date is based on Voucher Expense Date (ENTRY!ENTRY_DATE).
For Service Fees, the receivable date is based on the Service Fee Billing Rule Effective Date (BILLING_RULE_SERVICE_FEE!EFFECTIVE_DATE).
Account – Allows you to filter to generate receivables with only the selected Account. Leave **Please Select** if you don’t want that filter.
Service Fee Type – Will show a list of all service fee types make a selection if you only want to create receivables of that type.
Include Service Fees – Defaults to checked, uncheck if you do not want to include Service Fee receivables in the batch.
Include Reimbursables - Defaults to checked, uncheck if you do not want to include Reimbursable expense receivables in the batch.
Include Referral Fees - Defaults to checked, uncheck if you do not want to include Referral Fee receivables in the batch.
Once you click
, the status indicator for processing a receivable batch will change. The options includes: Pending, Processing, and Complete. Any receivables matching your criteria will be shown.
To create the receivable, tick the box in the Create? column
To mark it complete, tick the box in the Mark Complete? column this will not regenerate for that occurrence again
You will have to make selections for each page of the batch. When you have made your selections, click the Process Batch button. Once your receivable batch is processed your receivables are generated and can be added to an Invoice. You have an option to undo in the page or if you need to delete a receivable you generated in a batch, use the
.
Entering a New Manual Receivable
From the Manage Receivable screen, you can add a Manual Receivable. This can be used to enter Service Fees or Referral Fees that need to be billed but where not generated through a Service or Referral Fee Billing Rule. To add a new manual receivable, click the
.
Receivable Type – Service Fee or Referral Fee
Bill To – Will be Company for Service Fee and Vendor for Referral Fee
Employee System # - Enter the Employee System # that this fee should be associated with.
Assignment – Select the Assignment for the Employee that this fee should be associated with.
Billing Entity – This is only visible for Service Fee receivables. If the selected Assignment has a Billing Entity assigned, it is displayed here and will be used automatically unless the “Ignore Billing Entity” checkbox is marked.
Bypass Funding Allocation - Appears if the selected Assignment has an active Funding Allocation. If checked, the receivable is processed as a single entry, ignoring Funding Allocations. If unchecked, the receivable is split based on the Funding Allocation rules. Receivables created via Funding Allocations cannot be modified (accounts, amounts, or currencies).
Account – For Service Fee it will only show Accounts configured with a Service Fee Usage Type. For Referral Fee it will show the full list of Accounts to choose from.
Amount – Enter the Amount and Currency of the Fee. When Billing Entity is active the entry amount currency must be the same as the Billing Entity’s currency.
Entry Date – Defaults to today but can be modified.
Service Order – Displays the service order associated with a Referral Fee receivable.
Reference – Not required but can be specified.
When complete entering the data click Save to save and stay on the screen, Save & Close to save and close the screen or Close to abandon your entry.
Things to Note:
If your database contains a large amount of receivable data, query execution will be stopped for result sets of records greater than 5000 records with no filter criteria selected. This safeguard is in place to help ensure system performance stays at optimum.
Currency can be editable on the Manual Receivable page even if billing entity is already set