Invoices can be managed on the Manage Invoices screen of the Billing Tab.
Invoices allow you to bill for Receivables. From this screen, you can search for Invoices or Invoice Batches. Specify any of the criteria to filter down your results.
Status – Choose from Draft, Ready, Sent, or Posted if you would like to filter by Status.
Payment – Choose from Unpaid, Partially Paid, or Paid if you would like to filter by Payment.
Invoice Date – Specify the From and/or To Date if you would like to filter by Invoice Date.
Amount – Enter an Amount and Currency if you would like to filter by the Amount of the receivable. Or just specify the Currency if you would like to filter by only Currency.
Company – Select a Company if you would like to filter by a Company. Selecting a Company will include receivables for that Company or Billing Entities of that Company.
Vendor Name – Enter a Vendor Name if you would like to filter for a particular Vendor.
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 the
to find the individual Invoices
Click the
to find existing Invoice Batches.
Adding a New Invoice Batch
To add a New Invoice Batch, click the
. Creating the invoice batch will evaluate receivables matching the criteria you specify and group them onto invoices. Each invoice will have a unique Bill To and currency.
Create As Status – Select from Draft, Ready, Sent, or Posted. If you do not make a selection the Invoices will be created in Draft status.
Create as Track Only – Check if you are creating the batch for tracking purposes only. This can be used to reconcile already billed receivables in the system.
Attach Printable Versions – You can create printable invoices by View/Editing the Invoice and clicking the Create Printable Invoice button.
Create One Invoice Per Assignment – Check if you would like each assignment on a separate invoice.
Batch Number – Will be populated by the system.
Company – You can create invoices for only a particular company if you make a selection here, note that if a Company is selected it will include invoices for the Billing Entities of that company as well.
Vendor – You can create invoices for only a particular vendor if you make a selection here
Receivables To Include Section
Up To and Including – This will be used to find receivables dated up to the date entered.
Type – Service Fee, Referral Fee, Expense or use Please Select for all.
Account – Specify an Account if you only want to generate invoices for receivables created with that specific account.
Once you have entered your desired criteria, click the
. This will look at the receivables that match the criteria and group them onto invoices. The status indicator for finding a new invoice will change. The options includes: Pending, Processing, and Complete. A list of invoices will then be shown. You will have to make selections per page of the batch. To create an invoice, make sure the tick box in the Create? column is ticked. Click the
to preview the invoice. The Invoice date will be listed as the current date but you can can make edits as necessary. When selection is made, click the
. The status indicator for creating a new invoice will change. The options includes: Pending, Processing, and Complete. To access the invoice details, click the
next to the invoice.
When an invoice is not created, it will be available to be picked up in another Invoice Batch. Invoice Batches can be Undone, this will reverse the Invoice Batch process and any receivables the batch picked up will be available to include in new invoice batches.
Invoice Details
On the Invoice Details screen you can create Printable Invoices or populate dates that this invoice was Ready, Sent and/or Posted. If dates are populated the Invoice status will be updated to reflect that it is Ready, Sent or Posted. You can also revert back to a previous status by removing dates from these fields.
