Billing Center - Create Invoices

The Create Invoices tab of the Billing Center

The Create Invoices tab is designed to show only the charges for jobs using advanced billing A billing method where you can manually define how to split the billing of particular invoices (how much will be billed to what person at what time?). See the Defining Billing Properties section of the Implementation Manual for more details. that do not yet have associated invoices. In other words, the line-items that appear here are charges (or fractions of charges, depending on your advanced billing set up) that have not yet been inserted onto an invoice. This tab will always be blank for users using automatic billing The default billing method. An invoice is created immediately after a job is completed or printed and automatically billed to the default customer or bill payer. Only one Invoice is created per Job..

Tip!

Tip:
Based on the number of charges present here, it may take a few seconds for the Create Invoices tab to open. Please be patient.

To create an invoice or multiple invoices:

Define/Adjust your filter settings as necessary. If a charge that you expect to see on this tab is not present, its advanced billing settings may not have been satisfied. Try expanding the Billable in Range filter setting.
Expand the tree structure as necessary.
Select the check box for each charge that you want to put on an invoice. Since any charge with a selected check box will be included on an invoice after step 10, make sure that all charges you do NOT want on an invoice at this are deselected.

Note!

Note:
Each group with at least one selected charge will create a unique invoice when you click Create Invoices.
If you select check boxes for charges that are located in different groups, the charges will be on different invoices.
Groups are controlled by the Group charges for this setup together in the Billing Center? check box in the Billing Setup dialog box.

If necessary, type a new date into the Date column at the Invoice/Group level (the level displayed in red). This date determines what the invoice date will be when the invoice is created.
Select a new value from the Posted? drop-down list at the Invoice/Group level (the level displayed in red). This value determines what the invoice's posted value will be when it is created. See the Posting Invoices section for more.
If necessary, select a new value from the Sent? drop-down list at the Invoice/Group level (the level displayed in red). This value determines what the invoice's Ready to Send value will be when it is created. See the Ready to Send Workflow section for more.
Type or edit notes in the Notes field at the Invoice/Group level (the level displayed in red). This field contains the note that will appear on the invoice when it is created.
If you have entered any notes in the Allocation Notes field in the Billing Setup, they will appear at the Charge level. They will not appear on the invoice unless you add them to the Invoice/Group level.

Tip!

Tip:
If the Group charges for this setup together in the Billing Center? check box is not selected in the Billing Setup dialog box at any level of your company's hierarchy, all of a customer's charges will all be located in one group. If Invoice Notes are entered at the job level, all of these notes will be combined together in the Notes field, and all of these notes will be included on any invoice you create in this group. If you do not want all of the notes to appear, edit the Notes before creating the invoice.
If you want to edit the notes on an invoice, you should do so by editing them at the invoice level either on the customer's Billing History tab or any tab of the Billing Center - not by editing the Invoice Notes field on the General tab of the Job record.

Repeat steps 4-7 for all groups that have at least one charge selected. Each group with at least one selected charge will create a unique invoice.
Review all of the information to ensure that it is accurate.
Click Create Invoices. The Confirm Create Invoices dialog box appears, confirming that you do want to create invoices for all selected line-items.
Click OK. A Success dialog box appears, stating that the invoices have been created.
Click OK. The created invoices are moved to the Unsent Invoices tab.

Tip!

Tip:
If you are having problems determining which customers are Third Party Bill Payers (TPBP) A Third Party Bill Payer is a customer who will be paying the bills for other customers. Thus, you can configure (through Advanced Billing) that all or a portion of a job's products/services will not be paid by the customer for whom the work is being performed but instead to the third party bill payer. An example of a third party bill payer is a franchise company that pays 30% of all marketing costs for all of its franchisees., try this: in the Billing Setup dialog box for the customer, type the customer's name in the Allocation Notes field. While the charges will still appear in the Billing Center under the TPBP, you will be able to see the customer of the charge before inserting the charge on an invoice.