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This page provides an overview on Invoice Batch generation

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Topics on this page include:

Table of Contents
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To create an Invoice Batch observe the following steps:

  1. Select the Client>Invoice Batch sub menu to open the Invoice Batch List page.

  2. Click the Create Invoice link located in the ribbon bar to open the Create Invoice for Clients page

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  3. Within the Funding Source field position your cursor and either input in free text the funding source or make your selection from the drop down list for example CASH or PLAN.

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  4. Within the From Date field position your cursor and either input in free text the reporting start date or make your selection from the time picker.

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  5. Within the To Date field position your cursor and either input in free text the reporting start date or make your selection from the time picker.

  6. Select the Next button.

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    Nil matching records
    If there are no valid client services listed within the specified date range you will be prompted with the following notification

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    Matching records
    If there are valid client services found within the specified date range the Create Invoice Batch page will be loaded; note that this page will be identified with a reference source to the funding source and the reporting range.

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  7. If the Create Invoice Batch page lists services with unapproved timesheets you can either:

    1️⃣ Resolve unapproved timesheets through Approve Employee Timesheet page

    Select the Approve Timesheet link to open the Approve Employee Timesheet page

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    From the approve timesheet page, select the timesheets that need to approved, select the (blue star) Approve Selected Timesheet icon. A green tick in top right of the service panel tells you the timesheet is approved.

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    On the create Invoice Batch page refresh the page by selecting the (blue star) button to exit back to the parameters page, followed by selecting the (blue star) button

    2️⃣ Resolve unapproved timesheets through the Create Invoice Batch page

    Highlight and double click the client invoice batch record on the Create Invoice Batch page to display a summary page listing service claims. Unapproved service claims will be presented in RED.

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    To approve a service claim double click the entry to open the Edit Timesheet Record page, set the Approved field value to YES. Select (blue star) button followed by the (blue star) button to exit the page. Repeat this step until all outstanding services have been approved.

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    On the create Invoice Batch page refresh the page by selecting the (blue star) button to exit back to the parameters page, followed by selecting the (blue star) button

  8. Highlight the Client Invoice Batch record and click the Generate Invoices button.

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  9. From the pop up screen select the OK button to confirm the creation of the Invoice Batch.

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    Invoice Batch will be presented in Edit mode within the browser
    Select (blue star) button followed by the (blue star) button to exit the page. The batch record will be listed within the Invoice Batch List page

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    Invoice Processing
    You can now either print the clients invoice from the invoice batch or send the invoice using the client bulk email notification function. For additional information refer to the topic Print and Send Invoices.

    Schedule Board
    Once the selected services have been included into the Invoice Batch those services listed within the schedule board will be updated with the(blue star)icon to identify that they have been invoiced.

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Editing an Invoice Batch

To edit an Invoice batch observe the following steps:

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Select the Client>Invoice Batch sub menu to open the Invoice Batch List page.

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Depending upon the number of invoice batch records listed , you can filter the records listed by specifying a reporting date range within the From Date and To Date fields. The reporting date can either be input in free text or selected from the calendar picker.

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Highlight the invoice batch record that is to be edited and either click on the edit button or double click on the batch record to open it within the invoice batch record page.

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Update Payment information

Once payment has been received on your invoice you can update the invoice record with the payment particulars, by observing the following steps:

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Observe steps 1 -3 as outlined under the topic Editing an Invoice Batch.

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Highlight the invoice record listed under the Invoice Batch tab and double click it to open the Edit Invoice record page

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Delete an Invoice

To Delete an Invoice record from the batch observe the following steps:

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Observe steps 1 -3 as outlined under the topic Editing an Invoice Batch.

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Select the (blue star) Delete Record icon.

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From the pop up screen select the OK button to confirm deletion of the Invoice Batch record.

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Delete Invoice detail

(blue star) Under no circumstance are you to delete the invoice details record that is listed against the invoice, to do so will not only remove the service line from the invoice it will delete the clients completed or cancelled service from the schedule board as well as the accompanying approved employee timesheet.

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Managing the Payment Status

To update the status of an Invoice record from the batch to confirm receipt of the payment observe the following steps:

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Observe steps 1 -3 as outlined under the topic Editing an Invoice Batch.

Click the Manage Payments button from the ribbon bar to open the Manage Payment Status page within the browser.

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Within the comments field optionally input a brief narration.

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Select the SAVE button

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Select the CLOSE button to exit from the Manage Payment Status page.

Printing an invoice

To print an Invoice to file from the batch observe the following steps:

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Observe steps 1 -3 as outlined under the topic Editing an Invoice Batch.

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Click the Print Invoices button from the ribbon bar to open the Print Invoices page.

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Click the (blue star) save icon to export the invoice to pdf format.

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Sending Invoices

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Sending out invoices using email from Brevity is undertaken through Send Invoices interface. To utilise email to provide your participants with an invoice of billable services for the period as defined within Invoice From and Invoice To date fields, observe the following steps:

Depending upon the number of the invoice batch records listed , you can filter the records listed by specifying a reporting date range within the From Date and To Date fields. The reporting date can either be input in free text or selected from the calendar picker.

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Highlight the invoice batch record and then click the Send Invoices button to open the Send Invoice interface.

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Within the Funding Source field position your cursor an either input in free text the funding source or select from the drop down list the applicable funding source associated with the invoice batch.

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Within the Invoice From Date field specify the start date of the invoice period. The date can be either input in free text or set from the calendar picker.

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Within the Invoice To Date field specify the end date of the invoice period. The date can be either input in free text or set from the calendar picker.

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Within the subject line input a brief description that will be included into the message line for the email.

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Update the the email body with any additional changes. For changes made select the (blue star) button to preserve those changes for future use.

Click the Preview button to return a list of participant names associated with the invoice batch.

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