Batch invoicing
- Holley Vosburgh
- Marianne Desrosiers (Unlicensed)
Batch invoicing (monthly invoicing)
If this is the first time you are creating batch invoices? Consult our article on https://nexone.atlassian.net/wiki/spaces/KC/pages/1853161491 if this is applicable for your brokerage.
Before beginning the batch invoicing, make sure you have submitted your split invoices.
Click on “Invoice Split” (in the left menu) and make sure there is a green checkmark beside your invoices.
BATCH INVOICING
Go to: Accounting > Accounts Receivables > Batch Invoicing
A new window will open
Complete the following fields:
Date: Insert present date or a later date (i.e.: it’s April 28th and you choose to put May 1st)
Invoice Save Method: Save invoice in edit mode or process the invoice
We recommend using “save invoice in edit mode” as you will have the ability to make modifications in the event of an error. If you use ''process the invoice'', you’ll need to apply credits to correct the invoice if there is an error.
Object: i.e. Monthly invoice March XXXX or other
Include the recurring charge items: = NO. If you choose YES, select the month to charge.
The next 4 items indicated “YES” will automatically be invoiced as well as invoices waiting in the system.
Ïn the case where this error message occurs “Warning: Some invoice splits are not processed, do you want to continue?”. Click “CANCEL” and go to Invoice split. Use the interactive report section and choose “Not stamped “. Submit invoice split in edit mode, then come back to the batch invoicing.
You could also receive the following message. “ Warning, the batch billing was generated earlier today at (date and time) by (Mrs X). If you continue, there may be duplicate invoices and you will need to credit them one by one. Do you want to continue?”
Before continuing the procedure, make the necessary validations to ensure that billing has not already been completed.
You will have a preview of the invoices and the possibility to select an interactive report according to your criteria. If you wish to print, click on “PDF control report”, then on generate invoices.
A message will appear: “You are about to generate invoices based on what you have in the interactive report below. This operation is irreversible and you will need to apply credits to invoices in case of error. Do you want to continue?” Click OK
This will bring you to a new page “Invoices” you will see a message informing you that “sending invoices” has been processed. You will then receive an email informing you that your invoices have been created.
Wait for this confirmation message before continuing.
Click on the refresh button and the edited invoices will be highlighted in green.
Make the necessary corrections or adjustments.
Click on the “Process All Invoices Currently In Edit Mode” icon. A new page will open. Insert the invoice date and click “submit”
Confirm the invoice date and if you want to “Use open credit to pay the invoice”, select Yes
To send invoices by email, click on the “Send Unprinted Invoices By Email” icon.
In the information section of the new window, this will inform you of the number of invoices to be sent and select “YES” to Mark the invoice sent by email as printed.
Complete the email section and to send them, click on “Send by mail”
The following message will appear:
”Invoices mailing is in progress, you will receive an email confirmation once the process is completed. The invoices will be sent and marked as printed You just need to refresh the page to see the new status.”