Before starting your Batch Invoicing, if applicable:
1.Perform the interest calculation procedure, you can find the steps on this article: Interest generation
2. Make sure you have stamped your invoice splits.
(the split must have a green checkmark in front of it )
BATCH INVOICING
1.Go to Accounting > Account receivables > Batch Invoicing
2. Complete the required fields
Date = current date , you can also put a later date (ex: you are April 28th and you want to invoices to be dated May 1st)
Invoice save method = save invoices in edit mode or stamp invoices
We recommand the edit mode because you will be able to make changes if necessary in the event of an error, otherwise you will have to create credits to correct the invoices.
Object = ex. Monthly billing March XXXX or other
Include the recurring charge items = If you indicate "YES" select the month to load.
Include express billing items, Include inactive agents / non-agents whose active indicator for billing is set to yes, Include invoice split items, Use open credit to pay the invoice: choose "YES" to apply everything that is pending in the system.
3. Click on the "Generate a preview of items to be invoiced"
You may have a Warning message: “Some invoice splits are not processed, do you want to continue?”
In this case, click Cancel and go to Accounting > Accounts receivables > Invoice Split tab > select Not stamped > correct and stamp the invoices and go back to the Batch invoicing procedure.
You may also see the message "Attention, batch invoicing 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 with the procedure, validate that the billing has not already been done.
4. You will see an overview of the invoices and have the possibility to select an interactive report to view the information with different criterias. If you want to print the report, click on PDF Control Report . Once your verification is completed, click on the Generate Invoices.
5. A message will appear “You are about to generate the invoices ...., the operation is irreversible ....”, click "OK"
6. In the new page, Invoices, you will see a message confirming thet the batch invoice processing has started. You will receive an email once the invoices have been created.
Wait for this email to be received before continuing
7. Click on Refresh and you will see the invoices in edition (highlighted in green)
Make corrections or invoice adjustments if necessary.
8. Click on "Process All invoices Currently in Edit Mode".
9. Confirm the invoices date and if you want to apply the open credits to these invoices, click on Submit.
10. To send the invoices by email, click on Send Unprinted Invoices by Email.
11. In the "information" section you’ll see the number of invoices to send, choose "YES" to mark the invoices sent by email as printed. Complete the email subject and body. Click on Send by email.
A message will appear:
You can click on Refresh to update the status of the invoices.
Completed!
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