Batch Invoices Window

On this page:

Menu Path: From Billing & Receipts, select Miscellaneous Billing, select Invoices, and then select Batch Invoices.

Batch invoices are for entering a group of invoices that can be reviewed and processed later. Since these transactions are not immediately posted to customer accounts, you can change them if needed.

The following items display on the Action Bar in the Action menu:

Batch Invoice Report
Post Current Invoice
Post All Invoices

Add Batch Invoices

Click Add New.
Complete the fields in the Invoice Information, Line Item Details, and Distribution tabs. For details, refer to the Fields section below.
Click OK.

Generate Batch Invoice Listing Reports

Enter criteria identifying the records to list, then click Find. To run an advanced search, click Advanced.
Click Print.
Specify how you want to generate the report, then click OK. The report's default file name is binvlist.rpt.

Generate Unposted Batch Invoice Reports

Enter criteria identifying the records to list, then click Find. To run an advanced search, click Advanced.
Click Actions on the Action Bar, then choose Batch Invoice Report.
Specify how you want to generate the report, then click OK. The report's default file name is upostinv.rpt.

Change Batch Invoices

Enter criteria identifying the records to list, then click Find. To run an advanced search, click Advanced.
Select the desired record, then click OK.
Change the fields as needed. For details, refer to the Fields section below.
Click OK.

Post Batch Invoices Online

Enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the desired record, click Actions on the Action Bar, and then select one of the following:
- Post Current Invoice to print the selected invoice.
- Post All Invoices to print all listed invoices.

Fields

Invoice Information Tab

Field	Description
Service Code	Select the service code for the customer.
Invoice Status	Select: Active Inactive
Service Address Code	Enter the customer service address code.
Payment Terms Code	The value defaults to the assigned payment terms in the customer's record but you can select a different value. Select: 10 - Net 10 Days 30 - Net 30 Days 45 - Net 45 Days REC - Upon Receipt
P.O. Number	Purchase order number to display on the invoice.
Comment	Comments about the invoice to be printed on reports.

Line Item Details Tab

This section contains the following buttons:

Save Item - Save the item to the invoice.
View Details - Access the Line Item Details List section so you can select different items.
Delete Item - Delete the item from the invoice.
Move Up - Moves the item up on the invoice list.
Move Down - Moves the item down on the invoice list.

Field	Description
New Item?	Select if you are entering a new item in the invoice. Otherwise, leave blank.
Item Number	Identification number of the item in the invoice.
Item Type	Select: Blank - Inserts a blank line. Description - Enter a description of the item. Item - Select an item from the Items table.
Item Code	If you select Item for the Item Type, select the code identifying the type of the item. Select from the system-defined list or leave blank to enter a free-form item. The selection auto-fills the Description, Unit Name, Sales Tax, and Unit Price fields.
Description	The description of the item.
Unit Name	Name of item units to be grouped in.
Sales Tax	Select if the item is taxable. Otherwise, leave blank.
Quantity	Enter the number of items purchased in the invoice.
Unit Price	Price per unit: For Item, this defaults based on the Item Code. For Description, enter the price.
Distribution	Select: Default - The system uses the accounting information associated with the Service and Item record. Table - Select a Distribution Type in the Table Key field. Percent - Enter percent values in the Line Item Distribution tab. Amount - Enter amounts in the Line Item Distribution tab.
Table Key	Keycode identifying a distribution in the Distribution Definition table. These codes are set up in the Distribution Definitions table.

Line Item Distribution Tab

This section contains the following buttons:

Save Distribution - Save the distribution to the batch invoice.
View Distributions - Display the Display Mass Invoice Distributions page and view the Distribution details. This page displays the same fields as the Distribution tab, but the layout is different and these are all display only.
Delete Distributions - Clear the fields in the Line Item Distribution tab. You must then re-enter the field date.

Field	Description
New Item?	Option to define the item as a new item. If selected, the rest of the fields in this section will clear, and the data must be entered manually.
Sequence Number	Number identifying the sequence for the invoice. This number increases with every distribution for this invoice.
Revenue Organization	Revenue organization for the line item.
Revenue Account	Revenue account for the distribution.
Project	Project for the distribution.
Project Account	Project account for the distribution.
Percent	Percent of the amount due for this distribution. 100 = 100%.
Fund	Fund the accounts reside in. The default is the value in the associated service record.
AR Account	Accounts receivable account to be debited during billing and credited during payments.
Cash Account	Cash account to be debited during payments.
Tax Fund	Tax fund for the distribution. This defaults to the fund associated with the service record. This is only available if the Sales Tax option on the Line Item Details tab was selected.
Tax Account	Tax account for the distribution. This is only available if the Sales Tax option on the Line Item Details tab was selected.
Tax AR Account	Tax accounts receivable account. This defaults to the fund associated with the service record. This is only available if the Sales Tax option on the Line Item Details tab was selected.
Tax Cash Account	Tax cash account. This defaults to the fund associated with the service record. This is only available if the Sales Tax option on the Line Item Details tab was selected.