Mass Invoice Templates

On this page:

Menu Path: From Billing & Receipts, select Miscellaneous Billing, select Invoices, and then select Mass Invoice Templates.

You can use mass invoices to create invoice templates for a service that will be billed for all applicable customers, such as a parking service. When you generate a mass invoice, all customers with the same service record receive the invoice.

A mass invoice template specifies how the customers with the service being mass invoiced will be charged.

When you generate a batch of mass invoices, the batch includes all customers who have the service and customer cycle being billed on their customer record and have a status of Active.

We recommend that you review the appropriate mass invoice template before generating a batch invoice from that template.

The following options display on the Action Bar:

Mass Invoice Report
Generate Batch

Add Mass Invoice Templates

Click Add New.
Complete the fields in the Invoice Information, Line Item Details, and Line Item Distribution tabs.
Click OK.

Generate Mass Invoice Reports

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

Generate Mass 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 mrmivrp.rpt.

Change Mass Invoice Templates

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 in the Invoice Information, Line Item Details, and Line Item Distribution tabs as needed. For details, refer to the Fields section below.
Click OK.

Generate a Batch of Mass Invoices

Enter criteria identifying the records to list, then click Find. To run an advanced search, click Advanced.

All mass invoice templates selected will process in this procedure. If certain invoices should not be created for all templates in the List section, refine your search to include only the desired records.
Click Actions on the Action Bar, then choose Generate Batch.
Enter the control number, then click OK. The system creates a batch invoice under the control number you entered. If you encounter errors during the procedure, review the system mass invoice post error log and make changes as needed.

Fields

Invoice Information Tab

Field	Description
Service Code	Select the service code for the customer.
Mass Invoice Number	System-generated number identifying the mass invoice. The selected Service Code will prefix the mass invoice number. For example, the first invoice under the MAIN service code is MAIN000001. Display only.
Status	Select: Active Hold
Customer Cycle	The billing cycle for the invoice.
Invoice Date	Date the invoice was issued.
Payment Terms Code	User-defined selection for the payment terms for the invoice. This defines when payment is due based on specific terms. For details, refer to Term Codes.
Due Date	The date that the payment is due.
Comment	Enter any comments or descriptions about the invoice to be printed on reports.
For Period Beginning	Beginning date of the billing period. This detail is for informational purposes only and does not directly affect the invoice.
And Ending	Ending date of the billing period. This detail is for informational purposes only and does not directly affect this invoice.

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.
Quantity Type	Select the quantity of the item for the invoice. Leave this field blank to enter the amount in the Quantity field manually. This field is only available if the Item Type is Item. Select: Qty 1 = Def Dec 1 2 = Def Dec 2 3 = Def Dec 3 4 = Def Dec 4 5 = Def Dec 5
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.

Remaining Amounts Section

Field	Description
Percent	Displays the amount of percent of the cost left to be distributed.