Online Customer Invoices

Use the Online Invoices page to add invoices, display summary listing details, and generate summary list reports of customer online invoices.

Menu Path

From the Billing & Receipts menu, select Miscellaneous Billing. From the Customers menu, select Customer Information. Perform a search, select a customer, then from the action bar select Online Invoice.

Add an Online Invoice

If you have not already created the service record for the customer being invoiced, the system allows you to enter a service during this process.

Enter criteria identifying the records, then click Search. To run an advanced search, click Advanced Search.
Select the desired record, then from the action bar select Online Invoices.
Click Add New.
- The system enters the Customer Number, Name, and Status based on the customer selected on the list page when you click Add New.
- The system automatically assigns a Control Number to identify online invoices created on a specific date. The format is OLMMDDYY, where OL is online, and the date is the system date.
Complete the fields in the three tabs as needed. For details, refer to the Fields and Descriptions section of this page.
Click OK.

After you save an invoice, you cannot change distribution information, add line items, or remove line items.

Generate Online Invoice Reports

Enter criteria identifying the records, then click Search. To run an advanced search, click Advanced Search.
Select the desired record, from the action bar select Online Invoices.
Click Print.
If applicable, select the Invoice Message.
Select or clear Include Customer Message and Print Duplicate, as desired.
If you use Forms Manager, select the desired form. Options depend on use of Forms Manager and if Forms Manager Defaults are assigned.
Click OK.
Specify how you want to generate the report, then click OK. The default file name is invoices.rpt.

Fields and Descriptions

Invoice Information

Field	Description
Service Code	Select the service code for the customer. Service codes are set up on the Services reference table. For details, refer to Services.
Invoice Date	Date of the invoice generation or mailing.
Service Address Code	Select the customer service address code.
Payment Terms Code	Select: 10 - Net 10 Days 30 - Net 30 Days 45 - Net 45 Days REC - Upon Receipt This value defaults to the assigned payment terms in the customer's record.
Due Date	The date the payment is due. This defaults based on the Payment Terms Code.
P.O. Number	Purchase order number to display on the invoice.
Comment	Comments about the invoice to be printed on reports.

Line Item Details

This section contains the following buttons:

Save Item - Save the item to the invoice.
View Details - Access the Line Item Details List section to 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 on the Line Item Distribution tab. Amount - Enter amounts on the Line Item Distribution tab.
Table Key	A Distribution Code, defined in the Distribution Definitions table.

Line Item Distribution

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 Distribution details. This page displays the same fields as the Distribution tab, but the layout is different and all fields are 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	The 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 is selected.
Tax Account	Tax account for the distribution. This is only available if the Sales Tax option on the Line Item Details tab is 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 is 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 is selected.