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Add or Edit an Invoice Type

The Invoice Type page allows authorized users to enter and maintain the invoice types used by your municipality that are sent to your customers. Invoice Types are used for categorizing invoice formats, late notices, billing codes, and general ledger distributions. The software allows the system administrator to define the different types of invoices that are generated by your municipality and all the different types of activities that are billed on the different invoice types.

Note: If while updating an invoice type you need to clear your changes, click Reset at any time to return to the previous state the page was in before you save your changes.

To add or edit an invoice type, follow the steps below:

Go to Maintenance > Financial Management > Miscellaneous Billing > Invoice Types.
On the Invoice Type List page, click New or the Code hyperlink in the list to open an existing Invoice Type record.
In Code, type the code to identify the invoice type. The code must be unique. The maximum character length is 16; the minimum is 1.
In Description, type the description of the invoice type. The maximum character length is 32; the minimum is 1.
Select the Active check box if the invoice type code is active and in-use.
In Category, select the category belonging to this invoice type. The category is defined in Validation Set 68. Press CTRL and click the field to open the Validation Set Values List dialog box where you can add or edit a validation set. Category is a way to group similar invoice types together for reporting and inquiry purposes. Examples are: licenses, office rental, and retiree insurance or by Departments (e.g., Fire, Water, Electric, etc.)
In Classification, select the classification of invoice belonging to this invoice type (e.g., Standard or Template).
- Standard – Used for invoices that can be billed anytime and do not have a recurring bill pattern; these invoices are reactive and are sent out as needed. For example, ambulance fees since they could be billed anytime.
- Template – Used for invoices that have a recurring bill pattern; these invoices are proactive and are sent out on a regular schedule. For example, boat slip , hangar, or parking space rentals would be billed each month so the invoice type could be setup as a template since it will have a recurring bill pattern .
In Invoice Format, select the format used for this invoice type. This list is populated with data from the mail merge document that was created using the mail merge. This defines what the invoice will look like when printed.
You must design the MB invoice document that will be sent out to the customers. It’s a mail merge document so you can customize the MB invoice to meet your specifications. This is the document that the system prints out which can be mailed to the MB customers.
In Invoice Reprint Format, select the default format used when users want to reprint an invoice for this invoice type, for example a second notice. This list is also populated with data from the mail merge document that was created using the mail merge. This defines what the invoice will look like when reprinted.
Select the Print Barcode on Invoice check box if the barcode should be printed on the invoice. When selected, this enables the Payment Code field. Enabling this feature is a time-saving benefit to your organization, allowing users to bypass manually entering the invoice number during the payment collection process.
In Payment Code select the payment code to associate with the invoice type. It is enabled if the Print Barcode on Invoice check box is selected. (Payment Codes are defined in Maintenance > new world ERP Suite > Revenue Collection > Payment Codes with Miscellaneous Billing as the A/R Sub Ledger.)
In Number of Days until Due type the number of days before the invoice type is due. The acceptable range is 1 through 32,767. The system calculates the default due date based on this number when creating the invoice.
If your organization wants to be able to associate parcels to this invoice type, select the Allow Associated Parcel check box. This will cause the Jurisdiction and Parcel ID fields to display on all invoices of this type where the user has user-based security permissions for Parcel Jusridiction and Miscellaneous Billing Invoice Type.
In Grant, select the grant associated with the invoice type, which ties the invoice to a grant to be used for reimbursements. Selecting a value displays and enables the Grant Program/Grantee field on the Billing Code page. (This Grant field only appears if the Miscellaneous Billing check box is selected on the Grants tab in Company FM Settings.)
Click Save to save this invoice type or Save/New to create another invoice type.

Memo Invoices

Invoice types may be set up as memo invoices that do or do not generate general ledger transactions when posted. Memo invoices let you generate internal billing invoices to other departments within your municipality.

A memo invoice that does generate general ledger transactions may be set up for one department that bills another for services rendered. This type of invoice creates debits and credits, charging an expense account in one department and recognizing a revenue in another department.
A memo invoice that does NOT generate general ledger transactions may be set up for a department that pays a monthly bill for an entire organization, then sends an invoice to each department within the organization, showing the amount that was withdrawn from the department’s expense account for its portion of the bill. This type of invoice improves the method of auditing the expenses that each department incurs.

In Allowed, select whether this invoice type will support memo invoices.
Select the Generate G/L Entries check box if you selected Yes or Only above and if the memo invoice will generate general ledger transactions when posted.
If you select the Generate G/L Entries check box, click Distributions to define the debit and credit distributions for this invoice type. See Invoice Type Distributions for more information.
If you are going to use this invoice type for memo invoice billing, you next need to also set up the billing code to be a memo billing charge. Click Billing Codes on the Invoice Type Distribution page to open the Billing Code List page. This page lists all of the billing codes for the selected invoice type. See Billing Codes for more information.

Remittance

The information entered here will be used by default on invoices and delinquent notices that use this invoice type when printed. This information is not required, but you can map this to your mail merge document. If this remittance information is left blank, the system uses by default the address information entered on the Company tab in Company Suite settings.

In Contact Name type the name of the contact.
In Contact Description type the textual description of the contact. For example, Director or Manager.
In Address Line 1, type the first line of the address at which the contact is located.
In Address Line 2, type the second line of the address at which the contact is located. This is optional.
In Address Line 3, type the first line of the address at which the contact is located. This is optional.
In Zip Code, select or type the zip code where the contact is located.
City displays the city in which the contact is located. This box is automatically populated when a value is selected in the Zip Code box. It can be edited if needed.
State displays the state in which the contact is located. This box is automatically populated with the correct state when a value is selected in the Zip Code box. It can be edited if needed.
In Phone Number, type a telephone number at which the contact can be reached.
Type an Extension, which is the extension number at which the contact can be reached, if necessary.
In Fax Number, type the fax number at which the contact can be reached.
In E-mail Address, type an email address for the contact’s email address.

Add or Edit an Invoice Type

See Also