Add or Edit a Miscellaneous Billing Invoice

The Miscellaneous Billing module is used for charging customers for goods and services provided by your municipality. It is designed for use by a number of departments and can generate one-time (Standard) or repeat/recurring (Template) bills.

The Miscellaneous Billing Invoice page, allows authorized users to enter and maintain specific customer invoices. To create or edit a customer invoice, follow the steps below:

  1. Go to Financial Management > Miscellaneous Billing > Billing Invoice Batches. The Miscellaneous Billing Invoice Batch List page opens.
  2. Create a new batch or select an existing batch to open the Miscellaneous Billing Invoice Batch page. See Add or Edit an Invoice Batch for more information.
  3. Click New to create a new invoice or click the Invoice Number hyperlink in the invoice list to edit an existing invoice.

Invoice

The Invoice tab allows you to enter basic invoice information.

  1. Select the Invoice Type associated with the invoice. It is disabled in EDIT mode. Only invoice types to which you have authority are displayed.
  2. Select or enter the Customer associated with the invoice being created. The customer must have an active status to be selected. This field is disabled in EDIT mode. Clicking the Search icon opens a pop-up which enables you to search for the customer record you want to display.
  3. Enter a textual Description for the invoice. The maximum character length is 64; the minimum is 1. There are no character restrictions.
  4. The Billing Date displays the date the invoice was generated; it is VIEW-ONLY. The default is the invoice batch header billing date.
  5. In Due Date, select or enter the date the invoice is due. The default is the invoice batch header due date.
  6. In G/L Date, select or enter the date on which the invoice is to be recorded in the general ledger. The default is the invoice batch header G/L date. The date must be less than the date entered in the Maximum Future post date field on the Journal Processing tab on the Company Suite Settings page.
  7. Select the Apply Late Fees check box if late fees are to be applied to the invoice.
  8. Select the Apply Finance Charges check box if finance charges are to be applied to the invoice.
  9. Select the Billing Address to use for the invoice. The default is the primary address from the customer contact. The drop-down portion of the Billing Address field lists all addresses defined for the customer chosen. On the left of the field is a Move Previous symbol; click the symbol to move the display to the previous billing address record in the list. On the right of the field is a Move Next symbol; click the symbol to move the display to the next billing address record in the list. Click the Move First symbol to display the first billing address listed. Click the Move Last symbol to display the last billing address listed.
  10. The Email Address field is for informational purposes only. The Email Address label, however, is a hyperlink. Clicking the label opens the applicable Miscellaneous Billing Customer page where the email address can be modified if necessary.
  11. Select or enter any comments associated with the invoice. It may contain 256 characters.
  12. Click Save or Save/New to save and create a new invoice.

The Invoice page redisplays with billing code information at the bottom, which you can update if desired.

Field Description
Billing Code Billing code used for the line item on the invoice. If the invoice item is from Inventory Billing, this column displays the inventory item instead of the billing code.
Quantity Quantity of the invoice line item. The acceptable range is .0001 through 999,999,999.9999. Once a quantity has been entered, the Quantity, Unit of Measure, and Price per Unit on the page and will be used to calculate the Total Price.
Unit of Measure Unit of measure on which the price per unit is based for the line item.
Override Price per Unit Per unit charge for the invoice line item.
Price per Unit Displays the ‘Step Rate’ label to indicate that the billing code price is based on a predefined step rate. The word Override displays below the Price per Unit column heading if the row’s Override Price per Unit contains a price.
Detail Clicking opens the Invoice Billing Detail pop-up page where you can override the detail for the particular billing code, such as rate, general ledger account, quantity and unit of measure. This field is disabled if the quantity for the row is zero (0).
Insert Clicking copies the current billing code row and enables you to add a separate quantity for a billing code if the price per unit must be different for the additional quantity. This field is disabled if the quantity for the row is zero (0).

Invoice Billing Detail

The Invoice Billing Detail pop-up page, accessed by clicking the Detail icon on the Invoice page, allows authorized users to view (and change if desired) detailed billing information for a selected invoice. Click OK after updating the page and to save the changes.

Field Description
Quantity Total number of items to apply to the selected billing code on the invoice. The acceptable range is -.0001 through -9,999,999.9999 and .0001 through 9,999,999.9999. The default is the value entered in the Quantity field for the row in the Billing Code list on the Invoice page. Zero is an invalid entry.
Unit of Measure The unit of measure associated with the items ordered for the selected billing code on the invoice. It is enabled if Quantity is not equal to 0.
Comments The free-form comments associated with the invoice billing detail. The maximum character length is 256.
G/L Account Select a general ledger account associated with the invoice.
Rate per Unit The rate to override the default rate of the items ordered. The acceptable range is –.0001 through 9,999,999.9999 and .0001 through 9,999,999.9999.

Click Notes to add notes for the miscellaneous billing invoice. This tab makes use of the Document Viewer feature. This button is visible only if you have rights to the Miscellaneous Billing Invoice Notes security component. It is disabled if you do not have Change rights to the Miscellaneous Billing - Invoice security component.

When adding a new invoice, click Add Customer to add a new customer prior to starting the invoice entry. It is disabled if you do not have Change rights to the Miscellaneous Billing - Invoice security component. See Add or Edit a Customer Record for more information on using this page.

The Summary tab allows authorized users to view summarized information such as gross billed, billing adjustments, and payments.

The Documents tab allows you to view and track documents associated with an invoice on your system. Documents may include Microsoft Word® text files, digitized photographs, or even video clips. Remote Documents may also be added. See Document Viewer for more information.

To delete an invoice batch click Delete. 

The Delete button is hidden or disabled if you do not have the appropriate security permissions. If you are authorized, when you click Delete you are prompted to confirm the deletion.

See Also

Add or Edit an Invoice Batch

Miscellaneous Billing Overview