Add or Edit an Invoice Batch

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 Batch page allows authorized users to enter and maintain customer invoice batches.

To access the Miscellaneous Billing Invoice Batch page, go to Financial Management > Miscellaneous Billing > Billing Invoice Batches. On the Miscellaneous Billing Invoice Batch List page, click New or the Batch Number hyperlink in the list to open an existing invoice batch.

General

The General tab allows authorized users to enter basic invoice batch header information.

  1. In Department select the department to assign to the invoice. The user must have authorization to the department for Miscellaneous Billing processing. See Process Manager in Miscellaneous Billing Setup for more information.
  2. Select or enter the Date on which the batch of invoices is being processed.
  3. In Number enter the number assigned to the batch for identification purposes during processing. The valid values are 1 through 9,999,999,999 and dashes are allowed. The number must be unique regardless of any other value (e.g., OrgStructure or BatchDate). In ADD mode, the batch number is automatically assigned based on the number entered on the Counters tab on the Company FM Settings page. If no data was entered on the Counters tab on the Company FM Settings page, you must manually enter a batch number. This field is disabled in EDIT mode.
  4. In Invoice Type select the type of invoice being processed. It only displays the invoice types to which you have been given authority by your system administrator. This field can be modified in EDIT mode.
  5. Enter a Description of the invoice batch.
  6. Select or enter the Billing Date on which the invoices were issued. The default is the current system date.
  7. In Due Date, select or enter the date on which the total amount of the invoice is due from the customer. It can be modified in EDIT mode. If the invoice type is changed, the Due Date automatically updates.
  8. In G/L Date, select or enter the date on which the invoices posted to the general ledger are recorded. The default is the current system date. It can be modified in EDIT mode. The date must be a valid date, but less than the date entered in the Maximum Future post date field on the Journal Processing tab on the Company Suite Settings page.
  9. In Comments, you can optionally enter any additional text in the box regarding the invoice batch or selected a previously saved comment from the drop-down list. It may contain 256 characters
  10. Click Save to save the invoice batch information or Save/New to save the batch and create another one.

The Approvals tab allows authorized users to view the approvals needed and completed for the selected invoice batch. The Summary tab allows authorized users to view summary information about the batch.

To delete a miscellaneous billing 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.

If you want to reset all entries to what they were before the page was opened, click Reset. This must be done before you save the record.

To validate the miscellaneous billing invoice batch click Validate. If the batch is successfully validated, the word Valid displays after the Validation Results presented below the general information.

Click New to create a new invoice. To edit an existing invoice, click the Invoice Number hyperlink in the invoice list. See Add or Edit a Miscellaneous Invoice for more information.

Click Load Recurring to view a list of recurring invoices by invoice type for the selected invoice batch. See Recurring Invoice List for more information.

See Also

Miscellaneous Billing Invoice Batch List

Miscellaneous Billing Overview