Invoice Type Distributions

Invoice Type Distributions allows authorized users to maintain default general ledger, payment processing options, and billing codes information for the invoice types.

  1. To access the Invoice Type Distributions page, 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.
  2. When you save a new record, the Invoice Type Distributions page opens. Otherwise, click Distributions to define the debit and credit distributions for this invoice type on the Invoice Type Distributions page.

Note: If while updating an invoice type distribution 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.

  1. In Effective Dates, select the effective date range for the invoice type distributions information.

    On the left and right sides of the drop-down list are arrows. Clicking the left arrow moves the display to the previous effective date range in the list (i.e., earlier in time from the currently selected date range). Clicking the right arrow moves the display to the next effective date range in the list (i.e., later in time from the currently selected date range). See Copy Effective Date for more information on creating a new effective date.

  2. In Start Date, select the effective start date for the invoice type distributions information. The date selected must be greater than the previous record’s start date. The effective Start Date must be unique for each instance of the invoice type. The time periods during which an invoice type is effective must be unique for that type.
  3. Click Save to save this invoice type distribution.

This section groups the default general ledger distributions and payment processing options for the invoice type.

  1. In Billing Account Method, select the revenue recognition method to use for the invoice type (i.e., Cash or Accrual). The default is Accrual. If Cash is selected there are no receivable accounts and the entry is recognized as revenue.
  2. In Revenue G/L Account, select the default revenue account to be used when this invoice gets processed. Clicking the Search icon () next to this field opens a pop-up which enables you to search for the G/L account you want to display.
  3. If Accrual is selected as a Billing Account Method,select a Bad Debt Expense G/L Account, which is the default bad debt expense account to be used when writing off uncollectible accounts associated with the invoice type. If entered, the Bad Debt Expense G/L Account must share the same Fund (Organization 1) as the Revenue G/L Account selected. Clicking the Search icon () next to this field opens a pop-up which enables you to search for the G/L account you want to display.
  4. In Override Cash Account, select the cash account to use for invoice type revenue collections. This overrides the fund's default cash incoming account setup. Use this if you want the cash coming in to go to a specific cash account other than the fund's default offsetting account.
  5. If Accrual is selected as a Billing Account Method, select an Override Receivable Account, which is the receivable account to use for invoice type revenue collections. It overrides the fund's default A/R account setup. Use this if you want the receivable to hit a specific receivable account other than the Fund's default A/R account.
  6. If Accrual is selected as a Billing Account Method, select a Doubtful Receivable Account, which is the receivable account to use when the receivable is reclassified to doubtful. If the attribute is not defined, invoices of this type cannot be selected in Bad Debt Processing for reclassification. It overrides the Fund's default A/R account setup. Use this if you have a specific account used to track doubtful A/R.
  7. If the Invoice Type is set up to only support memo invoices, the Memo Billing Expense Account field appears. Use Memo Billing Expense Account to select the departmental account that will be expensed for the selected invoice type. When a memo invoice is created for this invoice type, the system matches the departmental organization set defined for the customer with this expense account to create the general ledger account that will be charged the expense.
  8. To allocate revenues to projects, in Default Project select the project to which Miscellaneous Billing revenue will be allocated. Clicking the Search icon () next to this field opens a pop-up which enables you to search for the project you want to display.

Note: The Revenue G/L Account selected above on this page needs to be set up to use projects, and the projects need to be set up to accept revenue.

  1. Clear the Allow Partial Payments check box if you do not want to collect partial payments.
  2. In Partial Payment Method, select the method in which partial payments are allocated (i.e., Sequential or Prorated). The default is Prorated. Even if partial payments cannot be collected, the application of undesignated balances (overpayments) to an invoice during billing is always allowed and the amount applied may be less than what is being billed.
    • Prorated – Distributes payment proportionately based on percentages of billing codes.
    • Sequential – Distributes payment based on the order of the sequence numbers assigned to the invoice, late fee, and finance charge.
  3. In Invoice Payment Sequence Number, select the payment sequence to use when a partial payment is received. The number must be unique. It is visible and enabled only if the Allow Partial Payments check box is selected. The available options are 1, 2, or 3. The default selection is 1.
  4. In Late Fee Payment Sequence Number, select the payment sequence to use when a partial payment is received. It must be unique. It is visible and enabled only if the Allow Partial Payments check box is selected. The available options are 1, 2, or 3. The default selection is 2.
  5. In Finance Charge Payment Sequence Number, select the payment sequence to use when a partial payment is received. It must be unique. It is visible and enabled only if the Allow Partial Payments check box is selected. The available options are 1, 2, or 3. The default selection is 3.
  6. In Reclassification Credit Points, type the number of credit points assigned when invoices of this type are reclassified from Accounts Receivable to Doubtful Receivables. The acceptable range is 1 through 999.
  7. In Assignment Credit Points, type the number of credit points assigned when invoices of this type are assigned to a collection agency. The acceptable range is 1 through 999.
  8. In Write Off Credit Points, type the number of credit points assigned when invoices of this type are written off to either bad debt, collection agency, or property taxes. The acceptable range is 1 through 999.

This section groups the default late fee information for the invoice type. You can assign the accounting method to use, dollar amount or percent within parameters, and a default GL account. The fields in this section are visible when the Apply Late Fees check box is selected.

  1. Select the Apply Late Fees check box if late fees will be charged for the invoice type. If selected, it also enables the Apply Late Fee field on the Billing Code page.
  2. Select the Calculate on Late Fees check box if late fees will be calculated on top of existing late fees for the invoice.
  3. Select the Calculate on Finance Charges check box if late fees will be calculated on top of existing finance charges for the invoice.
  4. Select the Apply to Reclassified Invoices check box if late fees should be applied to invoices reclassified as Doubtful Receivables.
  5. Select the Apply to Invoices Assigned to a Collection Agency check box if late fees should be applied to invoices that have been assigned to a collection agency. It can only be changed if an effective dated record has not been used.
  6. The Accounting Method is enabled if Accrual is selected in the Billing Account Method field. Select the revenue recognition method to use for the invoice type late fees (i.e., Cash or Accrual).
  7. In Credit Points, type the number of credit points assigned to each instance of applying late fees to an invoice.
  8. In Amount, type the flat fee amount to be billed as late fees. The acceptable range is .01 through 9,999,999.99. Percentage or Amount is allowed, but not both.
  9. In Percentage, type the percentage amount to be used to calculate late fees. The acceptable range is .0001 through 100.0000. Percentage or Amount is allowed, but not both.
  10. In Minimum Amount, type the minimum dollar amount of late fees to be billed when calculating late fees based on a percentage. It is enabled if a value is entered in the Percentage field. It is disabled if a value is entered in the Amount field. The acceptable range is .01 through 9,999,999.99.
  11. In Maximum Amount, type the maximum dollar amount of late fees that can be billed when calculating late fees based on a percentage. It is enabled when a value is entered in the Percentage field. It is disabled if a value is entered in the Amount field. The acceptable range is .01 through 9,999,999.99. The Maximum Amount field must be greater than or equal to the Minimum Amount field.
  12. In Default G/L Account, select the default G/L account to use for recording the late fee revenue. It must be in the same Fund as the Bad Debt G/L Expense Account selected. Clicking the Search () icon next to this field opens a pop-up which enables you to search for the record you want to display.

This section groups the default Finance Charge information for the Invoice Type. You can assign the accounting method to use, percentage within parameters, and a default GL account. The fields in this section are visible when the Apply Finance Charges check box is selected.

  1. Select the Apply Finance Charges check box if finance charges will be charged for the Invoice Type. If selected, it enables the Apply Finance Charge field on the Billing Code page.
  2. Select the Calculate on Finance Charges check box if finance charges will be calculated on top of existing finance charges for the invoice.
  3. Select the Calculate on Late Fees check box if finance charges will be calculated on top of existing late fees for the invoice.
  4. Select the Apply to Reclassified Invoices check box if finance charges should be applied to invoices reclassified as Doubtful Receivables. It can only be changed if an effective dated record has not been used.
  5. Select the Apply to Invoices Assigned to a Collection Agency check box if finance charges should be applied to invoices that have been assigned to a collection agency. It can only be changed if an effective dated record has not been used.
  6. In Accounting Method, select the revenue recognition method to use for the Invoice Type Finance Charges (i.e., Cash or Accrual). It is disabled if Cash is selected in the Billing Account Method field. It is enabled if Accrual is selected in the Billing Account Method field.
  7. In Credit Points, type the number of credit points assigned for each instance of applying finance charges to an invoice. The acceptable range is 1 through 999.
  8. In Percentage, type the percentage amount to be used to calculate finance charges. The acceptable range is 0.0001 through 100.0000.
  9. In Minimum Amount, type the minimum dollar amount of finance charges to be billed when calculating finance charges based on a percentage. It is enabled if a value is entered in the Percentage field. The acceptable range is .01 through 9,999,999.99.
  10. In Maximum Amount, type the maximum dollar amount of finance charges that can be billed when calculating finance charges based on a percentage. It is enabled if a value is entered in the Percentage field. The acceptable range is .01 through 9,999,999.99.
  11. In Default G/L Account, select the default G/L account to use for recording finance charges revenue. The account must be in the same Fund as the Bad Debt G/L Expense Account selected. Clicking the Search () icon next to this field opens a pop-up which enables you to search for the record you want to display.

Delete an Invoice Type Distribution

To delete an invoice type distribution, 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.

Copy Invoice Type Distributions

Use this feature to make changes to invoice types that have been previously used. While on the Invoice Type Distributions page, you can copy the default general ledger information for the invoice type to create a new one with a new effective date.

  1. Click Copy, which copies the values from the currently effective record into the fields using the New Effective Date specified. This button is hidden if you do not have Add permission rights to the Miscellaneous Billing - Invoice Types security component.
  2. In New Effective Date, select or enter the new date for the new invoice type distribution.
  3. Click OK.
  4. Update the fields on the Invoice Type Distribution page as needed and save the new record.
See Also

Allocate Revenues to Projects

Invoice Type

Billing Codes

Miscellaneous Billing Setup