Billing Process Overview

1. Setup the AR tables

2. Create bill schedules

3. Add items to bill schedules

4. Validate/approve the bill schedule

5. Post the bill schedule

6. Print invoices for the bill schedule

Year-end functions:

• Rollover bill schedules

• Accounts Receivable rollover

AR tables

You'll use the AR tables to set up items once that can then be used repeatedly to speed the billing process.

An example would be to create a Continuing Education category, an In-Service Workshop event/job, and recurring billing items for registration fees, training materials, and catering that are linked to the Continuing Education category. The BOCES or service center can then use a recurring bill schedule to bill the districts for their participation in the continuing education workshops.

• Categories: Use categories to speed the process of creating invoices by indicating default descriptions, billing, invoice & ledger account information that will be used when billing items linked to a category.

• Event/Jobs: Use an event/job record for things that will be billed repeatedly, e.g. workshops. An event/job is linked to a single category.

• Recurring Billing Items: Use recurring billing items to create similar bills for many customers. A recurring item is linked to a single category and has default cost and account information that can be overridden when the item is added to a bill schedule.

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Bill Schedules

Use this window to create invoice batches for one-time and recurring bills. Other actions available in this window are:

• Add & view billing items

• Validate & approve the schedule

• Post the schedule

• Print invoices

• Edit bill schedules

• Delete bill schedules

• Add a similar bill schedule

• Un-approve the schedule

• Apply an additional fee

• Import billing items

• Rollover bill schedules

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A/R records

Use the A/R Records window to view the list of invoices in the system, review and edit them. Also create invoices that don't result from a bill schedule and create credit memos.

Available actions are:

• Void or reverse an invoice

• Write off the balance of an invoice

• View the activity on and balance of an invoice

• Two utilities: Accounts Receivable Rollover and Accounts Receivable Carryover Import

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Billing Items

Use the Billing Items window to view the list of items included on all the bill schedules (invoice batches). Available actions are:

• Add items to bill schedules

• Edit items on bill schedules

• Delete items from bill schedules

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