Post a bill schedule

A bill schedule can only be posted when it has a status of Pending, Validated and Approved for Posting.

When the bill schedule is posted, it will receive a system-generated sequential 4 digit name to show it has been posted and that no changes may be made to the contents of the schedule. The Source Schedule name will be displayed in the Bill Schedule window.

When you post a recurring bill schedule, the original bill schedule (source schedule) retains its original name, and the newly posted bill schedule will receive the next of the system-generated 4 digit names.

Note: After all billing items have been entered, prior to posting the schedule, we recommend that you run the Pending Item Verification Report to verify data entry of the bill items.

1. Select Bill Schedules from the Accounts Receivable menu, and the Bill Schedules window opens.

2. Check the box beside the schedule you want to post.

3. Click the Post Schedule button at the bottom of the window, and the Post Non-Contract Invoices/Credit Memos window opens.

4. Edit the fields as described below.

   • Invoice Description for Separate Item Invoice/Credit Memo: Select from This Schedule's Description or This Item's Description. Note: If This Schedule's Description is selected, the only place the item description will be available is in the Bill Item record. The invoice will not include it.

   • Invoice Date: Defaults to today's date; may be changed.

   • Maintain A/R by Invoice Item: Check this box if you want to track the status of each item on the invoice instead of just the status of the invoice.

   • Due Date: The default may be changed.

   • Apply (Re-Apply) Additional Fee for Bill Schedule: The percentage defaults to the percentage set in the bill schedule on the Other Options tab. It may be changed here. Check this box to apply the fee, and edit the default percentage as needed.

   • Apply credits to new invoices issued on this schedule: This checkbox is enabled only if any of the customers to be billed on this schedule have existing credits. Check the box to apply any existing credits from any bill schedule to the invoices on this bill schedule.

5. When finished, click OK. The schedule is posted, and its status is changed from Pending, Validated and Approved for Posting to Processed and Posted.

Posting a bill schedule automatically creates the invoices for that bill schedule. The Print Invoice button on the Bill Schedules window is a shortcut to open the Report setup window to print invoices for a selected bill schedule.
Go to Print invoices for instructions.

Invoices may be reviewed and acted on in the A/R Records window.

Return to Create a bill schedule

Return to Billing Process Overview

Return to AptaFund Overview