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Customer Back Office Setup - Billing Setup

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For a selected customer, the invoice and billing options are defined in Back Office Setup in the Customer section. 
 
To get to the billing and invoice setup options:
 
  1. In the Customer section, search for and select the customer to work with.

  2. From the Customer submenu, expand Back Office Setup and select Billing Setup.



  3. Complete the three areas of the window as described below.

    Note: The locations of some of the fields on Billing Setup page have changed as of version 13.2, along with new fields added as noted in the 13.2/14.1 release notes. Also, as of version 13.2, the Invoice Preview pane is no longer available.


  1. From the Invoice to Department drop-down menu, select the department to which the invoice will be sent.

    Note: The drop-down menu lists all departments associated with the current customer. If left black it will be sent back to sender.

  2. Set the following invoice options as needed, tabbing off each field to save changes:

    Field Description Additional Information
    Invoice Style Select the style to apply to this customer's invoice. If left black it will be set to the value set in Config Choice: Invoice Setup > InvoiceStyle.
    Separate Invoice By Select the entities by which the invoice is to be separated. For example, if Department Name and Job Title are selected, a separate invoice will be created for each job title and department combination. Each separate invoice will generate a new invoice number and is assigned to it.  
    Group Invoice By Select the entities to display as groups on the invoice. For example, if Job Title is selected, all employees with a given job title are displayed in a group on that invoice. The grouping of the invoice is done sequentially by the order in which the options are chosen. For example: Suppose, Branch Name is selected first and then the Department is selected, then the invoice will be grouped first by Branch Name and then by Department.
    Sort Invoice By Check the items to sort the invoice by. The selections should be made in the order in which you want the invoice to sorted by. As you make selections, the selections along with their order appear in the field's text box.  
    Display Items Check any additional items to display on an invoice.  
    Email Invoice To Enter the email address of a person responsible for receiving the invoice for this customer. If an email address is entered in this field, a confirmation message to send the email will appear after the invoice is printed while processing the billing for that customer.  
    Order Contact Role Place a check mark in each box corresponding to the role of the contact that would place and order on behalf of the customer. Multiple check boxes may be selected.   
    Include Past Invoice Choose Yes to include a past unpaid invoice with the current invoice, otherwise choose No.  
    Print Invoice If an email was entered above but the invoice is still to be printed, choose Yes to print the invoice upon processing, otherwise choose No.  
    Show Daily Hours Choose Yes to include daily hours on the invoice.  
    Show Time Card Choose Yes to include related time cards with the invoice when an invoice is viewed. Visit the Attach Timecards to Invoices help page for details.  

 

 

 

Set Statement Letter Options

 

The following options are related to the billing statement letter.

Note: The Statement Letter group options are available in Avionté version 13.2 and subsequent versions.

 

Field Description Additional Information
Include Finance Charges Check this option to apply finance charges and include them in the billing statement letter. When this option is checked, a confirmation request appears asking whether to assess finance charges retroactively. If you choose Yes, any invoices with a current outstanding balance will now also include finance charges, otherwise no finance charges are applied to outstanding invoices. For examples of how finance charges are calculated and applied, see Finance charge calculation examples. Finance charges are sometimes referred to as "late fees."
Increase Balance Amount Due If the Include Finance Charges option is selected, check this option to increase the invoice balance with any finance charges that apply.  
Finance Charge Percent If finance charges are being applied and the Include Finance Charges option is selected, enter the finance charge percent. For configuring the default value, see DefaultFinanceChargeRate.  
Automatically Email Monthly Statements Choose this option to automatically email the billing statements on a monthly basis. The two options that follow must also be set.

If a payment is made to the invoice AFTER the statement letter has been generated, the invoice will be included in the statement letter and will be shown as "unpaid." 

For example: If a statement letter was sent out on 3/15 and a payment was made to the invoice on 3/16, the payment will not be reflected on the statement letter because the payment was added after the statement was generated.

Day Of Month To Send If the Automatically Email Monthly Statements option has been selected, enter the day of the month to email the monthly statements for this customer. Valid values are 1 - 31. If months are shorter than the value entered (for example in February when the day to send is 31), the last day of the month for the shorter month is used. For configuring the default value, see DefaultDayToEmailStatementLetter.  
Email Statements To Enter valid emails to which the billing statement is to be sent. Separate multiple email addresses with commas. These addresses are used when emailing statements automatically or manually.  




Set Billing & Scheduling Options

  1. From the Billing Period drop-down menu, select how often this customer will be billed.

    Note: Prior to version 13.2, this option was found in the Sales & Service page of the Customer section.

  2. From the Billing Cycle drop-down menu, select when billing will begin.

    • For most billing periods, the options are 1, 2, 3, 4, and Last Week.

    • If the billing period is BiWeekly, the options are 1 or 2.

    • If the billing period is SemiMonthly, Weekly, or Yearly, the option is read only and set to 1.

  3. From the Payment Terms drop-down menu, select the terms of payment to apply to this customer.

  4. If desired, a Max Invoice Amount can be set marking where an invoice should be divided.

    • No invoice will be larger than this amount.

    • It will not divide transactions but will move them to a new invoice if the invoice grows too large.

    • Invoices will be divided by max amount only after being divided by other selections.


Finance Charge Calculation Examples
 
To help explain how finance charges are calculated by Avionté, several examples are provided below. These examples apply to version 13.2 and beyond.
 

 

Example 5: Finance charges setup at beginning; corrections made; retroactive charges apply

 

Preconditions


Customer with invoices overdue.

 

Table 16. Retroactive Charges Apply
Invoice number Due date Invoice amount Bill amount Balance amount Sales tax Discount amount Total finance charges
101 1/1/2013 $100.00 $100.00 $96.12 0 0 $6.12
101-R1 1/1/2013 $60.00 $60.00 $60.00 0 0 0
101-R2 1/1/2013 - $10.00 - $10.00 $0.00 0 0 0

Table 17. Finance charges
Invoice number Month ID Finance charge date Chargeable amount Finance charge amount Total chargeable amount due Charge type
101 1 1/2/2013 $100.00 $2.00 $102.00 Retroactive
101 2 2/2/2013 $102.00 $2.04 $104.04 Retroactive
101 3 3/2/2013 $104.04 $2.08 $106.12 Retroactive

 

Results


Table 18. Finance charges assessed after first invoice correction
Invoice number Month ID Finance charge date Chargeable amount Finance charge amount Total chargeable amount due Charge type Finance charge removed?
101 1 1/2/2013 $100.00 $2.00 $102.00 Retroactive Yes
101 2 2/2/2013 $102.00 $2.04 $104.04 Retroactive Yes
101 3 3/2/2013 $104.40 $2.08 $106.12 Retroactive Yes
101 1 1/2/2013 $100.00 - $2.00 $102.00 Removal No
101 2 2/2/2013 $102.00 - $2.04 $104.04 Removal No
101 3 3/2/2013 $104.04 - $2.08 $106.12 Removal No
101 1 1/2/2013 $160.00 $3.20 $163.20 Correction No
101 2 2/2/2013 $163.20 $3.26 $166.46 Correction No
101 3 3/2/2013 $166.46 $3.33 $169.79 Correction No

Table 19. Finance charges assessed after the second invoice correction
Invoice number Month ID Finance charge date Chargeable amount Finance charge amount Total chargeable amount due Charge type Finance charge removed?
101 1 1/2/2013 $100.00 $2.00 $102.00 Retroactive Yes
101 2 2/2/2013 $102.00 $2.04 $104.04 Retroactive Yes
101 3 3/2/2013 $104.04 $2.08 $106.12 Retroactive Yes
101 1 1/2/2013 $100.00 - $2.00 $102.00 Removal No
101 2 2/2/2013 $102.00 - $2.04 $104.04 Removal No
101 3 3/2/2013 $104.04 - $2.08 $106.12 Removal No
101 1 1/2/2013 $160.00 $3.20 $163.20 Correction Yes
101 2 2/2/2013 $163.20 $3.26 $166.46 Correction Yes
101 3 3/2/2013 $166.46 $3.33 $169.79 Correction Yes
101 1 1/2/2013 $160.00 - $3.20 $163.20 Removal No
101 2 2/2/2013 $163.20 - $3.26 $166.46 Removal No
101 3 3/2/2013 $166.46 - $3.33 $169.79 Removal No
101 1 1/2/2013 $150.00 $3.00 $153.00 Correction No
101 2 2/2/2013 $153.00 $3.06 $156.06 Correction No
101 3 3/2/2013 $156.06 $3.12 $159.18 Correction No

Table 20. Invoices updated as follows
Invoice number Due date Invoice amount Bill amount Balance amount Sales tax Discount amount Total finance charges
101 1/1/2013 $100.00 $100.00 $99.18 0 0 $9.18
101-R1 1/1/2013 $60.00 $60.00 $60.00 0 0 0
101-R2 1/1/2013 - $10.00 - $10.00 $0.00 0 0 0

 

Example 6: Finance charges with a gap; payment made; corrections made; retroactive charges apply

 

Preconditions


Customer with an overdue invoice, with a payment made of $50.00.


Table 21. Invoices updated as follows
Invoice number Due date Invoice amount Bill amount Balance amount Sales tax Discount amount Total finance charges
101 1/1/2013 $100.00 $100.00 $96.12 0 0 $6.12
101-R1 1/1/2013 $25.00 $25.00 $25.00 0 0 0

Table 22. Finance charges
Invoice number Month ID Finance charge date Chargeable amount Finance charge amount Total chargeable amount due Charge type
101 1 1/2/2013 $100.00 $2.00 $102.00 Regular
101 2 2/2/2013 $102.00 $2.04 $104.04 Regular
101 3 3/2/2013 $104.04 $2.08 $106.12 Regular
101 4 5/2/2013 $56.12 $1.12 $57.24 Regular
101 5 6/2/2013 $57.24 $1.14 $58.38 Regular

 

Results


Table 23. Finance charges assessed after the second invoice correction
Invoice number Month ID Finance charge date Chargeable amount Finance charge amount Total chargeable amount due Charge type Finance charge removed?
101 1 1/2/2013 $100.00 $2.00 $102.00 Regular Yes
101 2 2/2/2013 $102.00 $2.04 $104.04 Regular Yes
101 3 3/2/2013 $104.04 $2.08 $106.12 Regular Yes
101 4 5/2/2013 $56.12 $1.12 $57.24 Regular Yes
101 5 6/2/2013 $57.24 $1.14 $58.38 Regular Yes
101 6 7/2/2013 $58.38 $1.17 $59.55 Retroactive Yes
101 7 8/2/2013 $59.55 $1.19 $60.74 Retroactive Yes
101 1 1/2/2013 $100.00 - $2.00 $102.00 Removal No
101 2 2/2/2013 $102.00 - $2.04 $104.04 Removal No
101 3 3/2/2013 $104.04 - $2.08 $106.12 Removal No
101 4 5/2/2013 $56.12 - $1.12 $57.24 Removal No
101 5 6/2/2013 $57.24 - $1.14 $58.38 Removal No
101 6 7/2/2013 $58.38 - $1.17 $59.55 Removal No
101 7 8/2/2013 $59.55 - $1.19 $60.74 Removal No
101 1 1/2/2013 $125.00 $2.50 $$127.50 Correction No
101 2 2/2/2013 $127.50 $2.55 $130.05 Correction No
101 3 3/2/2013 $130.05 $2.60 $132.65 Correction No
101 4 5/2/2013 $82.65 $1.65 $84.30 Correction No
101 5 6/2/2013 $84.30 $1.68 $85.98 Correction No
101 6 7/2/2013 $85.98 $1.72 $87.70 Correction No
101 7 8/2/2013 $87.70 $1.75 $89.45 Correction No

Table 24. Invoices updated as follows
Invoice number Due date Invoice amount Bill amount Balance amount Sales tax Discount amount Total finance charges
101 1/1/2013 $100.00 $100.00 $64.45 0 0 $14.45
101-R1 1/1/2013 $25.00 $25.00 $25.00 0 0 0

 

 


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