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Invoice - Back Office Setup

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For a selected customer, the invoice and billing options are defined in Back Office Setup in the Customer section.  


 
Billing & Invoice Setup Options
  1. From the Start Page, navigate to the Customer section.

  2. Search for and select the customer.

  3. From the Customer sub-menu, expand Back Office Setup in the lower-left menu and select Billing Setup.




  4. 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.

    Finance
    charge calculation examples

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

    Note: The drop-down 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
    Invoice Style Select the style to apply to this customer's invoice.

    Note
    : If left blank 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.

    Note: 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.

     

    To send an invoice to multiple recipients, separate email addresses with a comma. Example - user1@gmail.com, user2@gmail.com

    Include Past Invoice Choose Yes to include a past unpaid invoice with the current invoice.
    Print Invoice If an email was entered above but the invoice is still to be printed, choose Yes to print the invoice upon processing.
    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.

 

 

Set the 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.

Option Description
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.
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. 
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.
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. 
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 and Scheduling Options

 

Field Description
Billing Period Select how the customer will be billed.

Note: Prior to version 13.2, this option was found in the Sales & Service page of the Customer section.
Billing Cycle Select how often the customer will be billed.

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

  • 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.
Payment Terms Select the terms of payment to apply to this customer.
Max Invoice Amount

Marks 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.

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