Invoice - Back Office Setup

Overview

Updated 10/04/2022

 

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

Billing & Invoice Setup Options

Set Invoice Options

Set the Statement Letter Options

Set Billing and Scheduling Options

Apply Invoice Style Changes Retroactively (10/15/2022)

 

 

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
   

 

Set Invoice Options

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 the 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 - [e-mail], [e-mail]
   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

Click here for information about setting up BiWeekly/Monthly invoices.

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.

Apply Invoice Style Changes Retroactively

You can apply a new invoice style and apply it retroactively to previous invoices so that you can apply the corrected style to all applicable invoices. The invoice style can be updated for invoices going forward but will also be prompted to apply retroactively if there are active invoices.

 

In Back Office > Invoice > Summary, there is a new field that displays the Invoice Style for the Invoice.

 

In Back Office > Invoice > Search a new column of Invoice Style is available under the Field Chooser [not defaulted]. When it is selected, the column is populated with the active Invoice style. The Invoice Style can be updated one invoice at a time. When you update the invoice style, you will be prompted with an "Are you sure you want to update the Invoice Style?" dialog.

 

In Customer > Invoices a column of Invoice Style is available under the Field Chooser [not defaulted]. When selected, the column is populated with the active Invoice style. The Invoice Style can be updated one invoice at a time. When you update the invoice style, you will be prompted with an "Are you sure you want to update the Invoice Style?" dialog.

 

In Customer > BackOffice Setup > Billing Setup, the default Department level Invoice Style can be configured and displayed. When an invoice style is updated, it will update the Department default for new invoices. The system will check for previous invoices associated with the department that are being updated. If there are previously associated invoices you will be prompted with a "Do you want to apply the invoice style retroactively?" dialog.

• If you select "No," then the update only applies to new invoices created.
• If you select "Yes," then a grid/wizard pops up with all the associated invoices for that department.
• You can "Select All" or select only a subset.

The new invoice style is then applied to the previous invoices. If you print the previous invoices, you should use the updated style.

In Back Office > Invoice, the updated invoices should use the updated style. In Customer > Invoices, the updated invoices should use the updated style.

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