Automated Invoicing Accounts Receivable>Automated Invoicing

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Overview

Automated invoices streamlines the billing process.

 

Invoices are printed and posted into the Sales Journal based on user-defined criteria. Once an invoice is posted, all transactions in the system that comprised the invoice are flagged as Billed (Bill Status = Billed) and are linked to the Sales Journal entry. Deleting or voiding the invoice reverts the bill statuses to Ready to Bill and removes the link for posted invoices.

 

Additionally, Automated Invoicing makes invoice management more efficient by allowing the user to email (InFocus 2.0+), print and archive posted invoices directly from InFocus.

 

 

Key Concepts

•Only projects with assigned invoice designs can print. Invoice Designs are assigned to a project at Projects>Billing Tab under Invoicing
•Invoices are printed and posted into the Sales Journal based on user-entered criteria. More on the Sales Journal
•All transactions in the system that comprised an invoice are flagged as Billed (bill status equal to billed) and are linked to the Sales Journal entry
•The user can email invoices directly from Automated Invoicing (InFocus 2.0 +)
•Deleting or Voiding an invoice in the Sales Journal reverts the bill status to Ready to Bill and removes the link for posted invoices. Note: documents archived to the Sales Journal entry must be removed prior to deleting the invoice.
•Automated Invoicing supports simultaneous billings for multiple users through Invoice Sessions

 

Invoice Sessions

 

Automated Invoicing was designed to allow multiple users to bill simultaneously. However, in order to prevent two users from billing the same project, user sessions are maintained. When the logged-in user runs Automated Invoicing, a new session for that user is created, but only after deleting that user's previous session. That user's session is closed (deleted) when the user exits Automated Invoicing.

 

If a user exits Automated Invoicing abnormally (e.g. power loss or shutting down the system without exiting normally) the user's session will not be deleted. Projects maintained in that session would not be available for invoicing until that user's session is properly cleared. In this event, you can run Clear All Invoice Sessions (see below) to correct the situation. This occurrence can only occur when multiple users have been in this applet.

 

 

Field Descriptions

 

Below is a list of standard applet fields/buttons/elements used in the Automated Invoicing menu and toolbar.

 

Menu Options

 

•File/Help - Lists standard InFocus File and Help options

 

Toolbar Options

 

The Automated Invoicing toolbar has one button: Clear All Invoices Sessions. Running this utility will clear all current Automated Invoicing sessions (see below). Access to this feature is governed by the "Can Clear Invoice Sessions" special right via Global Settings>Permissions.

 

•Clear all Invoice Sessions - When selected, the utility will clear out all current user sessions. Automated Invoicing was designed to allow multiple users to bill simultaneously. In order to prevent two users from billing the same project, user sessions are maintained.