Generate Invoices

The Accounts Receivable system is an extra-charge module which may or may not be activated for your software installation. Please contact Dillner's Support for further information.

In general, the Accounts Receivable system is designed to manage the creation of Accounts Receivable Invoices, the recording of Accounts Receivable Payments and issuing of Accounts Receivable Statements and Drafts. Accounts Receivable Invoices can be generated individually or automatically using Repetitive Billing Groups. As an aid to the creation of Accounts Receivable Invoices, Invoice Items and Sales Tax items can be predefined. The ability to charge customers using credit cards or ACH Drafting is also available.

This topic deals strictly with the Activities>Generate Invoices window. For complete Accounts Receivable information see the Accounts Receivable Manual.

To Generate Repetitive Billing Invoices:

1. Select Activites>Generate Invoices.
2. Check the box in the Generate column for any billing group to be used this period. More than one group may be checked.
3. Enter the Date that will be used for the invoices.
4. Enter a Memo, if desired. This memo will appear at the top of each invoice and as a description on the A/R Statement.
5. Select the A/R Account that the invoices will be posted to. Only GL accounts with the Type of Accounts Receivable will be available in the list.
6. Select the Tax area that will be used on the invoices. If there are multiple taxing areas, a unique Repetitive Billing Group must be set up for each tax area.
7. Click Generate to generate the invoices.
   

The following dialog box will open when the invoices have been generated.

Additional notes:

Descriptions entered in the Memo fields and the A/R Account selections will be remembered, and do not have to be entered when processing future months.

Batch Name

Each repetitive billing group is assigned a unique Batch Name. The Billing Group, Effective Year and Effective Period are identified in the Batch Name. If invoices were generated for a billing group more than once, a hyphen and number will be added for each additional iteration. For example, GMONTHLY 2006-08-1 identifies an invoice as follows:

• G⁠—Generate Invoices.
• MONTHLY⁠—Billing Group.
• 2020⁠—Effective Year.
• 4—Effective period.
• -1, -2, etc⁠—Numbered invoices for the same billing group.

Missed Billing Groups

If you discover that a billing group was accidentally left unchecked, return to Activities>Generate Invoices. Check the skipped groups and click Generate.

Duplicate Billing

If a billing group is selected more than once in a period, the following dialog box will open identifying the groups which have already been used. Click NO, deselect the boxes for the duplicated groups, then click Generate.

Delete Generated Invoices

If a billing group was selected in error and invoices were generated, the entire group may be deleted at once. It may also be necessary to delete a group of invoices if they were generated before customer maintenance was completed.

To delete invoices by batch:

1. Select Activities>Generate Invoices.
2. Select the batch that needs to be deleted from the drop-down list in the Undo by batch field.
3. Click Undo.
   

The following dialog box will open when the batch has been deleted.

Note: The effective year and period for an invoice is determined by the invoice date. If invoices are dated for a future period, select Utilities>Process Future Period. Select the period that matches the invoice date to Undo invoices.