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Create an invoice and billing batch

 

To create a batch follow the steps below:

 

1. From the left hand panel click Billing
2. Then click Create New Batch
The Create Billing Batch page displays
Note: The first time that you use the billing module it may take a few moments to build your initial contract list. 

 

Billing Page Explained

 

Columns:
Name Description
Customer Name The name of the customer
Contract Name The name of the contract specific to the customer
Contract Type The type of contract (This will effect billing behaviour)
Total Balance The total amount currently due from the customer contract
Selected Balance The balance that you will bill the customer for in this batch
Batch Details:  
Item Description
Bills To Create Auto updates based on selected contracts
Unbilled Tickets Auto updates - The number of customer tickets in the current batch that are yet to be billed
Hours Worked Auto updates - The total number of Ticket Hours worked in this billing batch
Billable Amount Auto Updates - The total amount to be billed in this batch
Tax Auto updates - The total tax amount on all selected contracts in the billing batch. If 'Taxable' checkbox is enabled at contract level tax will be automatically added to the billed amount for THAT CONTRACT ONLY
Total The total amount of the current billing batch (Billable Amount + Tax)
 Form Elements  
  A white box indicates that the contract can be selected for inclusion in the billing batch
  A black lock indicates that the contract cannot currently be selected for inclusion as it is still in an open contract period i.e. it is not 'ready for billing' 
   The blue lines expand the details of the contract and allow you to include or exclude specific items from the billing batch

You can filter the list of contracts based on:

  • Contract Type
  • Taxable Contracts (Whether the contract is enabled for tax or not)
  • Customer
  • Periods (Choose not to display contracts in the middle of their billing period)
3. Select contracts for inclusion by clicking the white boxes - the boxes will turn black to indicate the items have been selected
ally_1.png

 

Note: The Batch Details will update as you select items

 

4. Click the expand icon next to each selected contract to view and update as required

The expanded contract view displays
ally_2.png

Review each contract selected and update as required

Review the selected items. You can also deselect items if you wish.

Note: All currently due items are auto selected based on the contract - this includes any overdue items and any currently due items that are ready to be billed.

 
 
 
 
 
5. Review Batch Details
6. Enter a batch name in the Save As field
7. Click Run
The Billing Batch displays invoice listing
Note: Use the Delete button to remove any unwanted invoices from the batch.
8. Under Batch Details box select if One invoice per customer is required (Consolidated invoice)

9. Click Generate Invoices

The invoices display

 

 

You can view individual invoices by clicking Edit next to the invoice you wish to view

 

You can adjust the taxes, if you wish, line by line and click Save Invoice to save your changes. You can also print the invoice using the Print button

 

10. To export the invoice batch click Export

The Export Invoices page displays.
11. Select the export method - in this example we will use QuickBooks Online
12. Sign into QuickBooks online - you may have to wait a short time for authorization to complete

Please note: In Chrome browsers, you might need to authorize access, by clicking on the key icon in the URL. 

A message displays when your batch is successfully exported

 
An Invoice Batch will appear as follows in QuickBooks
Quickbooks_image.png

 

Note: You can also export a billing batch as a CSV file (see below). It contains a unique customer identifier (‘Business Number’) and a product identifier (‘SKU’).

mceclip0.png

 

 

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