A/R Billing Invoices

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1 Overview A/R Billing Invoices DPHS Version 7.0 Accounts Receivable billing invoices are entered and posted in batches. Navigate to Accounts Receivable>Billing Page 1 of 10

2 B Data Entry The Data Entry menu is where the invoice information is entered and edited. Batch Selection To delete an existing batch highlight it in the browse and click Delete. To create a new batch click New. To generate a batch of recurring invoices click Generate Recurring. (Recurring batches are set up in File Maintenance.) Batch ID If the Parameters file has a non-zero value in the Next Batch ID field, the Invoice Batch ID is assigned by the system. Invoices may be batched by any criteria, as long as all invoices within a batch are posted to the same fiscal period and Property ID; properties cannot be combined in a batch. Entry Date The date for which the batch of invoices is being created; it can be overwritten. Property ID(multi-property databases only) Enter the Property ID for the batch. Page 2 of 10

3 NOTE: If the Property ID for an account number is left blank, it defaults from this field. Post Mo/Yr Enter the post month and year for the batch; it defaults from the current month of the A/R application. Journal OK? This is a system-maintained field used to prevent the posting of a batch until the journal has been printed and the entries balance. Post to GL? Select Yes or No; if the Post GL flag in the Parameters file is set to No, this field defaults to No and cannot be changed. Yes No Post invoice distributions to G/L Do not post distributions to G/L Post Started? This is a system-maintained field used to prevent modification of a batch that has already started to post. System-Generated Tax This is a system-maintained field displaying the tax amount that has been generated for all taxable line items within the batch (For more details on setting up A/R Sales Tax, please refer to the A/R Sales Tax Tech Note). Print Invoices Are invoices required to be printed for this batch? Enter Yes or No. Invoices Printed? This is a system-maintained field used to prevent posting of a batch until the invoices have been printed if the Print Invoices field has been set to Yes. Trx Entered The total number of invoices and debit/credit memos for this batch is calculated by the system. Total Batch Debits The total debit amount for the batch (sum total of all invoices and debit memos) is calculated by the system; system-generated tax amounts are not included in this amount. Total Batch Credits The total credit amount for the batch (sum total of all credit memos) is calculated by the system; system-generated tax amounts are not included in this amount. Click Save to continue to the Client Accounts selection screen. Page 3 of 10

4 Client Accounts Selection TIP: To make changes to a client account, highlight the client and click Update. The client's File Maintenance screen will be displayed so changes can be made. Enter any filter information to locate the client to invoice, highlight the client in the browse and click Select. Batch Transactions To add a new invoice click New, which will display the Client Account Selection screen again. Page 4 of 10

5 Trx No. The system automatically numbers transactions in sequence using the next available number. For each Batch ID, the transaction numbers start at The Batch ID and transaction number are appended to the transaction to provide an audit trail throughout the system. Transaction Type Select a valid type: 1 Invoice 2 Credit Invoice 3 Debit Invoice Client Acct No. The selected client's number and name will be displayed. Invoice No. Enter up to 16 characters for the number of the invoice (if the Parameters file has a non-zero value in the Next Invoice No field, the invoice number is assigned by the system. If this invoice was created through the Front Desk Interface, the folio number is displayed as the invoice number. Apply To This field identifies the invoice to which this transaction will be applied. When entering a regular invoice, the Apply To field will default to the Invoice number. For a debit or credit invoice press <Ctrl-L> to search and select an invoice to which this transaction is to be applied. Trx Date Enter the transaction billing date. Due Date The system will calculate the due date based on the Terms Code set in the Client's file; however it can be overridden. Description (optional) Enter up to 55 characters to describe the invoice. This description appears on statements. Terms The Terms code from the client file is the default; however it can be changed. Tax Exempt? Yes No The client is Tax Exempt, and no tax will be generated. The client is not Tax Exempt and sales tax will be calculated on all taxable items. Page 5 of 10

6 System-Generated Tax This field will display the tax amount that has been generated for all taxable line items within this transaction. Trx Amount This is a system-generated amount calculated by the transaction distributions entered on the following tab. Post Receiv? This field specifies whether the receivable and offset from this invoice are to be posted to the General Ledger application. The system displays a Y or N from the client file. This field may be changed. Valid choices are: Y N Treat this invoice as an original entry. Post the receivable and offset amounts from this invoice to the G/L and create G/L distributions for this invoice. This invoice is for a receivable entered separately in G/L. The receivable and offset amounts are NOT posted to G/L. PO Number Enter up to 16 characters for the client s Purchase Order number, if applicable. AR Account The system displays the receivable G/L account from the client file along with the description; this can be overridden if the G/L application is part of the system. Click Save to continue to the Transaction Distributions screen. Page 6 of 10

7 Transactions Distributions Click New. TIP: To include multiple items in the billing click Items and enter the quantity for each Item Code to be billed, and click Continue. Item Code Enter an item number or use the drop-down arrow to search for an item. Description Enter description for transaction, if applicable. Quantity Enter how much of the item is included in the transactions. Unit Price How much does the item cost? Amount This field will automatically calculate the Quantity and the Unit Price. Taxable Will this item be affected by taxes? Page 7 of 10

8 Tax Code If applicable enter a Tax Code to use for the transaction. Reference Enter the Reference, if applicable. Reference Date The date associated with the Reference. Sales Acct Enter the Sales G/L account to which this invoice is to be posted. Click the drop-down arrow to search for the account. Click Save. Edit List Select the batches to include in the edit list by clicking on each row. Selected batches are highlighted in blue. Click a batch a second time to de-select it. Right-click to select or de-select all batches. Click Continue to run the edit list. It can be viewed on-screen prior to sending to the printer. Page 8 of 10

9 Print Invoices Select the batches for which to print invoices by clicking on the row. Selected batches are highlighted in blue. Click a batch a second time to de-select it. Right-click to select or de-select all batches. Click Continue to print the invoices. The invoices can be viewed on-screen prior to sending to the printer. Page 9 of 10

10 Post Once the edit list is error-free the invoice batches can be posted. Select the batches to include in the edit list by clicking on the row. Selected batches are highlighted in blue. Click a batch a second time to de-select it. Right-click to select or de-select all batches. Click Continue to run the post. The posting journal can be viewed on-screen prior to sending to the printer. Once the post is complete the following message will display: The batch will post to the General Ledger, unless the batch is set to not post to G/L. If there are any further inquiries, please refer to our online Support Forums or contact the Data Plus Support department. Support Forum Data Plus Support Ext 3 support@dphs.com Page 10 of 10