Invoice Create/Adjust/Cancel/View Details

Transcription

1 Invoice Create/Adjust/Cancel/View Details These instructions cover how to make changes to invoices previously calculated. Access Invoice Fees... 1 Preliminary Invoice for Fees Collected at Closing... 1 Create PRELIM Invoice... 1 Final Invoices for Customer Billing... 3 Create Final Invoice... 3 Adjust Final Invoice... 4 Cancel Final Invoice... 4 View Invoice Details... 4 History Details... 4 Payment Details... 5 Address Details... 5 Access Invoice Fees 1. From FASTNav, expand A. Deliver invoice(s) B. Invoice delivery format checkbox(es) C. Function buttons D. Invoice summary information (Invoice Name defaults to Business Source party) E. List of fees currently associated with the file NOTE: All fees, not marked POC are selected by default; remove checkmark(s) from fees to exclude them from invoice Preliminary Invoice for Fees Collected at Closing A preliminary, or PRELIM invoice provides customers with the title and escrow fees that need to be collected at the time of closing. Create PRELIM Invoice Preliminary invoices are created by delivering the invoice using any of the standard delivery methods. 1. In the Sel column in the Invoice Fee List section, check or uncheck the appropriate fees 2. Optionally, select one or more Invoice Format check-box(es) to display additional information on the invoice: A. Select Buyer/Seller/Lender Format to segment the Invoice charges by Buyer, Seller, and Lender B. Select Payment To Info to display address and contact delivery information at the bottom of the invoice (defaults) C. Select Disclose Simultaneous Policy amount to display the Disclosed Owner and Disclosed Loan Premium amounts D. Select Disclose Title Premium Adjustment Amount to display the Title Premium Adjustment amount (not applicable to HUD files) 1

2 3. Optionally, click Note PMT icon to add invoice comments such as a discount or special rate applied A. In the Invoice Comments popup, type the comment(s) B. Click The Note PMT icon turns yellow when comments are added. Invoice comments display below the invoice charges. Preliminary invoices should not be finalized as it generates direct billing to the customer and collection through Accounting. 4. Click Method dropdown to deliver the invoice 5. Select delivery option 6. Click Deliver 7. Make the appropriate selection in the delivery window 8. Return to the Invoice Fees screen to ImageDoc the invoice for historical purposes After the invoice is delivered, the Invoice Num is assigned, Status updates to PRELIM, and INV Status Date update date/time stamp is updated. The invoice document displays the text Invoice Optional: Add Additional Billing Party 1. Click 2. Search for/add GAB ID OR entity from File Address Book 3. Select appropriate fee check-box(es) 4. With the new party selected, deliver the invoice 2

3 NOTE: The new invoice is added to the summary, and the Fees Not Invoiced amount is updated. Optional: Remove Invoice Billing Party 1. Select the appropriate billing party 2. Uncheck any selected fees 3. Click 4. Click to confirm Final Invoices for Customer Billing Final invoices are used when the fees are NOT received at closing (Paid Outside of Closing (POC), but rather billed to the customer. The following fee types cannot be added to a Final Invoice. Fees included in a Fee Transfer that has already been submitted Pending or issued Split Fee disbursement created in Split Fee Screen Pending or issued Recording Tax Check created in the Pay Recording screen Fee marked Paid by Lender or Mortgage Broker in Payment Details A fee with the payment method of CHK, marked in Payment Details (For these fees, the fee check-box must be deselected in the Invoice Fee List before finalizing the invoice.) Create Final Invoice 1. Check or uncheck the appropriate fees 2. Optionally, select Invoice Format option(s) 3. Optionally, add invoice comments such as discount or special rate to the invoice 4. Click 5. ImageDoc the invoice for historical purposes Finalizing an invoice assigns an Invoice Num, updates the Status to FINAL, and modifies the Inv Status Date and Export Request Date date/time stamps. The invoice document displays the text Final Invoice Accounting tracks finalized invoices for payment and sends the customer subsequent billing statements until payment is received. 3

4 Adjust Final Invoice 1. On the Invoice Fees screen, remove the checkmark from the fee to be modified NOTE: The invoice Status changes to FINALADJ, and the invoice amounts adjust accordingly. 2. From FASTNav, click 3. Make the fee modification 4. Click to add the fee back to the invoice 5. If applicable, select the appropriate invoice 6. Click the fee check-box to add it back to the invoice 7. ImageDoc the invoice The Imaged invoice document displays the text Final Invoice/REVISED (Date). If you add new fees from Fee Entry to a finalized invoice, you are prompted to add the new fee to the invoice. If applicable, simply add the fee to the appropriate invoice on the Invoice Fees screen. The Sel check-box will be grayed out if you are restricted from adjusting finalized invoices. Cancel Final Invoice 1. On the Invoice Fees screen, select the invoice you want to cancel 3. Click to confirm 4. ImageDoc the invoice Cancelling an invoice updates the Status to CANCELFINL, and updates the Inv Status Date and Export Request Date date/time stamps. Fee check-box(es) tied to the invoice is also removed. The Imaged invoice document displays the text Canceled Final Invoice/REVISED (Date). The button will be grayed out if you are restricted from cancelling finalized invoices. View Invoice Details History Details Invoice details, such as when fees added or adjusted, are available to view once an invoice is finalized. 1. On the Invoice Fees screen, select the appropriate finalized invoice NOTE: The Invoice History screen opens displaying details. 4

5 3. Click Payment Details View payment details on finalized invoices. Payment information updates nightly. 1. On the Invoice Fees screen, click NOTE: Payment details display in the bottom of the Invoice Comment popup. Payment Statuses A. Payment Applied: fully paid B. Payment Unapplied: (problem with payment) C. Partial Payment Applied: overpaid D. Payment Reversed: payment made in error NOTE: Payment modification requests should be submitted directly to the appropriate accounting department. Address Details View property address information for the fee being invoiced. This is helpful for transactions that involve multiple properties located in different states. 1. On the Invoice Fees screen, select the appropriate fee NOTE: The Property Address Details popup displays the details. 3. Click 5