Pathway: Accounting > Billing
The Billing screen in the Accounting module simplifies the billing process and keeps a historical record of all billing batches. Within the Pending and In Process tab, two distinct grids are available: the upper grid shows individual billing batches, while the lower grid provides an analysis of the selected batch.
Permissions:
The following permissions are required to view, create and post Billing Batches:
| Permission ID | Permission Name |
| 109 |
View Billing |
| 110 | Add Billing Batch |
| 111 | Post Billing Batch |
Screen Descriptions - Pending and In Process
The number of accounts with applied finance charges or late fees. Select the hyperlink to open the Charges window and view a list of accounts along with the details of the late fees/finance charges. The number of accounts enrolled in auto-pay with pending payment processing. Review these accounts by selecting the hyperlink to open the Auto Pay Invoices popup window.
Upper Grid Field
Description Add Icon
Select to create a new billing batch.
Division Filter
Filters the screen to only display batches of the selected division.
Bill Group
Identifies the bill group the billing batch is for.
A red warning icon is displayed if the Bill Group includes omitted divisions. Hover your mouse over the icon to review which division are omitted from the batch. The right click menu option to omit a division from a batch is only available if the following two conditions are met:
Division
The division the billing batch is associated to.
Batch ID
The ID assigned to the batch when it was created.
Type
Indicates if the billing batch was for 'All Charges', or 'WO and Manual Charges Only.'
Status
The current status of the batch. Additionally, the background color of a batch also reflects its status.
Invoice Date
The invoice date that was entered when the batch was created.
To Date
The date for which the customer is being billed for services and equipment through.
Invoice Count
The total count of invoices the billing batch created. Click the hyperlink value to open the Billing Details popup window for the batch.
Print Count
The total count of invoices that have been printed for the billing batch. Click the hyperlink value to open the Billing Details popup window for the batch.
Notification Count
The count of invoices that were emailed to the customer. Click the hyperlink value to open the Invoice Notification Summary popup window for the batch.
Auto Pay Enrolled
Indications how many accounts are enrolled in auto pay. The first number (xx /xx) represents the amount of accounts pending automatic payment. The second number (xx/xx) represents the amount of accounts enrolled in a future scheduled auto pay. Click the hyperlink value to open the Auto Pay Invoices popup window for the batch.
Auto Pay Processed
The count of invoices that have been processed at the time of billing.
Invoices With Message
If a message was added to the batch, the count of invoices it will be added to is displayed. To add a message, right click on the batch and select 'Add Message.' This is replaced by 'Edit Message' once a message has been added.
Amount
Calculation of the total amount the batch is billing for.
Lower Grid - Results Field
Description Credit Limit Exceeded
The number of accounts where the credit limit has been exceeded. Select the hyperlink to open the Exceeded Credit Limit Accounts and view a list of these accounts.
Inactivity Fees
The number of accounts with applied inactivity fee charges. Select the hyperlink to open the Charges window and view a list of accounts along with their charge details.
Finance Charges / Late Fees
Blanket PO Warnings
The number of blanket purchase orders where the amount being billed for exceeds the blanket purchase order's capped/authorized amount. More information about the blanket purchase orders can be found here: Add Photos, Attachments and Blanket Purchase Orders to Accounts.
Future Rate Increase
The number of accounts affected by a rate increase. Rate increases are applied in Sales > Rate Update Batches. Select the hyperlink to open the Future Rate Increase Invoices window and add an optional message to display on the invoices of the affected accounts.
Lower Grid - Auto Pay (At Billing) Field
Description Pending
External Processing
Lower Grid - Notifications and Trend Analysis Notifications
The number of accounts that have received an invoice notification. Review these accounts by selecting the hyperlink to open the Invoice Notification Summary.
Trend Analysis
The selected Trend Analysis displays a bar graph. Analysis options include:
Screen Description - History
| Filter |
Description |
| Division |
Filters the screen to only display billing batches of the selected division.
|
| Bill Group |
Filters the screen to only display billing batches of the selected bill group.
|
| Type |
Filters the screen to only display billing batches that are scheduled, not scheduled or single invoice billed.
|
| Year |
Filter the screen to limit what is returned to the selected year. |
| Field |
Description |
| Batch ID | The ID assigned to the batch when the batch was created.
|
| Division | The division the batch belongs to.
|
| Type | Indicates if the batch was scheduled, not scheduled or a single invoice.
|
| Status |
Specifies whether the batch status was "Completed" or "Voided." |
| Invoice Date | The specific date when an invoice is issued or created.
|
| From-To Date | The window of time services and charges are being billed for.
|
| Invoice Count | The number of invoices generated in the batch. Click the hyperlink to open the Billing Details popup window.
|
| Amount | The total amount being invoiced for in the batch.
|
| Created By | The user name and timestamp of who created the batch.
|
| Completed/Voided By | The user name and timestamp of who posted or voided the batch.
|