Page Comparison

Summary

This article covers how to manage invoices on accounts. It includes but is not limited to, closing, voiding, emailing and rendering invoices.

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When you load an account and access the Invoices page you will see invoices that have been created and their details. Various functions are available on this screen which are described below.

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List Actions

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The list actions shown above relate to all items in the invoices list/table (not just invoices that are selected). These features are explained below:

• Reset: resets the view back to the default data displayed (the standard columns on the Invoices list). This 'reset' list action only appears when the list view has been altered from the default view. For instance the list of invoices shown in the image above has been altered to hide columns which display credit and payment details, clicking reset will bring these columns back

• View: allows you to alter and filter the data displayed in the invoices list (hide columns, show only data that falls within a specific date range, etc.). For more information on configuring views see the Customizing Data Displayed on Lists/Tables Using View Filters article

• Export: allows you to export the list/table details as XML or CSV data. The export will observe the 'View' you have configured and only export the details shown in the AdminPortal

• Print: displays the list data in a printable format. Print will observe the 'View' you have configured and only print the details shown in the AdminPortal

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• Email - emails the selected invoice(s) to the billing contact on the account. This will render and close the invoice selected

• Close - closes the invoice(s) selected. This will render the invoice and mark it as closed, you can then email the invoice or mark it as printed as needed

• Printed - marks the invoice(s) as printed and close them so that they will not be sent to the print queue during billing. You can manually send/email invoices or print them if they need to be delivered to the customer. When you select this option you will be prompted to supply a 'Sent Date'

• Void - voids/reverses an entire invoice and creates a new closed invoice that has the reversals on it. Both the voided and the new invoice will be closed. The 'Void' column will display 'Yes' for the invoice that was voided and 'Voids InvoiceID' for the invoice that voids (or cancels out) the invoice that was voided. Voiding marks both invoices as 'Sent' as well so that they are not automatically delivered to the customer. Invoices need to be voided in chronological order, ie the most recent one first, the the next valid invoice and so on until you get down to the invoice you want to void if its not the latest. This is required so that previous invoice balances and amounts are accurate from invoice to invoice. Voiding an invoice will result in the following:

  • A reversal of the entire invoice, generating a new set of reversals to zero out the original invoice

  • A reversal of taxes according to the current rates. It will not reverse taxes simply by using the tax rates that were originally applied, it will use the existing tax configuration even if the rates have changed since the invoice was originally created

  • The 'Usage Next Bill Date' on the Usage Billing Frequency component will be rolled back so that usage is not billed beyond the reset period
    Alert: prior to EngageIP 8.6.2 the Usage Next Bill Date on accounts was not set back when voiding an invoice. You will need to manually reset the Usage Next Bill date if you are running an older version of EngageIP

  • Recurring and non-recurring package next bill dates will be reset. E.g. if a monthly user-package was billed on for Oct 1^st, the next bill date on the user-package would be updated to Nov 1^st. If the October invoice is voided, the user-package next bill date would be reset back to Oct 1^st so that it can be billed out again. If an invoice contains billed charges for multiple billing periods the user-package next bill dates will be reset back so that it will bill for the initial billing period of the series the next time billing is run

  • A reversal of ticket transactions. Charges will need to be added manually if you want to keep ticket transaction charges on the account

  • The UDRBiller InvoiceID and UDRBillerBucket.InvoiceIDs will be set to NULL for rebilling purposes. For UDRBillers (billing period specific usage charges) and UDRBillerBuckets (billing period specific usage buckets), each of the records billed on the voided invoice will also be cleared out so that they can be billed again

  • One Time fees will be reversed on void, and when rebilled, the one time fees will bill out again

• Open - opens the selected invoice (only one invoice can be open at a time). This allows you or the system to make adjustments, or add more transactions onto the invoice. You likely will want to close the invoice after you're doing making adjustments
  Caution: be sure you are only opening and modifying invoices that have not been sent to the customer

• OpenUnsent - allows you to open the selected invoice provided it was not sent to the customer ('Sent Date' is not set). To prevent sent invoices from being opened the 'Open' list select action can be disabled using role permissions

• PrintQueue - sends the selected invoices to the Print Queue for printing. The print queue can be viewed by accessing the Reports -> Invoice Print Queue report

• ReTotal - updates the InvoiceSummary of the selected open invoice (developer tool). This option should be hidden using role permissions

• XML - exports the data in the selected invoice as XML

• Ticket - allows you to add ticket references

Rendering an Invoice

Rendering an invoice means refreshing it or loading the display of the invoice again to factor in a new invoice template or new charges that were added to the invoice. If an invoice is already open, every time you view it, it will render again. If an invoice is closed, it will have rendered once on close and if the template was changed after you would need to follow the options below to have the system redraw the invoice to see the new charges or template changes;

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The charges at this time should be separated into the correct periods and can be billed normally going forward. Usage should bill again as well per invoice.

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