Contract Manager - Raising Contract Invoices (Batch Process)
Contract Manager - Contract Invoicing
Quick Intro
The Contract Invoicing screen is designed to help you raise all your monthly contract invoices in one batch process. It is intended to be run on a schedule of once a month. All due or overdue invoices are included in the batch, regardless of whether a contract is being invoiced all at once, or in instalments, be that monthly, quarterly, or something else.
Where To Find It
Open the Contract Manager and click the Generate Contract Invoices tab at the top.
Filtering the List of Invoices
By default, all invoices due on or after today's date are shown, but you can change this effective date if you want to, for example, invoice next month's contracts in advance.
There are also options to include confirmed renewal contracts (by default, only Current Contracts are included), filter on Direct Debit contracts only (if you want to process these in they're own batch), and to change the display order of the records.
Processing Options
By default, invoices are fully raised and finalised on customers' accounts, but you can disable this an leave them as unposted invoice lines. If you do this, bear in mind that you will need to complete an additional process to finalise these invoices.
You can also automatically print and/or email the invoices, as they are raised, by ticking the Print/Email Invoices option. The action is dependent on each customer's specific contact preferences.
Starting the Process
By default, all customers/invoices are selected for processing, but you can use the Sel column checkbox to de-select individual customers if you need. If there are some anomalies that you don't want to invoice, this lets you get on with the process now, and then you can review these afterwards. You can also use the green and red Select All/Select None buttons above the invoice list.
Once you're happy, click the blue Generate button to start the process. You will be prompted to confirm the number of invoices to be raised, and the options you've selected. Once started, a progress bar will show at the bottom of the screen, and a red X Cancel button.
If you need to, you can halt the process by clicking the red X at the bottom of the screen. However, any invoices already processed will not be reversed.
Notes & Tips
- You can export the list before you start, using the green Export button, in case you want to refer back to it later.
- This screen shows all due and overdue invoices, which may include multiple instalments for a single contract.
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