Invoicing a Contract

  1. Run the Contracts to be Invoiced Report to review which contracts are ready to be invoiced.

    Follow the steps in Running the Contracts to be Invoiced Report.

    Only contracts with a Billed Thru date earlier than the Contracts to be Renewed Before date are included on the report. For fixed contracts, the Billed Thru date on the contract header is used. For calculated contracts, the Billed Thru date on each contract line is used.

  2. Run the Contract Invoicing utility for the contracts that are ready.
  3. Open the Contract Invoicing form.
  4. Specify this information:
    Contracts To Be Renewed Before
    Select the same date as you used on the report.
    Invoice Date
    Select the date to use for invoicing.
    Print Fixed Contract Lines
    Select this check box to include fixed contract lines in the output.
    Translate to Domestic Currency
    Select this check box to translate the currency to the domestic amount on the output.
    Print Euro Total
    Select this check box to print the total in both the Euro currency and the transaction currency.
    Use Profile
    Select this check box to use the associated vendor or customer document profile, if one exists.
    Summarize Line Periods
    Select this check box to print a billing summary for the contract line instead of printing multiple lines. For example, if the contract is $10/month, billed monthly, and you are performing an invoice for three months, select this check box to print $30 instead of three lines showing $10 each.
    Consolidate Partial Lines
    Select this check box to consolidate any partial lines on the report output. A section is displayed on the output showing the rate and unit of rate for partial lines. When this check box is selected, the Print Rate Details, Print Check-out Date, and Print Min Bill Thru fields are cleared and disabled.
    Include Rental Contracts
    Select this check box to include rental contracts in the invoice.
    Include Service Contracts
    Select this check box to display only one invoice line per contract line, even if multiple billing periods are due to be invoiced. That one line is a summation of all the periods.
    Print Min Bill Thru
    Select this check box to include minimum bill through date on the invoice.
    Print Check In Date
    Select this check box to include the rental check in date on the invoice.
    Print Rate Details
    Select this check box to include contract rate and unit of rate on the invoice.
  5. In the Include Billing Frequencies section, use the check boxes to select the billing frequencies to include in the utility. See Contract Billing Frequency for more information.
  6. In the Note Types section, use the check boxes to select the notes to include in the output.
  7. For these fields, select the range of values to include in the invoicing process:
    • Contract
    • Line
    • Service Type
    • Customer
  8. Specify these reprint options:
    Invoice
    Select the range of invoice numbers to include.
    Invoice Date
    Select the range of invoice dates to include.
    Use Original Customer Address
    Select this check box to use the address saved on the original invoice header when reprinting. If cleared, the address information is reprinted using the current address from the customer master.
    Use Original Company Address
    Select this check box to use the address saved on the original invoice header when reprinting. If cleared, the address information is reprinted using the current address from the General Parameters form.
  9. Select the print options for the output:
    • Align Form: Select this option to print a form alignment to ensure that the output prints correctly.
    • Print Invoices: Select this option to print the invoiced output.
  10. Click Process to run the utility and complete invoicing.
Note: 
  • Click Reprint to print the data without any updates or to reprint the invoice.
  • After running the utility, an A/R invoice record is created. Use the A/R Payment Posting form to update the customer balance.