Billings

A Billing is an invoice created by the district that lists the goods or services provided to the customer.  Billing contains several options including creating a billing, cloning an existing billing, editing an existing billing, printing a billing, applying payments, and applying credits to an existing billing.  

Create a Billing

1. From the Account Receivable menu, select "Billings" to display the Billing grid.
2. Click  
3. Enter desired information into the billing
   1. Enter an existing ledger code or select an existing code from the drop down.  Ledger Codes are created in Accounts Receivable>Ledger Codes.
      1.  TIP: You can filter the drop down by the first letter of the ledger code or by using the wildcard % to filter text included in the ledger code. 
   2. Billing #: auto-assigned 
   3. Enter the Billing date (can be a date in current year, prior year or next fiscal year)
   4. Enter an existing customer or select one from the drop down.  Customers are created in Accounts Receivable>Customers
      1.  TIP: You can filter the drop down by customer number, first letter of customer name or the wildcard % to filter text included in the customer name.
   5. Enter an existing payment location or select one from the drop down.  Payment Locations are created in Accounts Receivable>Payment Locations
   6. Due Date: Will auto-populate from the 'days till due' on the ledger code and calculated from the billing date on initial entry; otherwise if there is no 'days till due' specified on the ledger code, the due date will be left blank for user input.  The due date will not automatically update after initial entry is saved but can be modified by user. 
   7. Attention: Optional field 
   8. Click on  to add items to the billing. Each line includes the following
      1. Line Number: line item number
      2. Service Date: enter date the service was performed
      3. Description: enter description of the item

      4. Amount: enter the amount for the billing item

         Items should NOT be added with a blank (zero) amount.  This may cause a severe error on the billing grid.   Please ensure your billing items contain an amount

      5. Remaining Amount: calculates remaining billing amount after payments have been made/credits have been applied to the item
      6. Amount Paid: calculates the amount paid on the billing item
      7. Applied Credit Amount: calculates amount of credit applied to the item
      8. Account: enter the account code to be credited.  The account code may be a revenue or expenditure account (reduction of expenditure).
         1.  TIP: When filtering by account, you can use '02/' to filter on expenditure accounts or use '03/' to filter on revenue accounts.
   9. Click on  to post the billing to the system.  Click on Cancel to cancel out of the billing without posting.

Search/View Billings

The Billings grid allows you to search for existing billings by clicking in the filter row in the grid columns and entering in the desired information. By default, the Billings grid sorts by the most recent Billing date.  Click on  to generate a quick report based on what you filtered.  Click on any row of the search results to see a highlight view of the record.

Click the view icon  to view a particular billing.  From there, you have the option to edit, clone, apply payments, apply credits or print a billing.

Edit a Billing

Billings that do not have associated payments may be modified. Only fields that are allowed to be edited will be displayed. 

To edit a billing:

1. Query for desired billing
2. Click on the edit icon  for the billing
3. Make desired changes
4. Click on Save to post the billing to the system, click on Cancel to not post the modified billing and return to the Billing grid.

Clone a Billing

The clone function may be used to copy all of the information from an existing billing into a new one while allowing changes to be made before posting the new billing.

1. Select desired billing on grid
2. Click on  to view the billing information
3. Click on to clone the billing into a new billing
4. Make any desired changes and click on  to post the transaction to the system, or click on Cancel to not post the transaction and return to the Billing grid.

Print a Billing

You may print a billing when viewing the billing.  You may also print one or multiple billings from the grid.

To print a single billing:

1. After posting your billing, click on  to print it in either XML or PDF format.  
2. Or select the desired billing from the grid.  Click on  to view the billing information. Click on  to print an existing Billing.  Output Formats include XML or PDF.

To print a multiple billings:

1. Select desired billings on grid
2. Click on  to print selected billings.  Output Formats include XML or PDF.

Apply Credits/Manage Credits

If an overpayment has been made to a billing, a credit may be applied to an outstanding billing against the same customer.  If you wish to issue a refund check to the customer instead, please refer to Credits for more details. 

Apply Credits

After querying and selecting an existing billing, the  option may be used to apply available credit from the customer to the billing.

1. Select and view the desired billing on the grid
2. If there is a credit that can be applied to this customer,   will be made available.  Click on .  It will automatically apply credit against the outstanding amount of the billing.  If the amount of credit is more than the remaining amount of the billing, it will apply credit to the entire remaining amount.  (i.e. If the customer's total credit amount is $100 and the remaining amount of the billing item is $60, using this option will apply the credit to the entire remaining amount $60.  The remaining $40 customer credit is still available to use on another billing.)

Manage Credits

If you want to specify the amount of credit applied to each billing item, click on the Manage Credit icon  displayed on each billing item.

1. A Credit Management window is displayed which provides a summary of the billing item selected.  Click on .
2. The Credit Selection window is displayed containing outstanding credit amounts available to use for this customer. Check the desired credit line and enter the desired amount of that credit and click on  to apply the credit to this billing item.
3. The billing credit will be displayed in the Credit Management window.  Click the 'x' in the top right corner of the window to close the window and the amount will appear in the Applied Credit Amount field in the billing item.

Apply Payment

The Apply Payment option allows you to apply a payment against a billing or multiple billings.  NOTE: When applying payment to multiple billings, they must be for the same customer.  Please refer to Payments for further details

Delete a Billing

The Delete function may be used to delete a billing in an open posting period that does not have any payments made against it.

1. Query the desired billing
2. Click on the Delete icon 
3. Confirm you want to delete by clicking on .

Import Billings

Currently, the Import option is only available to import from the SSWAT file formats.  Click here for the steps on how to import Billings from Classic ARF.

• NOTE: The Classic billing number will not be imported into Redesign as the Redesign billing number but will be stored as the Legacy Number.  When importing, a new Billing # will be auto-assigned.   Classic allowed the same billing numbers (i.e. MISC 00567 and GEN 00567) whereas in Redesign each number tied to a ledger code must be unique.

Email Billings

The Email option allows users to send a bill(s) electronically to the vendor's email address on file. 

1. Query the desired billing(s)
2. Select the bill(s) using the checkbox
3. Click on the Email Icon 
4. A pop up will show with the From and CC emails that have been configured in the Accounts Receivable Billing Email Setup.  If you are selecting one billing to email, you have the ability to modify the Email To field.  If selecting multiple billings, no options on the pop up are editable.  
5. Confirm by clicking 
6. Users will receive a message indicating how many emails were successfully sent and/or failed to send. If there were failed records, this will include a message with details on why it failed.

Once an email has been sent for a Billing, the "'Email Sent" field on the record will be marked. This can be utilized on the grid to query records that have or have not been sent.

More Information on AR Billings

Creating a custom billing form

A custom form can be imported into USAS to be used for printing a custom AR billing. To create a custom PDF form, users can create their own word template and upload it to the Report Manager.  SSDT has provided an AR Billing template which can be modified in Word to create a custom form.  For more information on creating custom forms for PDF transactions, click here.