/
Billings

Billings

A Billing is an invoice created by the district that lists the goods or services provided to the customer.  The Billing functionality includes options to create a new billing, clone or edit an existing billing, print billing, and apply payments or credits.   

Create a Billing

  1. From the Accounts Receivable menu, select "Billings" to display the Billing grid.

  2. Click 

    .

  3. Enter the 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. This date can be a date in the current year, prior year, or the 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, the first letter of the customer name, or use the wildcard symbol % to filter and search for text included in the customer name.

    5. Enter an existing payment location or select one from the drop-down.  A payment location is required on a Billing.  Payment Locations are created in Accounts Receivable>Payment Locations.

    6. Due Date: The due date will auto-populate from the 'Days Till Due' value if it is defined on the ledger code. This date is calculated from the billing date at the time of initial entry. If no 'Days Till Due' is specified, the due date will be left blank for user input.  Once the Billing is saved, the due date will not update automatically, but can still be modified by the user. 

    7. Attention: An Optional field on a billing that is used to specify the individual or department within the customer’s organization who should receive or review the bill.

    8. Click on 

       to add line items to the billing. Each line includes the following:

      1. Line Number: The line item number is automatically numbered.

      2. Service Date:  Enter the date the service was performed.

      3. Description: Enter description of the goods/services being invoiced.

      4. Amount: Enter the amount for the billing item.

      5. Remaining Amount: The amount displayed represents the remaining balance on the billing after payments and credits have been applied.

      6. Amount Paid: The amount paid on the billing item.

      7. Applied Credit Amount: The 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 the billing without posting.

Search/View Billings

The Billings grid allows searches for existing billings by clicking in the filter row in the grid columns and entering the desired information. By default, the Billings grid sorts by the most recent Billing date.  Click on 

 to generate a quick report based on filtered results. Click on any row of the search results to see a highlight view of the record.

To view a specific Billing, click View

. Once opened, options are available to edit, clone, apply payments, apply credits, or print a billing.

image-20250815-194755.png

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 image-20250815-194937.png to modify the Billing.

  3. Make desired changes. Only fields allowed to be edited will be displayed.

  4. Click on Save to post the billing to the system. Click Cancel to return to the Billing grid and not post the modified billing.

Clone a Billing

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

  1. Select the desired Billing on the grid.

  2. Click View

     to display the billing information.

  3. Click on 

    to create a new Billing based on the existing Billing.

  4. Update the new (cloned) Billing with any desired changes.

  5. Click

     to post the transaction to the system. Click Cancel to return to the Billing grid and not post the cloned Billing.

Print a Billing

A Billing can be printed directly from the Billing view screen. You may also select to print one or multiple billings from the grid.

To print a single billing:

  1. After posting your Billing, click

     to generate the Billing in either XML or PDF format.  

  2. Or select the desired Billing from the grid by clicking on View

      and then click  
    . Output Formats include XML or PDF.

To print multiple billings:

  1. Select all Billings on the grid that you wish to print.

  2. Click

     to generate the 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.

The customer of the overpayment and the customer of the credit billing must be the same

  1. Select and view the desired billing on the grid.

  2. If a credit is available for the customer, the  

     button will be active. Click  
     to automatically apply the credit against the outstanding amount on the Billing.  If the available credit exceeds the remaining balance on the Bill, it will apply credit up to the full outstanding 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

To specify the amount of credit applied to each billing item, click on the Manage Credit icon image-20250815-135312.png  displayed on each billing item.

  1. A Credit Management window is then displayed, providing a summary of the selected billing item. Click  

    .

  2. The Credit Selection window is displayed, showing the outstanding credit amounts available for this customer. Check the desired credit line, enter the amount to apply, and click  

     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 can be used to remove a billing within an open posting period, provided no payments have been made against it.