CREATING AN INVOICE

This section covers generating client invoices. DebtCol is very flexible in that it offers a multitude of ways in which you can invoice your client. Make sure each of your clients are setup with details about how you want DebtCol to invoice them. Once the clients are setup, you can enjoy the productivity the system can bring you in relation to invoicing. For example, your clients can be setup to produce a separate invoice for each case, or all charges relating to a specific client regardless of the case. Invoicing can be handled in bulk where all clients are billed at the end of the month, or the end of the week, or they can be generated as part of a client group, branch or client sub-group. If you need to, you can also invoice for a single charge. The choice is yours.

Accounting > Billings > Invoicing > Generate Invoice(s)

Generating Invoices

When charges are raised in the system, they will be considered “unbilled” until they have been included in an invoice.

Generate Invoices for All Clients

 

1.   Choose All Clients in Bulk from the list of options.

2.   Input any date range if required.

3.   Click Generate Now. The process will produce and invoice for each client with unbilled transactions within any specified range of dates. If no date range is provided it will invoice all items not yet billed. In such cases, the date range shown on the invoice will be between the earliest and latest transaction dates.

When generating invoices for all clients, the following alert will appear:-

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IMPORTANT: Unlike creating an invoice for a single client or case, the related unbilled transactions will NOT be displayed on screen for the user to see when selecting All Clients. Instead, the invoices will automatically be created and dispatched according to each clients invoice dispatch settings. Refer to the Client Maintenance section of this manual and Accounting Page for details of how to setup client invoice dispatch.

When charges are raised in the system, they will be considered “unbilled” until they have been included in an invoice.

Create invoice for a Client

Choose “Specific Client” from the list of options. Input the client code of your choice and any date range if required. Click the button labeled “Locate” on the Action Bar to locate all unbilled transactions belonging to the nominated client within any range of dates given.

The related unbilled transactions will be displayed on screen for the user to see. The user must tag/select the transactions to be invoiced and then nominate the invoice format to be used and method of dispatch. When generated an invoice is produced with a unique invoice number and all the nominated transactions will now become “billed” items.

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Create invoice for a Case

Choose “Specific Case” from the list of options. Input the case number of your choice and any date range if required. Click the button labeled “Locate” on the Action Bar to locate all unbilled transactions belonging to the nominated case within any range of dates given.

The related unbilled transactions will be displayed on screen for the user to see. The user must tag/select the transactions to be invoiced and then nominate the invoice format to be used and method of dispatch. When generated an invoice is produced with a unique invoice number and all the nominated transactions will now become “billed” items.

Create invoices for clients belonging to a Group

Choose “Specific Client Group” from the list of options. Select the group of your choice from the list and any date range if required. Click the button labeled “Generate Now”. The process will produce an invoice for each client within the group with unbilled transactions within any specified range of dates. If no date range is provided it will invoice all items not yet billed. In such cases, the date range shown on the invoice will be between the earliest and latest transaction dates.

IMPORTANT: Unlike creating an invoice for a single client or case, the related unbilled transactions will NOT be displayed on screen for the user to see. Instead, the invoices will automatically be created and dispatched according to each clients invoice dispatch settings. Refer to the Client Maintenance section of this manual and “Accounting Page” for details of how to setup client invoice dispatch.

Create invoices for clients belonging to a Branch

Choose “Specific Branch” from the list of options. Select the branch of your choice from the list and any date range if required. Click the button labeled “Generate Now”. The process will produce an invoice for each client within the branch with unbilled transactions within any specified range of dates. If no date range is provided it will invoice all items not yet billed. In such cases, the date range shown on the invoice will be between the earliest and latest transaction dates.

IMPORTANT: Unlike creating an invoice for a single client or case, the related unbilled transactions will NOT be displayed on screen for the user to see. Instead, the invoices will automatically be created and dispatched according to each clients invoice dispatch settings. Refer to the Client Maintenance section of this manual and “Accounting Page” for details of how to setup client invoice dispatch.

All Clients

Choose “All Clients in Bulk” from the list of options. Input any date range if required. Click the button labeled “Generate Now”. The process will produce an invoice for each client with unbilled transactions within any specified range of dates. If no date range is provided it will invoice all items not yet billed. In such cases, the date range shown on the invoice will be between the earliest and latest transaction dates.

IMPORTANT: Unlike creating an invoice for a single client or case, the related unbilled transactions will NOT be displayed on screen for the user to see. Instead, the invoices will automatically be created and dispatched according to each clients invoice dispatch settings. Refer to the Client Maintenance section of this manual and “Accounting Page” for details of how to setup client invoice dispatch.