Invoices

Once a billing run is processed, select this option to print the actual invoices that will be sent to the accounts.

The format for this invoice is defined by selecting Setup | Accounting | Account Billing | Bill Format—see Bill Format in the Setup Manual for details.

Business Rules determine the default sort order, truck sequence, and truck departure order for invoices. Business Rules also determine whether payment notes and remit addresses are printed, whether accounts with zero balances or zero billing activity are printed and have invoice numbers, whether scan lines are printed, and the placement of blank lines. Business Rules determine whether office pay subscribers are printed on a separate page, and the sort sequence that should be used for printing office pay subscribers.

Finally, Business Rule—What should display for an override label in account billing for Invoice Date and Bill Date? determine the label to be displayed on the invoices.

Note:

Invoices can also be printed on carrier/dealer bundle tops. See Invoices on Bundle for details.

To create invoices:

1. Select Invoices from the Account Billing menu to display the Account Invoices window. All of the active billing runs that are ready to produce invoices are displayed.

   
2. Select the billing run(s) to include (click the appropriate checkbox(es) in the Process column).

3. Enter the sort parameters for the invoices. If one of the billing runs you are printing invoices for is a selected accounts billing, the invoices will sort by account.

   Field	Type	What to enter
   SORT ORDER	predefined	Indicate whether the invoices should be sorted by account, account group, name, route, district, zone, region, area, truck, distribution code or depot (see Distribution Code and Depot in the Setup Manual for more information about distribution codes and depots, respectively). You can also sort by publication and then district, zone, region or area.
   TRUCK SEQUENCE, TRUCK DEPARTURE	setup	Enter the truck sequence and truck departure sequence in which the invoices should be printed when the sort order is “Truck”. If the sort order is not “Truck”, these sequences enable the system to print the correct truck on the invoice.

4. Click Continue to produce the invoices.

Arrears vs. Advance Invoices

Account Setup determines whether accounts are billed in advance of or after delivery. If before, the bill will contain an estimate of next period’s billing (which the carrier/dealer pays), the actual charges and credits for this period, and a reversal (adjustment) for the bill that was paid last period. For example, if a monthly advance-bill account receives a bill at the end of June, the bill will contain an estimate of charges and credits for July, the actual figures for June, and a reversal for the June estimate that was paid in May.

Example— Account Invoice