How to Create Service Invoices 

How to Invoice for One Billing Period. 

Learn how to invoice for one billing period (i.e., monthly invoice OR 20-day billing period for Manitoba) 

Billing Modes:

1. Pre-Billing on Schedule: Used is most cases. Will calculate all fees based on the child’s scheduled service fees (childcare, other fees, transportation fees) within the statement billing period.
2. Adjustment: Used if you have pre-billed but have then since adjusted the child’s schedule within that pre-billed statement period. (ie. additional days)
3. Post-Billing on Attendance: Invoice at the end of the statement period based on your actual attendance.

FOLLOW THESE STEPS: 

How to create service invoices:  

1. Go to the left menu > Select Accounts Receivable.  
2. Select Billing.  
3. Select Invoice Services.  
4. Select a Billing Mode = Pre-billing schedule.  
5. Select a Customer Statement Period = The billing period to be invoiced.  
6. Select a Location = Location to be invoiced.  
7. Select a Payer Contact = ** ONLY IF the user wants to isolate a contact, otherwise leave blank to display all scheduled children and their services.
8. Select GO.  
9. Review invoices for accuracy: 
   • Selecting the edit pencil will allow the user to view all payers’ invoices. This could include Subsidy, or any Grants should the child qualify.  
10. Once the invoices are ready and approved. Select the “POST” button to complete and post the invoices.
    • Posting invoices = billing the payers for the childcare services provided which then appears on their statements. Invoices do not go out to the payer.
11. Repeat for all locations.   

NEXT STEP = Generate the Statements to review fees and make any adjustments. (Statements will only appear on the payer’s account once they are published. Statements can be emailed out to the payer when publishing.)

How to review statements:

1. Navigate to: Accounts Receivable > Statements > Process Statements 
2. Select the following: 
   • Branch: Choose the location. 
   • Period: Select the billing period for the invoices you posted.
     • (Statements will not be accurate if invoices have not been reviewed and posted)
3. Click Preview Statement to review. 
   • To view the details of a specific statement, click the PDF icon found to the right.
     • Manual credits or invoices can be made at this time to make any adjustments.
4. Once reviewed and approved:
   • Select the Payers you would like to publish (complete) their statements with a blue checkmark
   • Publish Date = the date you wish to have these statements published
   • Send On Demand Alert = Select if you wish to send out via email:
     • Select “On Demand Alert Rule”
   • Click the Publish Statements when ready to publish.
     • Statements will be emailed out on the present day
5. Repeat for all locations.

NOTE: Statements can be reviewed and adjusted at any time. Adjustments do need to be within that billing period to display accordingly. When re-publishing, please follow the steps outlined above.