How to invoice more than one payer at a time – Batch Customer Invoices

Batch Customer Invoices can be used to bill the same fee to multiple payers at one time.

Before creating batch invoices, ensure that each child’s payer has been designated as a Default Payer within the child’s account. This allows the system to identify the correct payer to invoice for each child.

Steps to set up the Default Payers:

1. Go to Contacts > Find the Child > Open the Child’s Account
2. Select their Service tab
3. Select the Billing Defaults tab
   • Click “+ Add Child Default Payer”
   • Enter the applicable information
   • Click the SAVE icon to complete

Steps to create Batch Customer Invoices:

Customer Invoice tab:

1. Go to Accounts Receivable
2. Select Batch Customer Invoices
3. In the Customer Invoice tab:
   1. Select Branch
   2. Date
   3. Reference Date
   4. Reference = a note that displays on the payer’s statement
   5. Due Date
      1. Lines table
         1. Click the “+” to add the Fee Item> tab off
         2. Account = should auto populate when you tab off
         3. Description
         4. Quantity
         5. Unit Price
         6. Subtotal
      2. Click the checkmark to apply
      3. Review Information
      4. Click NEXT

Contact Selection tab:

1. In the Contacts Selection tab:
   • Select filters to find the payers you would like to charge the sunscreen fee
   • Click GO to display list of payers
2. Select the payers you would like to charge (blue checkmark)
3. Review selections
4. Click the NEXT

Post Invoices tab:

1. In the Post Invoices tab:
   • Review
   • “Create additional document for each child?”:
     • Select this option if you want to apply an invoice (document) to each child associated with the payer.
     • Leave this option unselected if you want to apply one invoice (document) per payer, regardless of how many children are associated with that payer.
   • Click the POST INVOICES button to complete