The billing tab offers a number of options for creating and managing invoices or payments on a case. On the right side of the page, any invoices for the case will be listed displaying the invoice date, invoice number, total and amount due.
To add a new invoice, click the bill button with the plus icon at the top.
To remove an invoice, simply highlight the invoice in the list and click the bill button with the minus icon.
The invoice number and date can be changed via the invoice # and date boxes.
A variety of options are available below the invoice list to make changes to the invoice information and settings. Notes
Inventory Notes
Under the notes section, reasons can be added for embalming ,vault, forwarding/receiving funeral home or general statement notes can be added.
Inventory Taxes
The invoice taxes section gives you the option to apply default taxes to all items, or remove tax from all items. Specific types of taxes can also be applied to all items using the drop down list to select a certain kind of tax.
Purchasers
The purchasers option allows you to manage purchasers for the invoice. Purchasers will populate in this area if the person is marked as a purchaser in the family and friends tab of the case. Primary purchaser can be marked via the primary checkbox. Purchasers can also be added from the rolodex via the plus icon.
Miscellaneous
Under the miscellaneous section, a variety of options are available. A last billed date can be set, or the invoice can be marked to be excluded from the All Due Bills report. The invoice can be marked as bad debt or can also be toggled to be excluded from interest calculations, the interest rate can also be set to a certain percentage.
The "Pull Items Current Prices" option will update the price of all items to the current prices in the GPL. Once you click this option, a window will appear that shows what items will have prices changed and you will be shown the old price and the new current price. Simply check what items you want to update prices for and hit ok to save the changes.
Trusting
The trusting sections allows to enable or disable trust funding on the invoice. Date and sales need information can be set along with a registration fee amount. The trust details button will take you to the trust page where trust contracts can be set up and edited. More information on the trust billing feature is available in the trusts article.
Commissions
The commissions section is where staff members can be added who will earn commission on this particular invoice. A lead source and sales type can be added along with the staff member. Select a staff member from the drop down list and click save to add them as a commission earner.
Commissions can be enabled or disabled for the invoice using the enable and disable buttons. The commission details button will take you to the commissions page where details on commissions can be configured.
Payment Schedule
In the payment schedule section, details can be added regarding yearly payments and amounts. Details like payments per year, APR percentage, number of years of payments, due dates and down payment amounts can all be added.
Accounting Summary
Under the accounting summary section, a quick summary of the various invoice items will be displayed including discounts, adjustments and totals.
At the bottom of the invoice option tabs, totals and subtotals are displayed. Totals are not editable in this area and would need to be edited via the item pricing or discounts and adjustments. A list of printable documents are available for the invoice via the drop down list. Select an invoice document and click the print icon to print.
Invoice Items
On the Invoice Items section, the various categories and items on an invoice will be listed out with prices.
Items from the general price list can be added to the invoice by selecting an item from the "Add Item" drop down list.
Items that are not in the general price list can be manually added to an invoice by clicking the item button with a plus sign. This will open up a section at the bottom of the page called "Invoice Item Details - New Item". Here you can enter the item name, price, cost, quantity and categories. Click save once you have the information entered to save the item to the invoice.
To delete an item from the invoice, highlight the item and click the item button with a minus beside it.
Payments and Adjustments
The payments and adjustments section will show any payments, discounts or adjustments that have been added to an invoice. Any payments, discounts or adjustments will be listed out showing the date, type, name of purchaser or item and amounts.
Underneath the list of payments and adjustments, options are available to add a payment, discount, adjustment, interest or refund.
The payment option will allow you to enter a payment to the invoice but it is important to note that this will not process any payment, this option is strictly for tracking payment information on the case.
Date of payment, type of payment, amount, receipt number, name on check/card, CC/Check number and debit/credit categories can all be entered for the payment. Once you have all the payment information entered, click the save button to add the payment to the invoice.
If a merchant account is connected to the system, payment processing functionality is possible through the payment icon that displays credit card options. The information entered in this section is the same as the other payment entry option but the payment can actually be processed through your connected merchant account in this case.
Both the discount and adjustment options will require items to be selected from the item list on the right to apply the adjustment or discount to. Information for date, type, amount and debit/credit categories can be added on these entries. If you would like to discount or adjust items by a percentage, you can utilize the default % option above the item list to enter that.
The interest option allows you to add interest entries to the invoice. The interest calculation assistant on the right side offers a few different options for calculating the interest amount based on number of months or days. Like the other sections, information regarding date, type, amount, receipt number and debit/credit type can all be added to the interest entry.
If a balance for an invoice is negative, the refund option will be available. The refund option allows you to add a refund amount to the invoice. Date, type, amount, receipt number and debit/credit details can all be added to the refund entry. If the total on the invoice needs to be altered but the invoice balance is not in negative, the adjustment option should be used instead of the refund option.
C/A Reconcile
The cash advance reconcile section will display any paid or unpaid cash advances from the invoice. The section at the top of the page will display any unpaid cash advances that are on the invoice.
To add a cash advance to the paid list, simply highlight the item in the list, select the appropriate category, contact and expense type, then click the save button. A checkbox option is also available to ignore the cash advance and remove it from this section if it is already paid or not something that needs to be paid.
Once a cash advance has been added to the paid or pending payables list, a check can be printed to pay the vendor by clicking the "Print Selected Payable" button.
After clicking this and generating the check, the item will be marked as paid on the list. An invoice will also be created in the Accounting > Accounts Payable section of the system to pay the vendor with.