Invoice Selecting/Grouping Criteria

When running the New Invoice routine, the system uses your entries in the Billing records to determine what billing records are included and which ones are grouped together and placed on an invoice.

Selecting Billing Records

The system selects billing records to be included in the New Invoices routine based on these criteria:

1. Payment Type - a payment record exists with the payment type of 'Billing'.
2. Billing Date - the date of the Billing record is on or before the system date.  The system will not include billing records which are supposed to be billed at a future date (i.e. date in 'Date' field is later than the day you're running the new invoices).
3. Receipt Number - the Receipt Number field is empty (the billing record has not previously been assigned an invoice number).

Grouping Billings

The system determines which billings are grouped together and assigned to a specific invoice based on waht is entered in Payer Details:

1. P.O. # Number entries must match exactly to be included on the same invoice.  For instance, if you have 2 billings for ACEware Systems, Inc. and you've entered a P.O. # number for only 1 of the billings, the system will place the billings on 2 separate invoices.
2. Payer Name entries must match exactly for them to be included on the same invoice.  For instance, the following entries would be seen as 3 different payers, and the system would place the billings on 3 separate invoices.

ACEware Systems, Inc.

ACEware Systems,  Inc. (i.e. 2 spaces are between comma and Inc.)

ACEware Systems

3. Attention entries must match exactly to be included on the same invoice.  For instance, the following would be placed on separate invoices--even if the Payer Name is the same:

World Headquarters

World  Headquarters (i.e. 2 spaces are between World and Headquarters)

World HQ