Invoice: Create An Invoice

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Revision as of 15:33, 4 December 2014 by Mlively (Talk | contribs) (→‎Other Methods or Types: added mortgagee invoice)
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Invoices create the policy related receivable and payable amounts for clients, companies, and producers. An invoice transaction can be configured as either Agency Bill, or Direct Bill.

Any invoice can be created using the Express Billing interface, however most Direct Bill invoices are created through either Commission Builder or Commission Download during the monthly direct bill commission statement process.

  • For policy invoices, requires Other -> Security System -> AR -> Policy Transaction -> View and Entry.
  • For quote invoices, requires Other -> Security System -> AR -> Quoted Transaction -> View and Entry.

Other Methods or Types

There are two additional specialized invoice types: Agency Fees, and Late Charges.

Non-Policy Related vendor payable invoices are paid using through Vendor Payables, not the process documented below.

Regular Invoice Using Express Billing

Transaction Not Invoiced
Transaction Already Invoiced

Before you begin, the policy must be entered in the system. All invoice transactions as saved to a policy, specifically to a policy sequence (policy transaction). Each time a policy change occurs, a new policy sequence is added to record the change. For example, when a policy is endorsed, an endorsement transaction is added to the existing policy; when a policy is renewed, a renewal transaction is added to the existing policy.

  1. Load the client on one of the four client tabs.
  2. Select the Policy Number from the Active Policies band.
  3. Select Create Item -> Invoice. This will open Express Billing.
    The policy sequence cannot be invoiced if an invoice already exists for that sequence. If the policy sequence is already invoiced, first create a new policy sequence. (See images on right.)
  4. Verify the Bill Method as either Agency Bill or Direct Bill. (To change the default for the policy company see the Company Profile)
  5. Choose the correct Invoice Date.
  6. Select Next to create the first invoice line.
    Expbill-createinv.png
  7. Enter the Premium Amount. (For values greater than 999.99, the comma is not required)
    Expbill-createinv-reg-prem.png
  8. Verify or change any of the default values. The transaction, class, company, department and producer will all default from the policy.
  9. Enter the Agency Commission and Producer Commission if the defaults are not correct. (The Agency Commission will default from the Company Profile. The Producer Commission will default from the Producer Profile.)
    Expbill-createinv-reg-agyprd.png
  10. Optionally enter a short Description which will display for the line on the printed invoiced.
  11. Select Next to add an additional invoice line, such as a fee or tax. An invoice can have a maximum of seven lines.
    If additional lines are created, begin as step #7 above for each additional line.
  12. Select Finish when done, then Save when prompted.
  13. Select Finish or Save to finalize the invoice. This action will generate an invoice number, and create all of the general ledger receivables and payables for the invoice.
    Expbill-createinv-reg-finalize.png
  14. Select Print, Email, or Exit.