Batch Generate AR Invoices
Before you can Batch Generate AR Invoices, ‘Items for Batch Generation’ need to be set first.
Setting of your primary ‘Items for Batch Generation’ e.g. Maintenance Charges and Sinking Fund are included in the Setup Wizard. By completing the Setup Wizard, you would have already set your primary ‘Items for Batch Generation’.
After ‘Items for Batch Generation’ have been set, you may Batch Generate AR Invoices.
Video: CHARGES > Batch Generate AR Invoices
Batch Generate AR Invoices
Items Date Range
Enter the Start Date and End Date of your billing period.
Debtor
‘All Units’ is the default provided.
To select specific Debtors, you may enter one or more debtors here if you intend to only generate invoices for specific debtors.
Multi-Select
Range
To select a range of Debtors, you may set a range of debtors e.g. from 28-01-01 to 28-01-05.
After selecting Debtor, click 'Next'.
Items
All set items with ‘Start Date’ or ‘Recurring Start Date’ that fall within the ‘Items Date Range’ that you entered will appear here.
All items are ticked as selected by default.
You may control which items to include or exclude from your invoices.
To exclude any item from the invoice generation, untick the item.
Late Payment Interest
The ‘Late Payment Interest’ option will either be active or inactive depending on your settings (Settings > Payment Term, Grace Period & Late Payment Interest Settings). If it is active, you may tick the checkbox and enter the date up to which you wish to assess Late Payment Interest.
Invoice Date
The Start Date that you entered for ‘Items Date Range’ will be the default for ‘Invoice Date’. You may overwrite the default.
Invoice Main Description
A default is provided based on your settings (Settings > Document Settings > Invoice > Batch Generated Invoice Default Main Description Prefix) and the ‘Items Date Range’ you entered. You may overwrite the default.
Format
The default provided, either ticked or unticked, is based on your settings (Settings > Document Settings > Invoice > Batch Generated Invoice Default Option). You may overwrite the default.
Option
The option to ‘Automatically apply Unapplied Amounts in AR Receipts (if any) to outstanding Items in this Batch’ will
either be active or inactive depending on your settings (Settings > Handling of Prepayments).
Click Preview.
Scroll down to preview the invoices to be generated. Click Generate Invoices.
After your invoices are generated, you will return to the homepage for Batch Generate AR Invoices.
Batch Email
To email a batch, click ‘Email’.
The ‘Email’ button in the ‘Batch Generate AR Invoices’ homepage can only be used once. After clicking on the batch ‘Email’ button, the button will become inactive.
Batch Email Delivery Status
Success – Number of emails that have been successfully delivered.
Failed – Number of emails that failed to be delivered.
Pending – Number of emails pending delivery.
Post Only (No Attempt) – Number of documents where no attempt has been made to email the debtor because the debtor’s Correspondence Method is ‘Post Only’.
PDF Generation
Batch
Batch – To export the PDF of the entire Batch, click ‘Batch’.
Post
Post – To export the PDF based on the Correspondence Method set for each debtor, use the ‘Post’ function.
Under ‘Post’, you have a further 3 options:
Post > All – Generate PDF for ‘All’ Debtors with Correspondence Method of ‘Both Email & Post’ or ‘Post Only’.
Post > Within – Generate PDF for ‘All’ Debtors with Correspondence Method of ‘Both Email & Post’ or ‘Post Only’ with Correspondence Address ‘Within’ the project.
Post > Outside – Generate PDF for ‘All’ Debtors with Correspondence Method of ‘Both Email & Post’ or ‘Post Only’ with Correspondence Address ‘Outside’ the project.
View
View details and generation criteria of the batch.