Setting of Items for Batch Generation

Setting of Items must be done before you can perform Batch Generation of AR Invoices. 

Items that are set here will be used for the Batch Generation of AR Invoices.

Video: CHARGES > Setting of Items for Batch Generation

Set New Item

To set an Invoice Item for batch generation, click on ‘Set New Item’. 

Item Profile Name – Enter the name of the item.

Item Description Format – Format your item description. The purple text shows an example of your Item Description.

Acc to be Credited – Select the account you want to credit. 

Fund – Select fund (if applicable). The default provided is the primary/main fund.

Make Recurring?

No

If you want to generate invoice for this item only once, select No.

Yes

If you want to generate invoice for this item on a recurring basis, select Yes. 

If Yes, is selected, you will have the Repeat Every option to select the invoicing frequency.

Item Start Date – Enter the Start Date to start invoicing this item. 

Never Expires – If you want to invoice this item indefinitely, select Never Expires.

Item End Date – If you have an End Date, deselect Never Expires, then enter the End Date.

Payment Term

Select the type of payment term you wish to use.

The First Due Date, based on your Start Date and Payment Term setting, is shown here for your reference.

Rates

To enter rates into the system, you may choose to either Import Rates or Manually Enter Rates.

Import

Import Rates is the default method and is normally used when many debtors are involved.

Step 1 – Download Template

Step 2 – Fill in the Template

Step 3 – Choose file

Click Import to import the template.

Manually Enter

Manually Enter Rates may be used when very few debtors are involved.

Additional Description – Enter additional description (if any) for each debtor. This field is optional, you may leave it empty.

Additional Description is added to the end of the primary Item Description to form the final Item Description for an Invoice Item.

Example: 

Item Description :                                       Car Park Rental – May 2019

Additional Description :                               Lot 1-1 

The final Item Description would be :         Car Park Rental – May 2019 Lot 1-1 

Amount – Enter the amount to charge each debtor.