Creating an Invoice Batch

When you are ready to generate invoices, you’ll first need to create an invoice batch. This involves selecting the charges to include in the batch (either by creating a new charge filter or running a saved filter), reviewing the selected charges and making any necessary changes, and finally generating the batch.

Specify Selection Criteria

Create a new filter

  1. From the Invoice Management menu, select Charge Filters.
  2. Identify the header-level filter information. You must identify the date range, the Invoice Date, and the Invoice Types to include in this filter. See Charge Filters Header screen for more information.
  3. Click Proceed to continue. The system displays a blank row where you can enter more detailed filter criteria.
  4. Define the detailed filter criteria, if necessary.
    The first value is the Charge Type, which identifies which type of value you want to filter on:
    • Warehouse
    • Customer
    • Charge Number
    • Bill To Customer
    • Charge Code
    • Order Number
  5. Select the filter type, and then define the rest of the filter line by selecting the operator and entering the value(s) you want to match.
    See Charge Filters Detail screen for more information.
  6. Click Save to store the filter line.
    Continue to specify additional filter lines as necessary.

    When you finish entering the filter lines, you can choose to save the filter for future use. Click Create Filter to save the filter; you’ll be prompted for a filter name. You can also set the filter as the default and identify it as a Recurring batch (a batch that will be re-used over again).

  7. When you have finished entering all filter lines, click Show Charges to continue.
    The system displays the Charge Filters – Charge List, which includes a list of all open charges matching the filter criteria.

Use a saved filter

As discussed in step 6 above, you can save filters for re-use. Rather than re-entering filter information each time you want to create an invoice batch, you can select a saved filter to run.

  1. From the Invoice Management menu, select Saved Filter. The system displays the Saved Filters list.
  2. Select the filter you want to use by selecting the appropriate check box.
    Note: If necessary, you can display the details of a filter to make changes to the saved selection criteria.
  3. Click Show Charges.
    The system displays the Charge list, which includes a list of all open charges that match the filter criteria.

Review Selected Charges

After you select charges (through a new filter or by using a Saved filter), the system displays a list of all selected charges. You can review these charges prior to creating the batch.

Editing a Charge

  1. Display the details of the charge you want to edit.
  2. Make the necessary changes to the charge record.
  3. Click Save.
  4. Click List View to return to the list of charges.

Remove Charges from the Batch

  1. Select each charge you want to remove by selecting the appropriate check boxes.
  2. Click Remove from Batch.
    The charges will be removed from the batch and restored to an Open status, where they can be re-selected during the invoicing process.

Generate the Batch

After you have reviewed all the charges and are ready to continue, you can generate the Invoice Batch. You can either create a new batch for the charges, or you can add the charges to an existing invoice batch.

Creating a new Batch

On the Charges List view, click Create New Batch. The system creates a new batch in Open status, and displays the new batch on the Batch list view of the Batches screen.

Adding Charges to an Existing Batch

  1. While on the Charges List view, click Add to Existing Batch.
    The system displays a list of available batches.
  2. Select the batch you want to add these charges to, and then click OK to continue.
    The system displays the batch on the Batch List view of the Batches screen.