This screen lets you print a single bill for a selected customer, consisting of all invoices over a range of dates. In addition to totaling all bills for the month, you can also apply several additional maintenance and processing fees to the summary bill.
This function is only available if the Enable Summary Billing box is checked in the Customer Master.
PRINT NOW OR PRINT AT END OF MONTH
By default, when you generate invoices for Summary Bill Customers, no invoice is ‘printed’. All the G/L, A/R, A/P and inventory functions proceed as usual, however the ‘piece of paper’ is not generated. If you need to print hard copies of individual invoices you may do so at any time as usual, however you cannot print a tagged batch of invoices for a Summary Bill Customer.
You can override this behaviour and print tagged invoices for Summary Bill Customers using Setup|Global Options.
Procedure
To print a Summary Bill for one customer, go to the Customer Browse and press the [Print] button. Then fill out the fields as described below into the Print Summary Bills Window and press the [Print Summary Bill] button. You can also export this information to a file or print a detailed report from the same window.
Fields
| ORDER ID | Begin by entering an Order ID for the Summary Bill. Use this field to identify the summary bill any way you need for future reference. Just as with a regular sales order/invoice, Simple Accounting will generate its own invoice number when you print the bill.To retrieve an existing summary bill, simply type in its Order ID here. If you wish to start a new summary bill, type in a new Order ID. |
| START DATE | Enter the beginning date of invoices to include on this summary bill. |
| ENDING DATE | Enter the last date for invoices to include on this summary bill. |
| STANDARD MONTHLY FEE(PRODUCT ID) | Enter the PRODUCT ID of the Product/Service to use for billing the Standard Monthly Fee. This amount is defined for the customer in the Customer Editing Window. Leave blank if you do not charge such a fee. |
| PER ORDER PROCESSING FEE (PRODUCT ID) | Enter the PRODUCT ID of the Product/Service to use for applying a per order processing fee. Simple Accounting will search for and total all charges added with this PRODUCT ID within the date range. Leave blank if you do not charge such a fee. |
| PER ITEM/CARTON PROCESSING FEE (PRODUCT ID) | Enter the PRODUCT ID of the Product/Service to use for applying a per item processing fee. Simple Accounting will search for and total all charges added with this PRODUCT ID within the date range. Leave blank if you do not charge such a fee. |
| SUMMARY CHARGE | This lets you enter a miscellaneous charge to the bill not covered by the standard monthly fee. Enter the PRODUCT ID of the service to apply this to, then the AMOUNT, then finally, a description. Leave these fields blank if you do not charge such a fee. |
| INCLUDE ONLY OPEN INVOICES? | Check here to display only open items on the Summary Bill. Leave blank to print all items, paid or unpaid, within the date range. |
| TAG SELECTED INVOICES? | Check here to tag Sales Orders which are a part of this Summary Bill. If your Summary Bill format includes this option, you can use this to selectively exclude invoices from the Summary Bill print. |
| NOTES | Enter up to a page of free text in this Note Taker field. This will print at the footer of the summary bill. This can be used to provide additional information about services performed, company policies or any other useful information. |
Buttons
| [OK] | Save the bill as an invoiced sales order and exit this screen. Unlike all other sales orders, you cannot directly edit a summary bill from the Sales Order Browse except to void the invoice. |
| [Print] | Save the bill as an invoiced Sales Order, print the summary bill, then exit this screen. |
| [List/Export] | Print a list of the charges totalled for the summary bill. There are three options:Detailed List A detailed list of all items sold within the date range, subtotalled by Site.Export A summary of each Sites billings for the date range, exported to a tab delimited file of your choosing.
After the export file is created, a dialog box offers you the option to print the file in report format. |
CORRECTIONS & VOIDS
You cannot directly edit a summary bill in the sales order browse, but you can void a summary bill at any time. If you make an error in entering a summary bill you can simply correct the fields that need fixing and save.
If you need to void a bill:
1. Go to the Sales Orders Browse and locate the transaction by its Order ID.
2. Void the transaction by pressing the [Void] button.
3. If you need to re-enter the summary bill, go back to the Customers Browse and re-enter the bill using a new Order ID.
There is no control to prevent you from entering overlapping date ranges. It is up to you to make certain that you are not, in effect, billing the customer twice by entering two summary bills containing invoices from the same date range.
