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Accounts Receivable lets you schedule invoices for the customers and families in your database. When adding a billing code to a customer or family's record, you can set up a schedule for the invoice based on the assigned frequency.

This can be useful if customers have a variety of payment options, and you charge based on the frequency of payment. For example, you may offer customers or families the option to pay either a $84 weekly fee or a $164 biweekly fee.

Scheduling Invoices lets you set up a specific date or day of the month when an invoice is created. You can also schedule the end of the billing cycle by ending the invoice after a number of occurrences or after a specific date.

 To Schedule Invoices for a Customer
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Customer tab, select the customer's record and click Edit.
  4. On the Billing tab, click Add.
  5. Under Billing Information, select and enter the customer's billing information. To learn more about setting up a customer's billing information, see Entering a Customer's Billing Information and Discounts.
  6. In Schedule Information, select Schedule Invoice to schedule a specific time to create the invoice.
  7. In the drop-down list, select the time period when the invoice will be created.
  8. To select a specific date the invoice will be created, use the up and down arrows in the Day list. To create the invoice on a specific day in the month (For Example: The first Monday of the month), select a date from the drop-down list.
  9. In the Start Date drop-down list, select the start date for this customer's billing code.
  10. To end the billing cycle after a specific number of occurrences, select End After Occurrences. Use the up and down arrows to select the number of occurrences the invoice lasts. To end the billing cycle by a specific date, select End By. In the End By drop-down-list, select the date which the billing cycle will end.
  11. Click View Dates to view a calendar showing the dates the invoice will be created. Click Close to exit the calendar.
  12. Click OK to return to the customer's record.
 To Edit a Customer's Scheduled Invoices
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Customer tab, select the customer's record and click Edit.
  4. On the Billing tab, under Mass Billing Codes, select the Mass Billing Code you want to schedule invoices for and click Edit.
  5. Under Schedule Information, select Schedule Invoice to edit the time when the invoice will be created.
  6. In the drop-down list, select the time period to create the invoice.
  7. To select a specific date the invoice will be created, use the up and down arrows in the Day list. To create the invoice on a specific day in the month (For Example: The first Monday of the month), select a date from the drop-down list.
  8. In the Start Date drop-down list, select the start date for this customer's billing code.
  9. To end the billing cycle after a specific number of occurrences, select End After Occurrences. Use the up and down arrows to select the number of occurrences the invoice lasts. To end the billing cycle by a specific date, select End By. In the drop-down-list, select the date which the billing cycle ends.
  10. Click View Dates to view a calendar showing the dates the invoice will be created. Click Close to exit the calendar.
  11. When you have finished editing the customer's billing codes, click OK to return to the customer's record.
  12. To return to the Add/Edit Customers window, click OK.
 To Schedule Invoices for a Family
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers. Click Go .
  3. On the Family tab, select the family's record and click Edit.
  4. On the Billing tab, click Add.
  5. Under Billing Information, select and enter the family's billing information. To learn more about setting up a customer's billing information, see Adding or Editing Family Billing Information.
  6. In Schedule Information, select Schedule Invoice to schedule a specific time to create the invoice.
  7. In the drop-down list, select the time period when the invoice will be created.
  8. To select a specific date to create the invoice, use the up and down arrows in the Day list. To create the invoice on a specific day in the month (For Example: The first Monday of the month), select a date from the drop-down list.
  9. In the Start Date drop-down list, select the start date for this customer's billing code.
  10. To end the billing cycle after a specific number of occurrences, select End After Occurrences. Use the up and down arrows to select the number of occurrences the invoice lasts. To end the billing cycle by a specific date, select End By. In the End By drop-down-list, select the date which the billing cycle ends.
  11. Click View Dates to view a calendar showing the dates the invoice will be created. Click Close to exit the calendar.
  12. Click OK to return to the customer's record.
 To Edit a Family's Scheduled Invoices
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Customers, then click Go .
  3. On the Family tab, select the family's record and click Edit.
  4. On the Billing tab, under Mass Billing Codes, select the Mass Billing Code you want to schedule invoices for and click Edit.
  5. In Schedule Information, select Schedule Invoice to edit the time to create the invoice.
  6. In the drop-down lists, select the time period when the invoice will be created.
  7. To select a specific date to create the invoice, use the up and down arrows in the Day list. To create the invoice on a specific day in the month (For Example: The first Monday of the month), select a date from the drop-down list.
  8. In the Start Date drop-down list, select the start date for this customer's billing code.
  9. To end the billing cycle after a specific number of occurrences, select End After Occurrences. Use the up and down arrows to select the number of occurrences the invoice lasts.  To end the billing cycle by a specific date, select End By. In the drop-down-list, select the billing cycle's end date.
  10. Click View Dates to view a calendar showing the dates the invoice will be created. Click Close to exit the calendar.
  11. When you finish editing the customer's billing codes, click OK to return to the customer's record.
Additional Field Information

Billing Code
Select the billing code you want to use from the drop-down list.

Billing Description
A phrase that sums up the purpose of the billing code displays in this field when you select a billing code.

Fee Description
Select a fee to associate with this billing code. The list of fees are set up in the Fees section of the Define Lists window.

Frequency/Amount
Enter the frequency and amount to use when assigning this code to customers. These are only defaults and can be changed for individual customers after they are assigned. For school or daycare, typically, a billing code is created for each grade for tracking purposes, and the parents' payment frequency is set when being assigned to the student record.

Schedule Invoice
Select to schedule when and how often an invoice is sent to a customer or family.

Start Date
Select the invoice's start date from the drop-down list.

End After Occurrences
Select to end the invoice after a number of occurrences.

End By
Select to end the invoice by a specific date.