Create and Approve Manual Invoice

A manual invoice can be created by using invoice items from one or more invoices.

You can create a manual invoice by adding invoice items from multiple invoices from these windows:

• Customer Summary

• Account Details

You can create a manual invoice that includes invoice items from an existing invoice from these windows:

• Account Details window’s Invoices tab

• Invoices Details

If you create a manual invoice from either the Customer Summary or Account Details window, no invoice items are included on the form. If you create a manual invoice from either the Account Details or the Invoices Details window, all invoice item charges within the related invoice automatically load to the form.

Complete the following steps to create a manual invoice:

1. Select Customer Billing from the Gotransverse application menu .

   

   Customers Window

   You may see a Customers and an Accounts tab or just the Accounts window, depending on the value for the Allow Multi-Customer Accounts Billing system setting. The Allow Multi-Customer Accounts system setting must be set to True to see both tabs. If this system setting is set to False, you will only see the Accounts window while in the Customers module. Refer to System Settings for more information about configuring system settings.

2. Select a customer from the list or search for a customer from the Search field to open the Customer Summary window.

   To quickly access a customer or billing account, click the icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name. If you do not see the Accounts tab, you can still search for a billing account from the Customers window by entering part of the number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

   

   Customer Summary Window

   Click the icon in the left pane to hide it. Click the icon to open it.

   You can manage which columns display in any table with a Configure or Columns button by clicking the button and selecting desired columns. In addition. If the table includes a Filter button, you can filter the table contents. If the table includes an Export button, you can export visible table contents (up to 50) to a CSV (comma-separated values) file. Refer to Data Tables for more information about using these features.

3. To create a manual invoice by browsing other invoices to add invoice items to the form, complete one of the following:

   If you wish to create a manual invoice with the invoice items automatically included on the Create Manual Invoice window, skip to this step.

   1. On the Customer Summary window, for the account you wish to create the manual invoice, click the ellipsis icon in the Actions column, and select Create Manual Invoice to open the Create Manual Invoice window. Skip to this step.

      

      Actions Menu - Create Manual Invoice Option

   2. OR, on the Customer Summary window, select an account under the Accounts detail tab to open the Account Details window. Select Create Manual Invoice from the Account drop-down menu to open the Create Manual Invoice window. Skip to this step.

      

      Account Drop-down Menu - Create Manual Invoice Option

4. To create a manual invoice with the invoice items automatically included on the Create Manual Invoice window, complete one of the following steps:

   1. On the Account Details window, click the Invoices tab. For the invoice (in Open or Closed status) from which you wish to create a manual invoice, click the in the Actions column, and select Create Manual Invoice to open the Create Manual Invoice window.

      

      Invoices Tab - Create Manual Invoice Option

   2. OR, select an invoice from the list of invoices to open an Invoice Details window. Select Create Manual Invoice from the Invoice drop-down menu to open the Create Manual Invoice window.

      

      Invoice Drop-down Menu - Create Manual Invoice

5. On the Create Manual Invoice window, with or without items automatically populated, Complete the following steps:

   

   Create Manual Invoice Window - Items Automatically Populated

   

   Create Manual Invoice - No Items Populated

   Required fields are marked with an asterisk.

   1. In the header, enter the required and relevant information:

      Click the Configure Fields button add External Number and Description fields.

      • Invoice Date* — Enter the date of the invoice. By default, it is set to the current date. This date can be backdated to the oldest open service period. When editing the invoice, the invoice date can be changed the first time you save the draft. However, you cannot change the invoice date through additional Save Draft action.

      • Tax as of Date* — Enter the date to use when calculating taxes. For Taxes and Tax Processors, the current tax table as of this date is used. The Tax as of Date defines the line item in that table that is to be used based on that date. Other tax engines use this date in a similar way.

      • Reason* — Select the manual invoice reason from the list.

   2. In the Invoice Items section, filter invoice items and invoice item charges (refer to Filter Invoice Items or perform bulk actions (refer to Perform Bulk Actions on Manual Invoices).

   3. To add items to the manual invoice, either select or search for invoices from the Please Select drop-down field OR click the Browse button to open the Browse Invoice Items window.

      All invoice item charges from the selected invoice(s) are added to the manual invoice. You may load invoice items from multiple invoices in the same manual invoice.

      1. To select or search for an invoice, select an invoice from the Please Select drop-down list OR enter letters or numbers that are part of an invoice number in the text box to filter the drop-down list.

         

         Search Field

      2. To filter the table on the Browse Invoice Items window, enter the desired browse criteria. Click the Reset button to clear the search criteria.

         

         Browse Invoice Items Window

         • By Invoice Number — Start typing the invoice number.

         • By Charge Category — Start typing the name of the charge category or select it from the drop-down list.

         • By Service Types — Start typing the name of the service type or select it from the drop-down list.

         • By Service ID — Start typing the associated Service ID.

      3. Select the invoice items you want to add to the manual invoice.

      4. Click Add to Invoice.

6. Configure the information for each invoice item:

   

   Invoice Items Information Fields

   Required fields are marked with an asterisk.

   • Reason* — Select a reason for creating a manual invoice for this invoice item. Manual invoice items default to the invoice header reason and can be changed by the user.

   • Description — Modify the description of the invoice item.

   • Start Date* — Modify the start date of the invoice item, if desired. By default, it is set to the start date of the invoice item charge pulled from the original invoice.

   • End Date* — Select a new end date for the invoice item. By default, it is set to the end date of the invoice item charge pulled from the original invoice.

     Click the icon next to the desired invoice items to remove items that you no longer need.

7. Configure the charges for each invoice item:

   

   Invoice Items Charges Fields

   Required fields are marked with an asterisk.

   Click the icon next to an invoice item charge to remove it.

   • Unit Price* — Change the unit price for the invoice item.

   • Quantity* — Change the quantity of the invoice item.

   • Submit for Taxation* — Select the checkbox to submit this invoice item for taxation. By default, this is selected for all non-tax charges. Tax charges are never submitted for taxation. You may not want to submit a charge for taxation if you are modifying the tax amount yourself.

     After you modify a default value, a icon displays next to it. If the value you entered is not valid, the icon displays instead.

8. Click Save Draft to save the current version of a draft manual invoice. This is not available if you click the Tax Preview button.

9. To save the manual invoice, send the invoice to the relevant tax engine, and view taxes on invoice item charges for which Submit for Taxation was selected, click Tax Preview. If changes were made to the Unit Price or Quantity, the taxes will be recalculated and shown in the Tax Amount column.

   Also, if there was a change to a billing account’s taxable status, such as a new postal code or updates in the tax exemption status, Tax Preview verifies if taxes were calculated correctly.

   

   Tax Amount After Recalculation

   If you need to make any changes or delete the draft, you must first click Revert, then proceed with updates.

10. If you clicked either Save Draft or Tax Preview, you can click the Delete button to delete the draft manual invoice.

11. Click Approve to save your changes, calculate taxes, and post the manual invoice. The manual invoice will be listed on the account’s Invoices tab or on the Invoices window (click Invoices in the left pane to open this window).

 

 

 

Topic updated: 07/2024.