Create Manual Charge

You can create a manual charge from an invoice item charge for an invoice that is in either Open or Closed status.

Manual charges can be created from invoice item charges with any of these Charge Types:

  • Charge (Recurring charges or One-Time)

  • Scheduled One-Time

  • Manual (Recurring charges or One-Time)

  • Manual Scheduled One-Time

  • Usage

  • Usage Discount

  • Manual Usage

  • Manual Usage Discount

Charge Categories are created and managed in the Setup application. Refer to Charge Categories Module for more information.

Refer to Manual Invoices for a list of prerequisites needed before creating a manual charge.

Complete the following steps to create a manual charge:

If you know the invoice number, click Invoices in the left pane. Use the Search field to find and select an invoice. Skip to this step. Refer to Search Feature for more information about using the Search feature.

  1. Select Customer Billing from the Gotransverse application menu Module menu icon.

    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 thequick search icon icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name or number. 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 name or number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

    Customers Window

    Customers Window

    Click the collapse icon 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. On the Customer Summary window, select an account under the Accounts detail tab to open the Account Details window.

    Customer Summary Window

    Customer Summary Window

  4. On the Account Details window, click the Invoices tab.

    Account Invoices Tab

    Account Invoices Tab

  5. Select an invoice from the list of invoices to open an Invoice Details window.

    Invoice Information Window

    Invoice Details Window

  6. Select an item from the list of items to open an Invoice Item Details window.

    Invoice Item Details Window

    Invoice Details Window

  7. For the invoice item charge you wish to create a manual charge, click the in the Actions column and select Create Manual Charge to open the Create Manual Charge window.

    Create Manual Charge Option

    Create Manual Charge Option

  1. On the Create Manual Charge window, enter the required and relevant information (the fields that are grayed out cannot be edited):

    Create Manual Charge Window

    Create Manual Charge Window

    A info icon icon next to a field name indicates that information about the field is available. Hover your mouse over the icon to see the information.

    Required fields are marked with an asterisk.

    • Reason* — Select a charge reason from the drop-down list. Manual charge reasons are created in the Setup application. Refer to Reasons Module for more information.

    • Effective Date* — Enter a date that will be used by the bill cycle to determine what service period to process the manual charge. Effective Date is set to the current date by default.

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

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

    • Description — Modify the description of the invoice item charge.

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

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

    • Amount ($)* — Calculated based on the Unit Price multiplied by Quantity (non-editable).

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

  2. Click Save Draft to save the manual charge as a draft. OR, click Post to save your changes, calculate taxes, and post the manual charge.

    After you create the manual charge, it will display in the Manual Charges window (refer to View Manual Charge Details). If you selected to post the manual charge, it will also display on the Pending Charges window under the Manual Charges detail tab.

 

 

 

Topic updated: 07/2024.