Related Videos:
Reset an Invoice (1 minute no audio)
Reset a Payment (1 minute no audio)
Recreating a Deleted Payment (7 min. w/ audio)
Create One Invoice Per Job Using the Job Number for Invoice Number
Once you have completed Financial Review & Verification of jobs, you can then proceed to creating Invoices for your Customers and Payments for your Interpreters.
Creating & Issuing Customer Invoices
Navigate to the ‘Accounts’ menu and select ‘Receivables’
- The date filter at the top of the page will default to the last full period/month but this can be changed by typing the relevant to and from date and clicking Refresh (note that the from date should always be one day later than the period you are reviewing)
- On the grid on the right hand side under the Billables tab, you will find a list of Jobs that have been Verified for the period in question (note that you can add/remove columns using the Reset Columns button)
- You can also filter the grid by any of the column headers, for example if you wish to filter for Jobs for a specific Customer. You can filter by Business Units in the upper right-hand corner
- By selecting any of the Jobs in the grid (or multiple Jobs) you can Preview Invoice
- To Create an Invoice, simply select a Job (or multiple Jobs for the same Customer) and click Create Invoice, a pop-up dialog will allow you to specify an Invoice date, this date will default to the last day of the last full period/month
- Once the Invoice has been created, the associated Jobs will no longer appear in the Billables tab and instead will be part of an Invoice on the Invoices tab
- If you wish to Bulk Create all Invoices for all Customers at the same time, click on the drop down menu on the blue Refresh button and select Create Invoices, you will be presented with a pop up dialog to confirm the parameters/period that you wish to create the Invoices for - if a significant number of Jobs/Invoices are being processed, this may take some time to complete and the system will inform you when this is complete - note that by Default all Jobs will be combined into a single Invoice per Customer, however, you can change this to a single Invoice per Job under ‘Admin’ > ‘Company’ > Configuration tab (see the separate topic and Company & Customer Configuration)
- Note: Using the Bulk Create all Invoices action will create invoices for all jobs in the Billables queue that are in invoiceable status and ignore any checked jobs or filters (e.g. filtering for only one customer).
- Filtering by Business Unit during the bulk Create Invoice action: Only customers who are actively assigned a Business Unit on the customer profile will be included in the bulk create invoice action if a Business Unit is selected.
- Moving to the Invoices tab you can then see a list of Invoices that have been created for the specified period. The #Jobs column will indicate the number of Jobs included on an Invoice and you can also find the Invoices for a specific Job number by pasting/typing the Job number into the column header
- Selecting any Invoice in the grid on the right hand side will load this Invoice on the left hand side
- You can alter an Invoice Number, Date, Due Date etc. if required
- Navigating to the Payable Items tab you can see the details of all Jobs and their corresponding charges. While it is advisable to make any changes to payable items within Financial Review, if necessary you can edit these items directly on the Invoice by selecting the Edit/Pencil icon on the Payable item; make sure to use the Save icon if any changes are made. Alternatively you can remove a Payable item by selecting the x or add using the Add button.
- Using the Save button you can take a final look at the Invoice using the View option
- When Viewing the Invoice you will notice that you have a number of options on the top left corner such as Print, Save as PDF and Email - this will allow you to Email the Invoice there and then to the Customer - note also that when selecting Save as PDF and Email, you have further options to include the VoS and/or Incidentals either as a zip file or a single pdf (providing that all documents are in pdf format)
- These actions can also be done on a number of Invoices simultaneously using the Invoices grid on the right hand side and selecting the drop down on the Bulk Actions button
- The drop down menu on the Refresh button will also allow you to do a number of Export functions for reporting purposes or for import into another system such as an accounting system
- Finally, if for any reason you need to delete an Invoice to start over, you can select the Invoice on the right hand side and select the Reset option under the Save drop down menu on the selected Invoice on the left
Creating & Issuing Interpreter Payments
Creating Interpreter Payments behaves exactly the same as Invoices except that you will find Payments under Payables:
Navigate to the ‘Accounts’ menu and select ‘Payables’
- The date filter at the top of the page will default to the last full period/month but this can be changed by typing the relevant to and from date and clicking Refresh (note that the from date should always be one day later than the period you are reviewing)
- On the grid on the right hand side under the Payables tab, you will find a list of Jobs that have been Verified for the period in question (note that you can add/remove columns using the Reset Columns button)
- You can also filter the grid by any of the column headers, for example if you wish to filter for Jobs for a specific Interpreter. You cannot filter by Business Units in the upper right-hand corner
- By selecting any of the Jobs in the grid (or multiple Jobs) you can Preview Payment
- To Create a Payment, simply select a Jobs (or multiple Jobs for the same Interpreter) and click Create Payment, a pop-up dialog will allow you to specify an Payment date, this date will default to the last day of the last full period/month
- Once the Payment has been created, the associated Jobs will no longer appear in the Payables tab and instead will be part of a Payment on the Payments tab
- If you wish to Bulk Create all Payments for all Interpreters at the same time, click on the drop down menu on the blue Refresh button and select Create Payments, you will be presented with a pop up dialog to confirm the parameters/period that you wish to create the Payments for - if a significant number of Jobs/Payments are being processed, this may take some time to complete and the system will inform you when this is complete - note that by Default all Jobs will be combined into a single Payment per Interpreter, however, you can change this to a single Payment per Job under ‘Admin’ > ‘Company’ > Configuration tab (see the separate topic and Company & Customer Configuration)
- Note: Using the Bulk Create all Payments action will create invoices for all jobs in the Payables queue that are in payable status and ignore any checked jobs or filters (e.g. filtering for only one interpreter).
- Filtering by Business Unit during the bulk Create Payment action: Only interpreters who are actively assigned a Business Unit on their interpreter profile will be included in the bulk create payment action if a Business Unit is selected.
- Moving to the Payments tab you can then see a list of Payments that have been created for the specified period. The #Jobs column will indicate the number of Jobs included on a payment and you can also find the Payments for a specific Job number by pasting/typing the Job number into the column header
- Selecting any payment in the grid on the right hand side will load this payment on the left hand side
- You can alter a Confirmation Number etc. if required
- Navigating to the Payable Items tab you can see the details of all Jobs and their corresponding charges. While it is advisable to make any changes to payable items within Financial Review, if necessary you can edit these items directly on the Payment by selecting the Edit/Pencil icon on the Payable item; make sure to use the Save icon if any changes are made. Alternatively you can remove a Payable item by selecting the x or add using the Add button.
- Using the Save button you can take a final look at the Payment using the View option
- When Viewing the Payment you will notice that you have a number of options on the top left corner such as Print, Save as PDF and Email - this will allow you to Email the Payment there and then to the Interpreter - note also that when selecting Save as PDF and Email, you have further options to include the VoS and/or Incidentals either as a zip file or a single pdf (providing that all documents are in pdf format)
- These actions can also be done on a number of Payments simultaneously using the Payments grid on the right hand side and selecting the drop down on the Bulk Actions button
- The drop down menu on the Refresh button will also allow you to do a number of Export functions for reporting purposes or for import into another system such as an accounting system
- Finally, if for any reason you need to delete a Payment to start over, you can select the Payment on the right hand side and select the Reset option under the Save drop down menu on the selected Payment on the left