Billing & Invoicing An ACEware Presentation Follow the Money!

What you can expect today... Billing Basics Payment Plans Invoices Aging Reports Contract Courses

NOTE: For Student Manager users who purchased before 2005 The Company Invoicing Module was an optional Module: If you did not purchase it, you may add It at any time. ( Current price $695) Not sure: Check out the “Optional Module Reporter”

Do you have Company Invoicing on your SM

Why use Company Invoicing? Save Time Professional Looking Invoices Manage your accounts receivable ?

Set up a billing Invoices start by setting up a payment With type: Billing

Invoice # Billing date ( user preference) Can edit OTF Who is picking up the tab… Setting a billing: A “Bill” is not an “Invoice” until an Invoice Number is Assigned.

Record PO # Set payor name Billing Default is: a)Student’s Firm b)Student

OR Select alternate payer or firm Billing a third party Or just type in the new “Bill To” person/Org

Payment Plans

To spread payments over time Choose “Payment Plan” to set up installments

Enter the number of payments Student Manager divides the amount due equally over the total number of installments You may edit the dates/amounts

A few important notes! Payment plans Default to a 30-day Cycle (but you may edit) Payment plans ARE NOT allowed with grouped registrations Based on Bill Date, Student Manager finds the next installment when you “Run Invoices”

“Billing Only” Registrations Typically used for Contract Classes

Billing Record Enable the Billing Record feature on the Preferences / Registration tab “Use Bill / Pay Reg Type”

Billing Record Selecting Billing Record allows you to clear out CEU’s, Hours & Credits Leaving the name (and the money) with the course

On the roster... Payor is not on the roster or included in enrollment count

Billing Preferences

Assigns an invoice number to a billing record when you save the payment We generally DO NOT recommend This Option.

Billing Preferences Assign Invoice # at Time of Billing If you ONLY will have one bill to that “Billee” DO NOT Assign # at Time of Billing If you anticipate multiple bills to the that “Billee”

Payment Preferences Registrar enters payment amount – Disabled auto entry of payment amount Blank payment amount

Invoices are Based on Billings & Must Meet 3 Criteria Must have Payment Type “Billing” Billing record created prior to today Receipt/Invoice Number field empty 123

Invoices are combined PO Numbers match (if they were entered) Firm is an exact match IF...

Running invoices

To run invoices

 Print New Invoices Un Check To Run Query “Print New Invoices” runs un-invoiced bills that fall on or before reference date

You have options for how Invoices are ordered…

If all is well (and invoices printed) Assign Invoice Numbers to Billings

Invoicing preferences

Invoicing Preferences A Level 5 or above can set a starting invoice number Determines the date that is stamped on a Billing (when entering registration).. and that date may be edited You CAN create a custom date (ie: always the 15 th of NEXT month)

Payments

can be made through Module / Invoices Or, make payments on individual registrations (if the invoice is for a single registration)

Select payment type Confirm information

If payment is less than owed

Aging reports

Aging Report (when they haven’t paid!)

Aging Report

Contract Tips Charging a flat fee? Create a “Paid by Company” $0 fee, and a Contract Price fee (# 2 fee) Charging per person? Establish one registrant with a billing record, then use the number of seats option Speed Entry (of students) Module / Registrations / Speed Registration Entry Want more.. See Webinar Archives

Don’t forget… you’ve got HELP.. Next Webinar: Meet Next Generation ACEware NxT April 9 th 1:15pm Don’t forget… you’ve got HELP..

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