Storage Invoice Maintenance
Storage Invoice Maintenance
From the menu select Marina Management > Billing Functions > Storage Invoice Maintenance
The Storage Invoice Maintenance form has the following functions available:
- To add, modify or delete storage/dockage invoices. If you generated storage invoices through the Process Storage Bills menu, you can modify or delete those invoices prior to posting here in this form. Hint: Use the Delete Non-Posted Storage Bills menu item to delete all bills for a specific date.
- To create new one off storage invoices; for Bill by Daily/Prorate Dates or for those customers that were missed when the Process Storage Bills function was run.
- To close items in a deferred schedule if a deferred invoice is adjusted or reversed. Enter the invoice number and click on the Billing Code with a deferred schedule; click the Deferred Schedule link in the links bar to display the deferred schedule; highlight a line and press F7 to close a line item in the schedule. Click the Close button to exit the window.
- Change the accounting entries in a deferred schedule. Enter the invoice number and click on the Billing Code with a deferred schedule; click the Deferred Schedule link in the links bar to display the deferred schedule; click in the Deferred Acct or Revenue Acct column to change an account. Note: You cannot change the accounting on closed (highlighted) line items.
- Generating Invoices from Proposals. Storage Invoice Maintenance can also be used to create a storage/dockage invoice from an existing proposal. Simply enter the proposal number at the Invoice ID prompt and the application will ask if you want to create a storage charge from the proposal. You can also press List F7 to select open proposals.
Create a New Invoice
When the form opens click the New Icon and then select a customer in the customer id field by typing their id or search for the customer using F6 List then the find panel. When the customer is selected the form will automatically load the linked boat or prompt a list of boats to select from if there is more than one boat linked to the customer.
The current assigned slip id, billing and Due dates, Billing Codes, Payments schedule, and GL distribution will also populate if the boat has one or more billing codes assigned. Note, If there is no slip assigned there may be issues calculating the charges if the billing code bills by slip or longest. You can add a vacant slip for the boat on the invoice for billing purposes. However its a good practice to always have the slip assigned before billing.
Accept or maintain the billing and due dates as desired.
Enter a description for the invoice this will appear on the customer's invoice and statement.
Choose to post the invoice in detail or change it to summary, the default Detail is normally the best choice.
Bill by Daily/Prorate Dates
If the customer will be billed by the number of days the boat was in the slip or for other one off billings for flat daily utilities, cord charges, etc. then enter a starting and ending date range to bill. Remember these fields only apply to daily or monthly pro-rate billing codes and if a date range is entered here the invoice will automatically recalculate to reflect this. The Recalculate Billing Charges will update the invoice for all billing codes and revert them to the defaults as well as calculate the daily prorate dates. Also note that the billing code description will automatically concatenate the date range with the description in the billing code grid. These fields have not affect on other billing code types.
Billing Charges Grid
If the boat has billing codes already assign they will appear in the Billing Charges grid automatically. the Description, Amount, and Tax Schema can be edited as desired. Or the bill code can be deleted using Delete F7 and replaced by another using List F6. Note that the Payment Schedule Grid and the Deferred Schedule Links will update and display when each bill code is given focus. as many bill codes as needed can be added to the invoice.
Payment Schedule and G/L Distribution Grids
The Payment Schedule and G/L Distribution grids are for reference only and cannot be maintained. If the Payment Schedule or G/L accounts are incorrect then the billing code must be maintained in order to correct the issues. Note you can save and clear the invoice, maintain the billing code and its departmental accounting save and clear it then recall the invoice to continue editing it.
Deferred Schedule
If a billing code has deferrals assigned to it then the Deferred Schedule link will appear in the links bar at the bottom of the form. Clicking the link will open the deferred schedule grid and it will display the number of deferrals assigned (up to 12) to the billing code.
Once the invoice is ready to print it must be posted first. Click the Post icon to process the charge to the customer's AR schedule without printing. Or click the Printer icon to post and then print an invoice to send to the customer.
Maintain an Unposted Invoice
To edit a previously generated invoice that has not yet been posted to the customer AR schedule. Enter the invoice number or List F6 while in the Invoice ID field. When the form is populated edit as desired then save for later posting, or post or print.
Delete an Unposted Invoice
To delete a previously generated invoice that has not yet been posted to the customer AR schedule. Enter the invoice number or List F6 while in the Invoice ID field. When the form is populated click the delete icon. Note this is a permanent delete, also posted invoices cannot be deleted they must be adjusted on the AR schedule or reversed by entering a credit invoice.
Convert a Proposal to an Invoice
To convert a proposal into an invoice once it is accepted and confirmed by the customer you can type the proposal id or select Proposal F7 while in the invoice ID field and when prompted select yes to convert it into an invoice. You can maintain it as desired and then save for later posting, or post or print. Note that once converted the proposal will no longer appear in the proposal listing as it is now an invoice. If the customer returned the proposal along with a payment it can be converted in Cash Receipts Entry.