Also note that when batch invoicing in this area, any companies flagged for Consolidated Billing will get one invoice for all of their events in the selected period of time. To review how companies are flagged for consolidated billing, see Chapter 1: Setting Up EventPro, Step 6: Company/Contact, Entering a New Company: Billing Information.
1.
To create a Batch of invoices, select Accounting | Finance from EventPro’s main menu to open the Finance screen.
2.
Under the Invoices tab, click the Create All button located to the right of the selection grid.
Under Invoice Creation, choose the type of invoice you want to create:
a.
Create invoices automatically from all chargeable items
b.
Create MANUAL – SINGLE ITEM invoices as a % of total chargeable items
c.
Create MANUAL – DETAILED invoices as a % of total chargeable items
d.
Create DEPOSIT – SINGLE ITEM invoices as a % of total chargeable items
e.
Create DEPOSIT – DETAILED invoices as a % of total chargeable items
CAUTION: Be very cautious when creating manual batch invoices. Remember that when you create manual invoices for a portion of event charges, EventPro will not automatically calculate the remainder owing in the next invoice. Therefore, if you do not keep track of which manual invoices have been issued and for what amount, you risk overcharging or double-billing your clients.
RECOMMENDED: The recommended options for batch invoicing are
Automatic or Deposit invoices.
2.
Cutoff Date: Select a Cutoff Date from the drop-down calendar. The invoices will calculate the totals for all items up to and including this date.
3.
Options: Not all of these options will be available for every type of invoice. The available options will depend on the type of invoice you chose above.
a.
Description: Enter a Description for the invoices. Check the Append to Event Name box if you want the invoice descriptions to appear as Event Name: Your Description
b.
Invoice %: If you only want to invoice a percentage of the total price of the item types you select to be included in the invoice, enter the percentage in the Invoice % field.
c.
Include No Charge Items: Check the Include No Charge Items box if you want no-charge items to appear on the invoice. You will later have the option to exclude no-charge items from the actual printed invoice. Note that non-billable items (with the Billable box unchecked) will not appear in the invoice at all.
d.
Include No Charge Invoices: If you want to create invoices for events that have a zero balance (i.e. billable items have a price of $0.00 or prices have been discounted to $0.00), select this checkbox. If you do not select this checkbox, invoices will not be created for events with no charges.
e.
Exclude Taxes from Event Charges: Check the Exclude Taxes from Event Charges box if you want the percentage calculated on pre-tax amounts.
f.
Deduct Outstanding Payments: Select this checkbox if you want to deduct outstanding payments.
g.
Deduct Deposit Invoices: Select this checkbox if you want to deduct deposit invoices.
h.
Use Detail Item Accounts for Deposit/Credit Detailed Invoice Items: You can choose whether to direct all item amounts to one credit account or each item amount to the individual detail item accounts. Your default credit account is set up in your System Settings (review Chapter 1: Setting Up EventPro, Step 1: System Settings, Accounting). The individual accounts for detail items, such as setup items, catering, beverages, locations, accommodations, attendees, etc., are defined when you first enter these items into EventPro during setup or when adding these items to an event. If you want to use individual detail item accounts for invoice credit items, select this checkbox. If you want to use the main credit account for the invoice items, leave the box unchecked.
4.
Select Items to Invoice By: Under Select Items to Invoice By, choose the Groups and SubGroups you want included in the invoice.
5.
Filter:
a.
Click the Apply Filter button if you want to limit the invoicing by other criteria.
b.
The Filter Criteria window will open. To review how to set a filter, see Introduction: Common Function, Setting a Filter.
c.
If you want to remove the filter and create all invoices, select Edit | Clear Filter to remove the filter.
6.
When you have entered the information you need in the first screen of the invoice wizard, click Next. In the Confirm box, click Yes to create the invoice batch. EventPro will work through the events, searching for the invoices to create.
In the next screen, the selection grid will display a list of all the invoices created. At this point, the invoices will only be assigned temporary numbers.
Remember that a company flagged for Consolidated Billing will get one invoice for all of its events in the selected period of time. The Billing Type will be "Company/Contact" instead of "Event".
2.
Unselect the checkboxes on the left for any of the temporary invoices that you do not want to create at this time. You will note that the total at the bottom of the selection grid will decrease as you unselect invoices.
3.
Before you create the invoices, you can edit or view the temporary invoices, print the temporary batch of invoices or print individual temporary invoices:
To edit or view any of the temporary invoices, click to highlight the invoice in the selection grid and click the Edit/View Invoice button in the bottom left corner.
2.
The Invoice window will open, displaying the temporary invoice.
3.
To edit the Bill To or Invoice Summary information, click the Edit button in the upper right corner of the invoice. Make your changes in the Invoice [Edit] window and click Save to return to the invoice. Review the instructions about the Bill To and Invoice Summary sections above, if necessary.
4.
To add new items to the invoice, click the New button to the right of the item detail grid. Enter the relevant information in the Invoice Detail [New] window and click Save to return to the invoice. Review Add New Invoice Detail Items above, if necessary.
5.
When you are done altering the temporary invoice, click Close in the bottom left corner to return to the Batch Invoicing Wizard.
Click the Print Invoices to print the selected temporary invoices.
2.
In the Run Report window, select an Invoice type for printing click OK.
3.
Note that the Consolidated Invoice report format is designed specifically to consolidate all charges from all included events into one line per revenue group (e.g. Location, Setup, Staffing, etc.), which allows consolidated invoices spanning multiple events to be summarized and brief. As the name suggests, it is intended for use with Consolidated Invoices.
4.
Also note that other Invoice report formats - Invoice, Summary Invoice, and Invoice by Sub-Group (but not Invoice Detailed) will group charges by Event if the invoice is a consolidated (multi-event) invoice. The Invoice Detailed format cannot be used to print consolidated invoices.
After you have selected the temporary invoices you want to create, edited them to your satisfaction and completed any temporary batch/invoice printing, click Next.
5.
The Confirm box will ask if you want to post the batch and create the actual invoices. Click Yes to continue.
6.
If any catering items have not been marked as completed, a Confirm box will ask if you want to continue with invoicing. Click Yes to continue.
7.
EventPro will work through the temporary invoices, creating the actual invoices.
You can print this batch by clicking the Print Batch button. Remember, this will only print the summary of the invoice batch as it appears in the selection grid, not the actual invoices.
You can print the actual invoices now by clicking the Print Invoice button.
NOTE re: CONSOLIDATED INVOICES: Remember that the Consolidated Invoice report format is designed specifically to consolidate all charges from all included events into one line per revenue group (e.g. Location, Setup, Staffing, etc.).
Also recall that other Invoice report formats - Invoice, Summary Invoice, and Invoice by Sub-Group - will group charges by Event for consolidated invoices, but the Invoice Detailed format cannot be used to print consolidated invoices.
