Configure a new invoice run
Navigate to Settings, Finance, Invoice, then Runs.
Click New.
Enter the description.
Enter the instructions.
Click Save.
Click Periods under the QuickLinks.
Select the Customer record and click the Invoice tab.
Change the Invoice Run to Ad hoc.
Click Save.
When adding the invoice periods, the user needs to enter two lines in order for the period to have an end date; one line for the start date, and one line for the end date.
Configuring ad hoc invoice types
Ad hoc invoice types also need to be in place.
To add an invoice type navigate to Settings, Finance, Invoice then Ad hoc Type.
Click the + icon.
Enter the description.
Click Save.
Changing the invoice run of a customer
When a credit or ad hoc invoice needs to be raised, the invoice run of the customer first needs to be amended to the new run created.
Customer funds one service user
If the customer is also the service user or only funds one service user, please follow these steps:
Navigate to Service User, Service User, then click Find.
Click into the service user's record.
Click Customer from the QuickLinks.
Click into the customer record, then click the Invoice tab.
Change the Invoice Run to Ad hoc.
Click Save.
Customer funds multiple service users
If the customer funds multiple service users, please follow these steps:
Navigate to Service User, then click Funders.
Select the Funder's record.
Click the Invoice tab.
Change the Invoice Run to Ad hoc.
Click Save.
Adding a credit or ad hoc invoice
To add the credit or ad hoc amount, please follow these steps:
Navigate to Finance, Customer, Service User, then click Find.
Under QuickLinks, click Service Funder.
Under QuickLinks, click Ad hoc Invoice.
Click the + icon.
📌 Note: The start and end date must fall within the invoice period set up. This can also be the same day.
Select the Ad hoc type required.
Enter the Amount.
Enter an Invoice Summary which appears on the invoice.
The Notes text box is for internal notes to detail why if the value is to be a credit, a minus figure should be entered, such as -£25.00). Ad hoc invoice has been raised and won't appear on the invoice.
Generating the ad hoc invoice
To generate the invoice:
Navigate to Finance, Invoice, then click Management.
Select Ad hoc from the Invoice Run drop-down.
Select Generate? or Regenerate?.
If there are any unreconciled visits for this period, these also pull through to the invoice. These should be unreconciled before generating the invoice.
To view a draft of the invoice please follow these steps:
Click the printer icon.
Click Accept? once satisfied the invoice is correct.