THE BILLING PROCESS. Wendy Newlon EMS Software. October 27th 2015

Transcription

1 THE BILLING PROCESS Wendy Newlon EMS Software October 27th 2015

2 Billing Process Steps Create an event with charges Post deposits or pre-payments Verify Charges using Billing Worksheet Preview Event Invoice Finalize Invoice Post Payment Reports 2

3 1. Create an Event with charges 3 The Event needs a resource(s), (services). Examples. ü Room Charge ü Catering ü AV ü Security ü Miscellaneous Charges ü Fees ü Whatever else you can think of to charge!

4 2. Post Deposits or Pre Payments 4

5 3. Preview Event Charges Use the Billing Worksheet Billing > Invoices >Billing Worksheet Identify corrections and modify room and resource pricing if needed 5

6 The Billing Worksheet.. to verify and check charges 6

7 4. Preview the Invoice Transaction Tab on Reservation OR Billing >Invoicing Use tabs to filter invoice criteria Select Invoice > Preview If charges are not correct, close the invoicing window and modify charges on the reservations as needed. If invoice is correct, go to next step 7

8 Previewing an Invoice from the Navigator 8

9 5. Finalizing an Invoice from the Navigator After previewing the Invoice, highlight invoice and choose Final. This creates an invoice number and LOCKS the services from being edited. This also moves any deposits from unapplied to applied status. 9

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11 6. Applying a Payment to an Invoice 11

12 7. The Billing Reports Aging Report ülists all outstanding invoices and days outstanding Statements ülists the outstanding balances on invoices per Customer (Group) Transaction Report ülists all transactions for a given date range Voiced Transaction Report ülists voided transactions for a given date range 12 General Ledger Distribution üshows the breakdown of invoices into accounts

13 The Aging Report 13

14 Statements 14

15 Transaction Report 15

16 Voided Transaction Report 16

17 Voiding Transactions Why Void? ü ü Invoice must be voided in order to make changes to resources that have already been invoiced. A new invoice must be issued if invoice total is to change Tip: If issuing a credit because of complaint, another option is to add a resource with a (-) quantity and issue a new invoice Voids must be done in the following order: ü ü Payments that have been applied to an invoice Invoice for an event Voids are done from the Transaction Tab in Navigator or from Billing>Other>Void Invoices Voided Transaction Report tracks voids & void reasons 17

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19 Invoice Detail Report 19

20 General Ledger Distribution 20

21 Tips ü Pre-payment and deposit behave the same way but applying pre-payment allows you to present a paid-in-full notice to customers before invoicing. You can re-label the confirmation to state INVOICE. ü Invoiced items are locked. New items, however, can be added. ü Refunds behave just like adjustments. Similar to prepayments, it s just a labeling variation for reporting purposes. 21

22 Keep in mind ü Performing each step locks the step behind it. To make changes, you must back out everything in the order you added it to make changes to a reservation, deposit, invoice, or payment. ü Refunds and adjustments are NOT reflected in the Sales reports 22

23 THE BILLING PROCESS Wendy Newlon EMS Software Don t forget! Complete the session feedback survey in the EMS Live! 2015 mobile app to increase your prize winning chances!