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Invoices are controlled the BILL_ENABLE_INVOICES config options. They are stored in the INVOICES table. Generating Invoice numbers for the View Bill is not dependent on the 'Accounts Receivable' (AR) license.
Generating Invoices
When the BILL_ENABLE_INVOICES config option is enabled, the Bill process generates INVOICES records. One Invoice is generated for each GLA in the Bill. Invoices are generated with a Pending status. This process creates an incremented Invoice number for each GLA in the Bill. All billing transactions in each Invoice are linked back to the generated Invoice.
Bill Approval
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Bill Deletion
Once Approved, a Bill can still be deleted which removes all Invoices associated with the Bill. However, only Pending or Billed Invoices can be deleted. Once any Invoice associated with a Bill has been Paid (Paid in Full or Partially Paid), they cannot be deleted, and the Bill that generated them cannot be deleted.
Invoices Grid
The Invoices grid can be found at Admin > Billing > Invoices. This grid allows Users to search, sort, and report on any Invoice generated in PCR-360. The Invoices grid is available if whether the Accounts Receivable module is on or not.
Invoice Overview
The 'Invoice Overview' form is an easy way to see the status and totals on an Invoice. It displays the Transaction Details and any associated Payments.
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The 'Invoice Number' is a unique incremented sequence for each INVOICES record. The format of numbers is controlled by the BILL_INVOICE_FORMAT config option which controls the number of digits displayed. Leading zeros are added to pad the number.
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The 'Invoice Date' is the date that was specified when the Bill was Approved. It is set during the Bill Approval process.
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The Invoice 'Due Date' is set during the Bill Approval process. It is calculated using the BILL_INVOICE_DUEDAYS config option. This option specifies the number of days after the Invoice Date that each Invoice is Due. The default setting for this config option is 30 days.
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Custom Text can be applied to the Invoice Printout using the INVOICE_CUSTOMTESTCUSTOMTEXT_TOP parameter.
Remittance Coupon
Remittance Coupon is only included in the printout if the 'Accounts Receivable' module is on.
On the Invoice Printout, there is a 'Remittance Coupon'. This allows Customers to return this Coupon with the Payment. This can be displayed at the top or bottom of the Invoice, depending on the value for INVOICE_REMITTANCE_COUPON_POSITION.
Printout Configuration Options
There are several Configuration Options to control the output of the Printout. All of the Configurations related to the printout start with 'INVOICE'.INVOICE_HEADER_IMG
Emailing Invoices
Emailing Invoices can be done automatically by triggering the Invoice email. On the Bills grid, there is an 'Email Invoice Contacts' button that opens the 'Manage Send Invoice Email to Account Primary Contacts' form. This dialog allows the User to input the Subject and Body of the email. This default email body can be set with the INVOICE_COORDINATORS_EMAIL config option. The 'Attach Invoice PDF' flag on this dialog generates an Invoice Printout for each email and attaches it as a PDF.
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Additionally, the specific GLAs can opt-in or out of this automatic email with the 'Email Invoice' flag on the Account Management tab of the GLA.