billing & invoicing an aceware presentation follow the money!
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Billing & Invoicing
An ACEware Presentation
Follow the Money!
What you can expect today . . .
BillingBasics
PaymentPlans
Invoices
AgingReports
ContractCourses
NOTE: For Student Manager users who purchased before 2005
The Company Invoicing Module was an optionalModule: If you did not purchase it, you may addIt at any time. ( Current price $695)
Not sure: Check out the “Optional Module Reporter”
Do you have Company Invoicing on your SM
Why use Company Invoicing?
• Save Time• Professional Looking Invoices• Manage your accounts receivable• ?• ?
Set up a billing
Invoices start by setting up a payment With type: Billing
Invoice #
Billing date(user preference)Can edit OTF
Who is picking up the tab…
Setting a billing:
A “Bill” is not an “Invoice” until an Invoice Number is
Assigned.
Record PO #
Set payor name
Billing
Default is:a) Student’s Firmb) Student
OR Select alternate payer or firm
Billing a third party
Or just type in the new “Bill To” person/Org
Payment Plans
Payment PlansTo spread payments over time
Choose “Payment Plan”to set up installments
Enter thenumber
of payments
Student Managerdivides the amountdue equally over
the total number ofinstallments
You may edit the dates/amounts
A few important notes!
Payment plansDefault to a
30-day Cycle (but you may edit)
Payment plansARE NOT allowed
with groupedregistrations
Based on Bill Date, Student Manager finds
the next installment when you “Run Invoices”
“Billing Only” Registrations
Typically used for Contract Classes
Billing RecordEnable the Billing Record feature on the Preferences / Registration tab
“Use Bill / Pay Reg Type”
Billing Record SelectingBilling Record
allows youto clear out
CEU’s, Hours& Credits
Leavingthe name
(and the money)with the course
On the roster . . .
Payor is not on the roster
or included in enrollment count
Billing Preferences
Billing Preferences
Assigns an invoice number to a billing record when you save the payment
We generally DO NOT recommend
This Option.
Billing Preferences
Assign Invoice # at Time of Billing
If you ONLY will have one bill to that “Billee”
DO NOT Assign # at Time of Billing
If you anticipate multiple bills to the that “Billee”
Payment PreferencesRegistrar
enters paymentamount – Disabled
auto entry of payment amount
Blank payment amount
Invoices are Based on Billings
& Must Meet 3 Criteria
Must havePayment
Type
“Billing”
Billing recordcreatedprior totoday
Receipt/InvoiceNumber
fieldempty
1 2 3
Invoices are combined
PO Numbers match(if they were entered)
Firm is an exact match
IF . . .
Running invoices
To run invoices
Print New Invoices
Un Check To Run Query
“Print New Invoices” runs un-invoiced bills that fall on or before reference date
You have options for how Invoices are ordered…
If all is well(and invoices printed)Assign Invoice Numbers to Billings
Invoicing preferences
Invoicing Preferences
A Level 5or above canset a starting
invoice number
Determines the date that is stamped on a Billing (when entering
registration)
.. and that date may be edited
You CAN create a custom date
(ie: always the 15th of NEXT month)
Payments
Payments
Paymentscan be made
throughModule /Invoices Or, make
paymentson individualregistrations
(if the invoiceis for a singleregistration)
Select payment type
Confirm information
If payment is less than owed
Aging reports
Aging Report (when they haven’t paid!)
Aging Report
Contract Tips
Charging a flat fee?Create a “Paid by Company” $0 fee,
and a Contract Price fee (# 2 fee)
Charging per person?Establish one registrant with a billing record, then use
the number of seats option
Speed Entry (of students)Module / Registrations / Speed Registration Entry
Want more.. See Webinar Archives
Don’t forget… you’ve got HELP..http://www.aceware.com/Resources/SM/Help/
Next Webinar: Meet Next Generation ACEware NxT
April 9th 1:15pm
Don’t forget… you’ve got HELP..http://www.aceware.com/Resources/SM/Help/
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