Ad-Hoc Invoices
This function allows the creation of "one-off" invoices or credit notes based on an existing charge template but outside of the normal invoicing cycle. It is normally used to create a transaction for a time period that is different to the normal period for the template, for example, if the invoicing for a particular period has already been processed and a new resident arrives part way through the period it would be necessary to create an Ad-Hoc invoice to catch up.
It is accessed by clicking on the "Produce Ad-Hoc Invoice/Credit Note" button at the top of the Charge Template screen.
The "Raise Ad-Hoc Invoice" screen will then appear.
Enter the "From Date" and "To Date" that are required and the "No. Days in Period" will automatically be calculated. Then enter the "Date to Appear on Invoice". (N.B. This is the date that will be used when the invoice is posted to Sage 50 Accounts). You may also enter a "Payment Due Date" if this is required, please note that this requires an amendment to the Invoice layout.
At the bottom of the screen there are three tickbox options:
"Is this a test invoice?" - selecting this option allows the user to see the effect of the data entered on the screen without actually creating an invoice transaction. If you are not sure about the values or dates you have entered this option will allow you to try it out before creating an actual invoice or credit note.
"Include un-invoiced retrospective adjustments?" - This option is related to "Create Retrospective Adjustments" in the Client Rate Processing section. If a retrospective adjustment has been created on the current charge template you can choose to include it on the invoice/credit note you are creating or leave it for the next regular invoice run.
"Is this a credit note?" - selecting this option will create a credit note rather than an invoice. See Credit Notes for more information.
Clicking on "OK" will take you to the printer dialog box and you can then preview the document on screen and print it out if desired. N.B. If the "Printable Invoice?" box has not been ticked or if the "Invoice Type" selected is a 'multiple' type you will not be able to view the document but it will still create the transaction which will show in the Invoice History screen and also in the View/Modify Invoices screens.
In the case of a template based on a Calendar Monthly cycle, an additional screen will appear after the "Raise Ad-Hoc Invoice" screen.
This allows the selection of either "Number of Days" or "Flat Rate". The first option will calculate a daily rate multiplied by the number of days specified on the previous screen. The second option will charge the flat rate from the original charge template.
Once the process is finished the invoice/credit note will then appear in the Invoice History and the View/Modify Invoices section from where it can be printed and posted to Sage 50 Accounts.