billing & invoicing an aceware presentation follow the money!

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

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