billing & invoicing an aceware presentation follow the money!

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Billing & Invoicing An ACEware Presentation Follow the Money!

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Page 1: Billing & Invoicing An ACEware Presentation Follow the Money!

Billing & Invoicing

An ACEware Presentation

Follow the Money!

Page 2: Billing & Invoicing An ACEware Presentation Follow the Money!

What you can expect today . . .

BillingBasics

PaymentPlans

Invoices

AgingReports

ContractCourses

Page 3: Billing & Invoicing An ACEware Presentation Follow the Money!

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”

Page 4: Billing & Invoicing An ACEware Presentation Follow the Money!

Do you have Company Invoicing on your SM

Page 5: Billing & Invoicing An ACEware Presentation Follow the Money!

Why use Company Invoicing?

• Save Time• Professional Looking Invoices• Manage your accounts receivable• ?• ?

Page 6: Billing & Invoicing An ACEware Presentation Follow the Money!

Set up a billing

Invoices start by setting up a payment With type: Billing

Page 7: Billing & Invoicing An ACEware Presentation Follow the Money!

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.

Page 8: Billing & Invoicing An ACEware Presentation Follow the Money!

Record PO #

Set payor name

Billing

Default is:a) Student’s Firmb) Student

Page 9: Billing & Invoicing An ACEware Presentation Follow the Money!

OR Select alternate payer or firm

Billing a third party

Or just type in the new “Bill To” person/Org

Page 10: Billing & Invoicing An ACEware Presentation Follow the Money!

Payment Plans

Page 11: Billing & Invoicing An ACEware Presentation Follow the Money!

Payment PlansTo spread payments over time

Choose “Payment Plan”to set up installments

Page 12: Billing & Invoicing An ACEware Presentation Follow the Money!

Enter thenumber

of payments

Student Managerdivides the amountdue equally over

the total number ofinstallments

You may edit the dates/amounts

Page 13: Billing & Invoicing An ACEware Presentation Follow the Money!

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”

Page 14: Billing & Invoicing An ACEware Presentation Follow the Money!

“Billing Only” Registrations

Typically used for Contract Classes

Page 15: Billing & Invoicing An ACEware Presentation Follow the Money!

Billing RecordEnable the Billing Record feature on the Preferences / Registration tab

“Use Bill / Pay Reg Type”

Page 16: Billing & Invoicing An ACEware Presentation Follow the Money!

Billing Record SelectingBilling Record

allows youto clear out

CEU’s, Hours& Credits

Leavingthe name

(and the money)with the course

Page 17: Billing & Invoicing An ACEware Presentation Follow the Money!

On the roster . . .

Payor is not on the roster

or included in enrollment count

Page 18: Billing & Invoicing An ACEware Presentation Follow the Money!

Billing Preferences

Page 19: Billing & Invoicing An ACEware Presentation Follow the Money!

Billing Preferences

Assigns an invoice number to a billing record when you save the payment

We generally DO NOT recommend

This Option.

Page 20: Billing & Invoicing An ACEware Presentation Follow the Money!

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”

Page 21: Billing & Invoicing An ACEware Presentation Follow the Money!

Payment PreferencesRegistrar

enters paymentamount – Disabled

auto entry of payment amount

Blank payment amount

Page 22: Billing & Invoicing An ACEware Presentation Follow the Money!

Invoices are Based on Billings

& Must Meet 3 Criteria

Must havePayment

Type

“Billing”

Billing recordcreatedprior totoday

Receipt/InvoiceNumber

fieldempty

1 2 3

Page 23: Billing & Invoicing An ACEware Presentation Follow the Money!

Invoices are combined

PO Numbers match(if they were entered)

Firm is an exact match

IF . . .

Page 24: Billing & Invoicing An ACEware Presentation Follow the Money!

Running invoices

Page 25: Billing & Invoicing An ACEware Presentation Follow the Money!

To run invoices

Page 26: Billing & Invoicing An ACEware Presentation Follow the Money!

Print New Invoices

Un Check To Run Query

“Print New Invoices” runs un-invoiced bills that fall on or before reference date

Page 27: Billing & Invoicing An ACEware Presentation Follow the Money!

You have options for how Invoices are ordered…

Page 28: Billing & Invoicing An ACEware Presentation Follow the Money!

If all is well(and invoices printed)Assign Invoice Numbers to Billings

Page 29: Billing & Invoicing An ACEware Presentation Follow the Money!

Invoicing preferences

Page 30: Billing & Invoicing An ACEware Presentation Follow the Money!

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)

Page 31: Billing & Invoicing An ACEware Presentation Follow the Money!

Payments

Page 32: Billing & Invoicing An ACEware Presentation Follow the Money!

Payments

Paymentscan be made

throughModule /Invoices Or, make

paymentson individualregistrations

(if the invoiceis for a singleregistration)

Page 33: Billing & Invoicing An ACEware Presentation Follow the Money!

Select payment type

Confirm information

Page 34: Billing & Invoicing An ACEware Presentation Follow the Money!

If payment is less than owed

Page 35: Billing & Invoicing An ACEware Presentation Follow the Money!

Aging reports

Page 36: Billing & Invoicing An ACEware Presentation Follow the Money!

Aging Report (when they haven’t paid!)

Page 37: Billing & Invoicing An ACEware Presentation Follow the Money!

Aging Report

Page 38: Billing & Invoicing An ACEware Presentation Follow the Money!

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

Page 39: Billing & Invoicing An ACEware Presentation Follow the Money!
Page 40: Billing & Invoicing An ACEware Presentation Follow the Money!

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/

Page 41: Billing & Invoicing An ACEware Presentation Follow the Money!

Find US Online!

ACEware Systems

Search for“ACEware Systems”

• Student Manager Help• Software Updates• CE Current Events• Social Media Help• Interesting Help

• Special Deals• Event Updates• Tutorials