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Billing & Invoicing

Billing & Invoicing. Follow the Money!. An ACEware Presentation. What you can expect today. Billing Basics. Aging Reports. Payment Plans. Contract Courses. Invoices. NOTE: For Student Manager users who purchased before 2005. The Company Invoicing Module was an optional

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Billing & Invoicing

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  1. Billing & Invoicing Follow the Money! An ACEware Presentation

  2. What you can expect today . . . Billing Basics Aging Reports Payment Plans Contract Courses Invoices

  3. NOTE: For Student Manager users who purchased before 2005 The Company Invoicing Module was an optional Module: If you did not purchase it, you may add It at any time. ( Current price $695) Not sure: Check out the “Optional Module Reporter”

  4. Do you have Company Invoicingon your SM

  5. Why use Company Invoicing? • Save Time • Professional Looking Invoices • Manage your accounts receivable • ? • ?

  6. Set up a billing Invoices start by setting up a payment With type: Billing

  7. Setting a billing: Invoice # A “Bill” is not an “Invoice” until an Invoice Number is Assigned. Billing date (user preference) Can edit OTF Who is picking up the tab…

  8. Billing Record PO # Set payor name • Default is: • Student’s Firm • Student

  9. Billing a third party OR Select alternate payer or firm Or just type in the new “Bill To” person/Org

  10. Payment Plans

  11. Payment Plans To spread payments over time Choose “Payment Plan” to set up installments

  12. Enter the number of payments Student Manager divides the amount due equally over the total number of installments You may edit the dates/amounts

  13. A few important notes! Payment plans Default to a 30-day Cycle (but you may edit) Payment plans ARE NOT allowed with grouped registrations Based on Bill Date, Student Manager finds the next installment when you “Run Invoices”

  14. “Billing Only” Registrations Typically used for Contract Classes

  15. Billing Record Enable the Billing Record feature on the Preferences / Registration tab “Use Bill / Pay Reg Type”

  16. Billing Record Selecting Billing Record allows you to clear out CEU’s, Hours & Credits Leaving the name (and the money) with the course

  17. On the roster . . . Payor is not on the roster or included in enrollment count

  18. Billing Preferences

  19. Billing Preferences We generally DO NOT recommend This Option. Assigns an invoice number to a billing record when you save the payment

  20. 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”

  21. Payment Preferences Registrar enters payment amount – Disabled auto entry of payment amount Blank payment amount

  22. Invoices are Based on Billings& Must Meet 3 Criteria Must have Payment Type “Billing” Billing record created prior to today Receipt/Invoice Number field empty 1 2 3

  23. Invoices are combined IF . . . Firm is an exact match PO Numbers match (if they were entered)

  24. Running invoices

  25. To run invoices

  26.  Print New Invoices “Print New Invoices” runsun-invoiced bills that fall on or before reference date Un Check To Run Query

  27. You have options for how Invoices are ordered…

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

  29. Invoicing preferences

  30. Invoicing Preferences You CAN create a custom date (ie: always the 15th of NEXT month) A Level 5 or above can set a starting invoice number Determines the date that is stamped on a Billing (when entering registration) .. and that date may be edited

  31. Payments

  32. Payments Payments can be made through Module / Invoices Or, make payments on individual registrations (if the invoice is for a single registration)

  33. Select payment type Confirm information

  34. If payment is less than owed

  35. Aging reports

  36. Aging Report(when they haven’t paid!)

  37. Aging Report

  38. Want more.. See Webinar Archives 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

  39. Examples

  40. Don’t forget… you’ve got HELP.. http://www.aceware.com/Resources/SM/Help/ Questions???? 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

  41. ACEware Systems Find US Online! Search for “ACEware Systems” • Student Manager Help • Software Updates • CE Current Events • Social Media Help • Interesting Help • Special Deals • Event Updates • Tutorials

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