List Bill Plan Invoicing

Once a List Bill Plan has been created, it is used as a billing template.  The Invoice is created at the Client level on the Master Client.  

1. On the Primary menu, click SEARCH.
2. Click the Details Icon of the appropriate master client.
3. On the Client menu, click Transactions.  The transaction summary tab is displayed.
4. Click the [Add Master Invoice] link.  The Invoice Add Policy pop-up window is displayed.

5. Select the Policy option, select Current or History from drop-down box, highlight the policy number to be billed and select the List Bill Plan from the drop-down box.  Click OK.
6. Select the appropriate check boxes for Premium, Fees and/or Taxes to default in from the policy info tab of the master client, click OK.

7. Using the links in the Quick Navigation panel, or the scroll bar, complete the following screens:

• Invoice Header - Click [Edit Invoice Header], the following options are displayed:
• Bill Method: Select either Direct or Agency.
• AR Entity Bill To: Select to whom the accounts receivable will go.
• Lockbox Match: Select the items upon which a match is based for the lockbox files.
• Annualize: Select this check box to set the invoice amount to annualize calculations.
• Bill Type: Select the bill type.
• Department: Select the department to which this master invoice is associated.
• Unit: Select the unit to which this master invoice is associated.
• Down Payment Type: Select % of Premium or Flat.
• Down Payment Amount: Enter the amount required for a down payment.

Note:  The down payment is not included in the number of installments.

• Down Payment Eff. Date: Enter the effective date of the down payment. If the invoice is being set up exclusively for installments, the date should be left blank.
• Down payment Date Booked: Enter the date booked for the down payment. If the invoice is being set up exclusively for installments, the date should be left blank.
• Down Payment Due Date: Enter the due date of the down payment. If the invoice is being set up exclusively for installments, the date should be left blank.
• Installment Frequency: Select the frequency which the installments are due.
• Number of Installments: Enter the number of installments.
• 1st Installment Eff. Date: Select the effective date for the invoice.
• 1st Installment Date Booked: Enter the date the first installment was booked. This box defaults to the policy effective date or the transaction date, whichever is later.
• 1st Installment Due Date: Enter the date the first installment is due. This box defaults to the Date Booked + Invoice Days Until Past Due (from Department settings).
• # of Print Days Before Eff. Date: This field is used to calculate the date when the installment will automatically post and makes the invoice available to print in batch.
• Fee Option: Select the installment to which the fee will be applied.
• Tax Option: Select the installment to which the tax will be applied.
• Rounding Option: Select the type of rounding that will be made to the amount.
• Unique Invoice Message: Enter a message that will be displayed on the invoice.
• Internal Note: In the Internal Note box, enter an internal note. This note will not be displayed on the invoice.
• Click OK
• Premiums - Changes can be made to the existing premium by clicking on the details icon.  A new premium can be added by clicking the add new premium link.
• Fees - Changes can be made to existing fees by clicking on the details icon.  A new fee can be added by clicking the add new fee link.
• Taxes - Changes can be made to existing taxes by clicking on the details icon.  A new tax can be added by clicking the add new tax link.
• Agency Commission - If a default commissions exist for the Carrier it will automatically default in.  Changes can be made to Agency commissions by clicking on the details icon.  A new agency commission can be added by clicking the add new agency commission link.

Note:  The Other commissions will become available after the Invoices are created.

8. Click the List Bill Detail link in the quick Navigation.  A new List Bill Schedule is generated.  The list bill schedule is based on the information in the list bill plan template.

9. Click the Create invoices link.  A separate invoice is created for each location shown in the schedule.

10. Each location has its own unique Invoice number.  The total number of invoices will be reflected in the header.

Note:  Each invoice ID numbers displays on the transaction summary tab at the client level where the location record is located.

11. Click the Transaction Summary to close the master invoice.  The Transaction summary view of the master client displays only the invoice(s) for the master Client.

12. Each invoice is displayed with the master invoice number stacked below.  The master number is a hot link, clicking on the link will launch the entire bill plan for review and modification.

13. The select client drop-down box will display the accounts related to the master client.  Select one of clients in the list to access that related accounts transaction summary tab.

14. The Transaction Summary view of the related account selected will display the invoices for that client's location.  

15. Click the Details icon of one invoice; Invoice header will display the master client info along with the location that is being billed for this invoice.

Note: If an agent makes changes to a policy level assignment it will affect list bill.  List bill assignment comes from the client level.

Related Topics

Installment Billing