Automated storage invoicing enables the user to automatically generate batches of invoices as needed.

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How to Use the Automated Storage Invoicing Feature

1. Navigate to Storage > Storage Invoicing.
   
2. Enter the Use Invoice Date, which is the date that will appear on your invoice. 
   
3. Enter the Create Invoices To date, which is the end date of the invoicing period (e.g. the end of the week for a weekly charging frequency).

4. If needed, filter the storage consignment records using the boxes at the top of the window.  This allows you to invoice a subset of your storage clients.  For instance, if you double click the Group field and choose a Storage Group, you can do your storage invoicing for only that particular group of storage clients.

5. To generate one invoice for customers with more than one storage consignment, set the Combined Storage Clients drop down list to Y.

6. Select extra one-off fixed charges to include on the invoices such as Credit Card Fees or Fumigation. Click and hold the Ctrl key to select more than one charge.

7. Next, follow the Storage Invoicing steps outlined below (Calculate Storage, Run Audit Trail, and Create Invoices).

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Calculate Storage

Calculate Storage will calculate all the storage costs, populating the Invoice Rate, Quantity, Value and Tax fields.

By default, all the Storage records on the screen will be “Selected” for Storage Invoicing.  You can ‘Deselect’ a specific Storage Account by double-clicking in the Sel column.

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Run Audit Trail

Run Audit Trail will produce an audit report to validate all the storage charges that will appear on invoices.  Click the Run Audit Trail button and click Print, Preview or PDF.  

Review the audit trail and ensure that all details are correct and valid. If any consignment details are incorrect, this can be changed in the Details tab of the Storage Management module and the Audit Trail reprinted for checking.

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Create Invoices

Once all details are correct, click the Create Invoices button.

1. Click Yes to confirm that you have checked the Audit Trail.
2. Click Yes to confirm creating the Invoices.
3. The system will then tell you how many invoices have been created.

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View Invoices

The View Invoices button allows the user to view the invoices that have been generated. The invoices can be selected, posted and printed from this view.

The Batch # shown below is 1154:

Once the invoices are generated, The Last Account date for each charge line included is updated to reflect the date on the invoices.  

You can now Email the Storage Invoices to your clients in bulk.

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How to Post the Invoices

If Invoices are not Posted during the “View Invoices” step in the Storage Invoicing screen, you can either post the invoices manually (one by one) in the Invoicing menu or you can post the invoices in bulk by going via the Invoice Update menu.  It is recommended that storage invoices are processed from the Customers Invoice Update window.  Storage invoices can be viewed and updated in batches along with all other Customer invoices.  See Posting and Updating Invoices.

When displayed in the Invoice Update window the generated invoices will all have a source of S to indicate that they have been created from the Storage module.  On the Invoice Update screen, ensure you check the box DD if you have Direct Debit customers that you need to post as well.

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