An A/R Invoice “Detail View”: “Line Items” page is accessed by expanding the Accounts Receivable folder in the “Module Explorer” and opening the A/R Invoices module. Choose an invoice from the “List View” and select the “Line Items” page from the “Detail View.”

Line Items “List View”

A scrollable table of all invoice Line Items associated with the selected invoice. You may drill down into an Item to the Item level by using the Items menu “Open Row” option.

The order in which Line Items are listed and displayed on an invoice can be customized. When you create a new Line Item, it is inserted at the currently selected row; subsequent rows, if any, are pushed down one row to make room for the inserted row. Line items can also be appended to the list of line items by choosing “Append Row” from the Items menu. Thus, you can insert a row in the table wherever necessary.

Invoices menu

The Invoices menu has the following menu items:

“New Row”

Choosing “New Row” creates a new blank invoice. You will first be prompted to select a member for which you are creating the invoice. Once the member is selected, you can input additional information in the A/R Invoice “Detail View.”

“Delete Row”

Choosing the “Delete Row” item deletes the currently selected invoice.

“Show All”

Choosing this menu item displays all invoices. See “Working within a module” to learn more about the “Show All” feature.

“Reverse Row”

Choosing the “Reverse Row” item reverses the currently selected invoice. This feature is only available if you want to reverse a transaction in a subsequent period. For more information on when and how to use reversals, see “A/R Reversals: “Detail View.”‘

“Procedures”

Choosing this menu item displays a selection dialog box from which you can choose the below procedures or any other procedures that are implemented as “installed options.” There are four standard procedures available in the A/R Invoices module: “New Dues Invoices,” “New Invoices for Members,” “New Invoices for Reps” and “Set A/R Invoice(s) Batch.”

“New Dues Invoices”

Allows a user to automatically create multiple dues invoices.

NOTE: Prior to running this procedure the “Billing Info Diagnostics” should be run. In addition, once the invoices are created, a user should run the “Unapplied Credits” report prior to printing or e-mailing dues invoices.

“New Invoices for Members”

Allows a user to quickly create multiple invoices for non-dues related goods and services using “Member Filters” and “Procedure Specifications.” This procedure is often used to create invoices for enhanced online listings, newsletter advertisements, etc. For more information, see “Creating output.

“New Invoices for Reps”

Allows a user to quickly create multiple invoices for reps using “Member Filters,” “Rep Filters” and “Procedure Specifications.” This procedure is often used to easily create multiple invoices reps that attended an event. For more information, see “Creating output.

“Set A/R Invoice(s) Batch”

Allows a user to quickly change a batch assigned to multiple invoices using “Invoice Filters” and “Procedure Specifications.” For more information, see “Creating output.

Output menu

Choosing this menu item provides access to different invoice related reports. There are seven output categories to choose from: “A/R Invoice Listing,” “Invoice Forms,” “Invoice Forms: E-mail with MS Outlook,” “Mailing Labels,” “Export File,” “Automation” and “Other.”

“A/R Invoice Listing”

This report is often useful to obtain a listing of all open invoices to assist in the collection process.

Choosing this menu item displays the “Print A/R Invoice Listing” dialog box, which has four tabbed pages: “Data Components,” “Invoice Filters,” “Grouping” and “Order.” Use the “Data Components” page to specify which data items will be included in the report. Use the “Invoice Filters” page, the “Grouping” page and the “Order” page to specify which invoices will be included and in what order they will displayed. For more information, see “Creating output.

“Invoice Forms”

Choosing this menu item displays the “Print A/R Invoice” dialog box, which has four tabbed pages: “Invoice Styles,” “Invoice Filters,” “Form Specifications” and “Order.” Use the “Invoice Styles” page to specify the style of invoice(s) you want to print. Use the “Invoice Filters” page and the “Order” page to specify which invoices will be included and in what order they will print or be displayed. Use the “Form Specifications” to specify what optional information will appear on the invoice (i.e. return address, “IRS Message,” “Statement Message,” etc.). For more information, see “Creating output” in the CC-Assist .NET Reference Manual or “Printing Invoices” in the User’s Guide.

“Invoice Forms: E-mail with MS Outlook”

Choosing this menu item displays the “E-mail A/R Invoice Form(s)” window dialog box which has four tabbed pages: “E-mail Specifications,” “Invoice Filters,” “Form Specifications” and “Order.” Use the “E-mail Specifications” page to specify the subject that will appear in the subject line of the e-mail and the e-mail background color. Use the “Invoice Filters” page and the “Order” page to specify which invoices will be included and in what order they will be created. Use the “Form Specifications” to specify what optional information will appear on the invoice (i.e. “IRS message,” “Statement Message,” etc.). For more information, see “Creating output” in the CC-Assist .NET Reference Manual or “Printing Invoices” in the User’s Guide.

“Mailing Labels”

Choosing this menu item displays the “Print A/R Invoice Mailing Label” dialog box which has three tabbed pages: “Mailing Labels,” “Invoice Filters” and “Order.” Use the “Mailing Labelspage to specify the style of label(s) you want to print. Use the “Invoice Filters” page and the “Order” page to specify which labels will be included and in what order they will displayed. For more information, see “Creating output.

“Export File”

Choosing this menu item displays the “Export A/R Invoice Filedialog box which has three tabbed pages: “Data Items,” “Invoices Filters” and “Order.” Use the “Data Items” page to specify which data items will be included in the export file, in what order the data items will be displayed for each invoice, if the file will include column headers and the name of the file and location of where the export file will be saved. Use the “Invoice Filters” page and the “Order” page to specify which invoices will be included in the export file and in what order the records will be displayed. For more information, see “Creating output.

“Automation”

CC-Assist offers four automation facilities: 1) “MS Word: Mail Merge” for performing mail merge procedures directly from CC-Assist .NET, 2) Automation with “MS Excel: Populate a Worksheet” should you need to populate an Excel spreadsheet with data from CC-Assist , 3) “MS Outlook: Send E-mail (one recipient per mail item) for performing single e-mail procedures, and 4) MS Outlook: Send E-mail (multiple recipients per mail item as BCC’s)” for performing bulk e-mail procedures.

“Other”

Choosing this menu item displays a selection dialog box from which you can choose any other outputs that are implemented as “installed options.”

Items menu

The Items menu has the following menu items:

“Insert Row”

Choosing to “Insert Row” displays the “New Item” dialog box listing the types of lines items from which to choose. Choosing a line item displays an A/R Invoice Line Item “Detail View.” Type the information into this “Detail View” that pertains to this invoice.

If the invoice in which you are currently working already has a line item, then choosing “Insert Row” will insert a line item above the line item that is currently selected in the invoice.

“Append Row”

Choosing to “Append Row” displays the “New Item” dialog box listing the types of lines items from which to choose. Choosing a line item displays an A/R Invoice Line Item “Detail View.” Type the line item information into this “Detail View.”

If the invoice in which you are currently working already has a line item, then choosing “Append Row” will insert a line item below the line item that is currently selected in the invoice.

“Open Row”

Choosing the “Open Row” opens to the Item level where you may view additional information about an Item. From here you may edit the revenue account credited by the invoice and /or update the “Description” or “Amount” of the Item.

“Delete Row”

Choosing “Delete Row” from this menu will delete the currently selected line item. This command allows you to delete the record while it is still open. Choose this item if you want to delete an existing record, and/or if you inadvertently chose the Invoice menu’s “New Row” item and unintentionally created a new blank record. (Note: A line item cannot be “undeleted.” Therefore, be certain that you want to delete it before doing so.)

“Retrieve Row”

Choosing the “Retrieve Row” item displays a selection dialog box listing the titles in the Library of Line Item Sets. Choosing a title from the selection dialog box retrieves a copy of the selected Line Item Set into the invoice.

NOTE: A Line Item “Detail View,” created by retrieving a copy from the Library of Line Item Sets, is like any other Line Item “Detail View“; if necessary, it can be deleted and/or opened and edited (subject to the restrictions described under “Restrictions to creating, editing, and deleting transactions.”)

“Procedures”

Choosing this menu item displays a selection dialog box from which you can choose the below procedures or any other procedures that are implemented as “installed options.”