Creating Invoices from the Invoicing Assistant Screen

Updated on 18 Jul 2023

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The Batch screen provides a list of invoices in a single batch as search list An invoice batch is a set of invoices that can be processed, printed, and sent simultaneously in bulk. The Batch screen provides access to any invoice in the selected batch allowing you to select one for viewing or updating. Clicking one of the invoices in the list displays the invoice in the Invoice screen.

It is important to understand that invoices are not considered “invoiced” by Aspire until they are completed on this screen.It is important to understand that invoices are not considered “invoiced” by Aspire until they are completed on this screen.

Screen Element	Description
Created	The date that the batch was created and the name of the batch creator.
Completed	The date that the batch was completed and the name of who completed it.
Related Event	Allows you to select an event whose description should appear on the invoices in the batch. Events must be created from the Event screen before they will be available in this dropdown. The list only makes available events whose start date is within one month of the date that the batch was created. The list of all events that have been created is available on the Events Search List screen.
Menu	The menu (...) is available if you have the Edit Invoice permission.

Menu Option	Description
Print All Invoices (Include Paperless)…	This option allows you to generate a print file containing all the invoices in the batch including paperless invoices. If the batch has not yet been completed, the invoices generated in PDF or RTF format will have a DRAFT watermark displayed on each page. When you choose this option, Aspire displays the Report Settings screen that allows you to select the report layout and export type. Valid export types are PDF, Excel Spreadsheet, HTML, Png, Mht, Rtf, and Text. If you do not have Choose Report Export Type permission, they will only be able to export to PDF. Invoice layouts are commonly established with the input by the AspireCare team during system setup.
Print All Invoices ( Exclude Paperless)…	This option allows you to generate a print file containing all the invoices in the batch except for paperless invoices. If the batch has not yet been completed, the invoices generated in PDF or RTF format will have a DRAFT watermark displayed on each page. When you choose this option, Aspire displays the Report Settings screen that allows you to select the report layout and export type. Valid export types are PDF, Excel Spreadsheet, HTML, Png, Mht, Rtf, and Text. If you do not have Choose Report Export Type permission, they will only be able to export to PDF.
Complete Batch…	This option is only available for batches that have not been completed. It allows you to complete the batch which reflects the fact that from Aspire’s perspective, the invoices have been sent. Upon selecting this option, if the properties for any of the selected invoice recommendations have an Invoice Email contact, Aspire will display the Complete Batch (Email Invoice) screen allowing you to verify the email parameters before sending the email. If you click the Back icon without confirming the emailing of the invoices, the completion of the batch is canceled. If you confirm sending the email, or if there are no invoice email contacts, Aspire sends the emails and then generates a printable version of each invoice in the batch for which the associated property is not marked “Paperless Invoice”, allowing you to print and mail them. Note: The selection of invoices on the Batch screen by placing a checkmark in front of them has no effect on this function – this function applies to all invoices in the batch.
Delete Batch…	This option is only available for batches that have not been completed. This option deletes the displayed invoice batch and all invoices it contains. The associated invoice recommendations are returned to the Invoicing Assistant so that the invoices can be regenerated when appropriate.
Delete Selected Invoices…	This option is only available for batches that have not been completed. This option allows you to delete the invoices that they have checked in the search list. The deleted invoices are removed from their respective batches and recommendations are returned to the Invoicing Assistant so that the invoices can be regenerated when appropriate.
Add Event…	This option is only available for batches that have not been completed. This option allows you to create an event by displaying the – almost certainly snow event such as “Snow 1/3/2016.” The event allows you to specify a description and associate the event with multiple invoices so that the event description is included on all such invoices.

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