Invoice Screen

Billing Contact/Company

The customer billing contact is responsible for paying the invoice. The company hyperlink is displayed in small font underneath the contact field. Click on the icon of the contact card to be directed to the contact detail page. 

Billing Address Line 1 / 2

Billing address information associated with the customer’s responsible billing party. Aspire automatically fills these fields with the address of the selected billing contact. you can change these values.

Billing City

Billing State

Billing Zip

Property Name

Read-only. The name of the property is determined based on the opportunity associated with the invoice. Click on the building icon to be directed to the Property overview screen. 

Property Street Address

Read-only. Address of the property.

Property City/State/Zip

Billing Status

Read-only.  Status can be one of the following:

1. Draft – The invoice has been created but has not yet been sent. Aspire will still allow line items to be added to the invoice and allow you to change the payment terms for the invoice or the invoice date.
2. Sent – The invoice batch has been completed and the invoice has been sent to the customer (hard copy sent or emailed). Aspire will no longer allow line items to be added to the invoice or any changes on the invoice screen to be saved – the Save button is disabled.

Note: The Invoices Search List, provides two status fields that can be displayed: Email Status and Status.  The Status field on the Invoices Search List equates to this field.  The Email Status field communicates the progress in process of emailing an invoice (Pending > In Queue > Sent). Invoice emails are not generated and sent until the invoice batch has been completed.

Date

Allows you to specify the date of the invoice.

Terms

Allows you to specify payment terms that are different from those agreed to for the property.

Tax Jurisdiction

This field allows you to override the property’s tax jurisdiction for the invoice.  The field is only enabled until you submit the batch.  Thereafter, the field is read-only. When you update the tax jurisdiction for the invoice, the sales tax reflected on the invoice is immediately recalculated based on the tax percentages for the newly selected tax jurisdiction.

Based on the quantity and unit price, Aspire calculates the extended price for the line item and updates the total amount on the invoice.

The adjusted tax amount is reflected in the following locations:

1. Drill downs for the Tax Entity Report
2. Invoices Search List screen
3. Process Electronic Payments screen
4. Batch screen

Due to complexities around calculating tax for some invoice types, Aspire only allows the tax jurisdiction to be overridden for certain invoice types as identified in the following table. If the invoice tax jurisdiction cannot be changed, the Tax Jurisdiction field is disabled.

Read-only checkbox.

When you change the billing contact for a property from the Property Overview screen or the Property screen, Aspire prompts you to allow an update of the billing contact on all opportunities for the property and all open invoices for the property. If you choose to update the billing contact for open invoices, this checkbox is enabled letting you know that the billing contact changed since the invoice was sent. you may want to resend the invoice to the new billing contact.

1. Invoice Notes - allows you to enter a note that is displayed on invoices if included in the selected invoice layout. This note is in addition to the invoice note defined on the opportunity.
2. Statement Notes - allows you to enter a mote that is displayed on statements if included in the statement layout.

Add T&M Line Item Icon
(+ icon in the QTY column next to the invoice line item)

For T&M invoices, while the invoice is still in the Draft status, clicking this icon adds a T&M line item to the invoice. Once the item is added, you can specify the following information for the newly added line item:

1. Quantity
2. Item Type – Labor, Material, Equipment, Sub or Other
3. Description – Free-form
4. Unit Price

Based on the quantity and unit price, Aspire calculates the extended price for the line item and updates the total amount on the invoice.

Add Invoice Line Item

Allows you to add a line to the invoice providing a fixed list of available options:

• Bounced Check
• Clean up A/R
• Convenience Fee
• Finance Charges
• Late Fees
• Miscellaneous
• Offset A/R Credit (Refund Customer)

When you add an item in this manner, Aspire allows you to enter a dollar amount which is added to the total amount for the invoice. 

 “Clean Up A/R” and “Refund Customer” options are designed to represent an offset for a Miscellaneous Credit. Therefore, the value will be entered as a positive number.  You will normally add these line items to miscellaneous invoices that will not be sent to the customer – their purpose is purely to offset the credits for accounting.

Delete T&M Line Item Icon

Allows you to delete the associated line item from T&M invoices.  Removing the line item removes all associated dollar amounts.

Print Invoice…

This option allows you to print the invoice.  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, you will only be able to export to PDF. Invoice layouts are commonly established with input by the AspireCare team during system setup.

Email Invoice…

This option allows you to email the invoice as a PDF attachment.  When you choose this option, Aspire displays the Bulk Email Invoice screen that allows you to select the email parameters and report layout.

Add Credit Memo…

This option is only available for invoices that have been sent. When the Add Credit Memo option is selected, Aspire displays the Add Credit Memo dialog (right) to collect the key information before displaying the Credit Memo screen filling in the specified values including the allocation of the credit memo to the invoice.  Note that the following fields are additionally filled in on the Credit Memo screen based on the invoice: Billing Contact/Company, Branch, Property, and Address. The display of the Credit Memo screen allows you to complete the creation of a credit memo to be applied to the invoice.

Delete Invoice…

Delete the invoice and removes it from its batch.

Void and Reset…

This option allows you to reset the invoice as if it had not been sent putting it back into the Draft status. The option is only available if the status of the invoice is Sent. If the invoice was the only invoice in a batch, the batch is reset as if it had not been sent so that you can complete (or re-complete) the batch when necessary. If there were other invoices in the batch, the invoice is removed from its original batch, and a new batch is created to contain the invoice. The newly created batch is ready to be completed when appropriate.  This option is displayed if you have Modify Sent Invoices privilege.
 
 This option might be used if you had printed an invoice batch to send, and then discovered it was necessary to pull one of the invoices to hold for a while and mail the rest.

Process Electronic Payment

This option is only available if you have the Process Electronic Payments permission and if the Customer Electronic Payment Processing feature has been enabled. If you choose this option, Aspire displays the Process Electronic Payment screen.