- 05 Jul 2023
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Invoice Screen
- Updated on 05 Jul 2023
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The Invoice screen allows you to review or if you have Edit Invoice permission, edit invoices for billing customers. If you do not have the Edit Invoice permission, the fields on the screen are read-only. Invoices are typically sent out in batches from the Batch screen but can be individually printed or sent from the Invoice screen. you can access the Invoice screen from the following locations:
- Clicking on an Invoice in the list on the Batch screen
- Clicking on an Invoice in the list on the Invoices Search List screen
- Clicking on an Invoice in the list on the Report | Transaction List screen accessed by hovering over the Reports icon on the Opportunity screen and choosing the Transaction List option
- New Misc. Invoice option in the Quick Menu in the Aspire Navigation Bar
Note that the details section of the invoice is conditionally displayed as described in the table below. Also, depending on the Receipt Status, some fields may be read-only or allow updating as described in the field descriptions below.
Screen Element | Description | ||||||||||||||||||
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:
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:
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.
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Billing Contact Updated After Email Sent | 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. | ||||||||||||||||||
Notes | This area provides two tabs for entering notes.
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Add T&M Line Item Icon | 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:
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:
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. | ||||||||||||||||||
Payments Section | This section allows you to view the payments that have been received and allocated to the invoice. | ||||||||||||||||||
Electronic Payments Section | The Electronic Payments section is only available for invoices that were paid electronically. It provides the Invoice Electronic Payments Search List that shows both the successful and unsuccessful electronic payments that were attempted or made on the invoice. | ||||||||||||||||||
Email Section | This section allows you to view a list of emails that have been sent with the invoice. Clicking an item in the list displays the email on the Email screen. |
Menu
Menu Option | Description |
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. |
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. |