InvoiceAudit
Contents
Invoice Auditing
Once the Billing and Rating engine has generated invoices, they will initially be set to the status of Pending. If the Invoice Approval settings have been set to be fully automated (i.e. either via the system default settings or for specific customers), invoices will be automatically approved and sent to customers, as defined in the Invoice Delivery methods. In this case, invoice auditing will by-passed, and the system will automatically update the invoices’ statuses to Approved.
Pending invoices should be audited to verify the invoice details and charges are correct. Once verified, the invoice should be approved. The system will not send an invoice to an account until it has been approved. Invoices can be approved individually using the Manage Invoice function, or multiple invoices can be approved at once using the Bulk Approve (of course after you have performed the necessary checking). Once approved, the invoice will be automatically sent to the customer account via the Invoice Method set in the account's options.
If the invoice details are not correct, the invoice may be rejected. Invoices can be rejected individually using the Manage Invoice function, or multiple invoices can be rejected at once using the Bulk Reject function. Rejected invoices are investigated by the Emersion Billing Support team. Notes should be added to provide details about the problems found with the invoice. Any invoice problems can be corrected and addressed by the Emersion Billing Support team, in consultation with you, and the invoice can be re-generated for you to re-check and approve.
Invoice Statuses
Invoices can have one of the following statuses:
- Pending
- invoices that have been created & rendered and not yet approved. Invoices that are re-rendered or re-rated will return to Pending status.
- Approved
- invoices that have been manually approved, or automatically approved by the system. Once the invoice is approved, it is committed to the account ledger and cannot be undone.
- Rejected
- rejected invoices will not be committed to the account ledger and will remain rejected until otherwise modified (e.g. re-rated or re-rendered after addressing any issues found during the invoice audit).
- Rendering
- invoices that are in the process of being re-rendered by the system.
The Invoice Approval Process
Before you approve an invoice, you should review the invoice and check the following information:
- Display and / or Download the invoices generated.
- Manage the invoice. This includes the following actions:
- View the invoice.
- Review any service usage.
- Review the allocated cardlines, and modify as required.
- Re-render the invoice if you have modified or added cardlines, or re-rate the invoice if your have modified any of the plan or rate card information.
- Once you are satisfied the invoice is complete and correct, approve the invoice.
- If you have checked multiple invoices and are satisfied the invoices are all correct, use the Bulk Approve action.
Bulk Invoice Actions
When the Invoice List page is initially displayed in the Accounts Receivable module, all invoices of all statuses are shown. However, once you filter the invoices by Approved Status, the Invoice List page will update to display Bulk Action options. Note that the Bulk Action options will not appear when the Invoice List page is displaying invoices with varying statuses. Details about how to use the Bulk Actions are provided in the sections related to the individual invoice actions.
The Bulk Actions available will differ depending on the status of the displayed invoices, as follows:
Pending invoices
- Bulk Approve
- Bulk Reject
- Bulk Re-Render
Approved invoices
- Bulk Re-Send
Rejected invoices
- Bulk Approve
- Bulk Re-Render
Note: To display the Bulk Actions, filter the invoices by selecting the required status in the Approval Status drop list and then clicking the Search button.
