Adding Additional Fees to Invoices in the Billing Manager

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If you have the need to add additional fees to an invoice rather than adding new charges or modifying existing charges for a specific transaction, you can do this as well. This would typically be done for payment past due fees, per invoice processing fees, and so forth. This process could also be used to add Overdue fees to specific invoices for items returned after the specified due date, but ONLY if Billing is completely set up and in use for all transactions in the module being billed. It is NOT currently possible to bill ONLY for Overdues. On the Invoice Items tab of the Invoice Details form, you may add in additional charges to be applied to the chosen invoice. Add in the amount to be charged, the type of charge is applied, and a brief descriptive note. Then click the Add Item button. This will add the new charge to the chosen invoice.

Once this process is complete, you will likely want to print a new copy of this invoice that reflects the changes. This can be done by clicking the Print Invoice button on the Invoice Details form.

Adding Additional Fees to Multiple Invoices

If you have the need to add additional fees to multiple invoices, you can do this as well. This would typically be done for per invoice processing fees or any other universal fee additions.

For ALL Invoices in an Invoice Batch

  1. From the Previous Invoices tab on the Billing Manager form, select the batch to which you would like to add an additional fee. Then click the View button. This will bring up a list of the invoices that comprise the selected invoice batch.
  2. To add a standard fee to all invoices in the batch, right-click anywhere in the results set and choose Add Invoice Item to ALL... This will bring up an Add Item Detail form, to which you may add the charge information to be applied to all of the invoices in the Invoice Batch.
  3. Add in the amount to be charged, the type of charge being applied, and a brief descriptive note. Use the calculator interface to enter the amount. This may be done by selecting the Amount dropdown arrow.
  4. Once you have the correct information entered, click the Add Item button. This will add the additional charge to all of the invoices in the Invoice batch.

For ALL Invoices in a Search Results Set

  1. From the Billing Manager form, click the Search button and perform a search for all transactions that based on criteria for adding an additional fee. To add the same fee to all invoices in the results set, right click anywhere in the results set and choose Add Invoice Item to ALL...
  2. This will bring up an Add Item Detail form, to which you may add the charge information to be applied to all of the invoices in the Invoice Batch. Add in the amount to be charged, the type of charge being applied, and a brief descriptive note.
  3. Use the calculator interface to enter the amount. This may be done by selecting the Amount dropdown arrow.
  4. Once you have the correct information entered, click the Add Item button. If you attempt to add an item to a large group of invoices, you may see a warning that some of the invoices returned by your search already have an invoice item similar to the one you are attempting to add.
  5. If you see this warning, you may abort adding the item a second time by clicking the No button. If you choose to proceed, click the Yes button. This will add the additional charge to all of the invoices in the results set.

The Type field is used for reference to describe the nature of the fee being added. You can type directly in the dropdown box to add new default values to this field. Once entered into the dropdown box and submitted, Type values will appear in the Type dropdown for all subsequent additions. (The dropdown displays a list of all unique entries for the DetailType value that exist in the InvoiceDetails table, with the exception of Transaction, which is only used to record charges.)

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