The To Be Paid tab is usually only visible for user accounts with Master user account status enabled, however the menu and tab security in each ValuePRO application can be modified and this tab could be made available to accounts with Valuer and Admin status.
This page is used to keep track of jobs that have been completed and sent to clients and need to be invoiced and/or are awaiting payment before being archived.
Page Views
There are two views available on this page:
- List of All Clients to be Invoiced/Awaiting Payments
- List of Jobs to be Invoiced/Awaiting Payments for a Specific Client
The first view is the default view that is loaded on the tab.
The Client cards contain a field called Billing Mode, which determines how the client should be invoiced. The page views on this tab support the two client billing modes available in this field:
- Consolidated Invoice for each Accounting Period (Bulk) or;
- Separate Invoice for each Job (Individual)
1. List of All Clients to be Invoiced/Awaiting Payments
This is the default view that is displayed when the tab is loaded.
This view displays a list of clients who have jobs that are waiting to be invoiced or awaiting a payment to come through, along with a summary of the amount due. The Client Card can be accessed by clicking on the name of the client in the list.
Depending on the billing mode of the client, the data for each client in the list may look different. This is specified below.
If the Accounting System setting is set to Attache, the Attache Export button will be visible on this view. For more information on this feature, click here.
1. Bulk Billed Clients
The bulk billing option is available for clients who request several jobs a month and require one invoice per month to cover all the jobs completed within that month.
To generate a bulk invoice to send to this client, click the Invoice button (1) to open the Client card, then click the Add an Invoice button (2) to create the bulk invoice.
2. Individually Invoiced Clients
This option is available for clients who prefer to be sent an invoice for each job that is completed. This invoice is usually generated and attached to an email or fax that can be sent from the application with the final report. The application will automatically insert the date the invoice was sent as the invoice date.
The Register Payment button (1) is used to generate a receipt to provide to the client when a payment is made to cover one or more invoices.
2. List of Jobs to be Invoiced/Awaiting Payments for a Specific Client
This view displays a list of jobs for the selected client that are waiting to be invoiced or awaiting a payment to come through, along with a summary of the amount due. The Client Card can be accessed by clicking on the name of the client in the list.
Depending on the billing mode of the client, the data for each client in the list may look different. This is specified below.
Bulk Billed Clients
The bulk billing option is available for clients who request several jobs a month and require one invoice per month to cover all the jobs completed within that month. This view provides the user with 5 buttons to perform different functions, as detailed below:
- Invoice button - clicking the Invoice button will open the Client card, specifically to the Invoices tab;
- Add an Invoice button - click the Add an Invoice button to create a bulk invoice. During this processing, the jobs to be included in the invoice can be selected;
- Statement button - click the Statement button to generate a statement of accounts to PDF to be sent to the client. The statement generated will use the template selected in the Statement Template field on the Client Card. If no template is selected, the statement template from the Default Statement Template setting will be used;
- Bulk Receipt button - click on the Bulk Receipt button to generate a receipt for all invoiced jobs to PDF to be sent to the client. The receipt generated will use the template setup in the Default Bulk Receipt Template setting;
- Save Changes button - click the Save Changes button to save any changes that are made on the current page view;
- Reset button - this button is present to remove any uncommitted changes from the view.
Individually Invoiced Clients
This option is available for clients who prefer to be sent an invoice for each job that is completed. This invoice is usually generated and attached to an email or fax that can be sent from the application with the final report. The application will automatically insert the date the invoice was sent as the invoice date.
Alternatively, the invoice date and/or payment date can be registered manually by the user if the invoice is not sent from within the application.
This view provides the user with 5 buttons to perform different functions, as detailed below:
- Invoice button - clicking the Invoice button will open the Client card, specifically to the Invoices tab;
- Add an Invoice button - click the Add an Invoice button to create a bulk invoice. During this processing, the jobs to be included in the invoice can be selected;
- Statement button - click the Statement button to generate a statement of accounts to PDF to be sent to the client. The statement generated will use the template selected in the Statement Template field on the Client Card. If no template is selected, the statement template from the Default Statement Template setting will be used;
- Bulk Receipt button - click on the Bulk Receipt button to generate a receipt for all invoiced jobs to PDF to be sent to the client. The receipt generated will use the template setup in the Default Bulk Receipt Template setting;
- Save Changes button - click the Save Changes button to save any changes that are made on the current page view;
- Reset button - this button is present to remove any uncommitted changes from the view.
Attache Export
If the Accounting System setting is set to Attache, the Attache Export button (1) will be visible on this page.
The Attache export generates a KFI file of all the invoices details that are currently present on the To Be Paid tab. A Attache Export File link (2) is then made available to allow the KFI file to be downloaded and imported into your Attache accounting system.
Once the KFI file has been downloaded and successfully imported into Attache, press the Mark as Synchronised button (3) to mark all the invoices as Synced to Attache, then press the Close button (4) to close the Download Attache Export window.
Page Filters
The To Be Paid page has a selection of filters available to filter and sort the jobs on the page, making it easier to find a job in the list or change the order of the job on the page.
The filters available are:
- Invoice Status filter - this filter is used to show jobs that have not yet been invoiced or not yet been paid;
- Job State filter - this filter is used to show jobs for all states or jobs allocated to just one particular state. This is especially useful for users who work across two states. This filter only appears if the Show State Filter on Current Jobs setting is turned on;
- Client filter - this filter is used to show jobs that are invoiced to the client that is selected from the list. This filter works similar to using the [ + ] button next to a client in the list of jobs;
- Show As filter - this allows the view of the page to be changed to show the jobs in either List view or plotted on a Map view.
