FACCTS Accounting System - Application Notes

Billing Procedures

The operation of the billing subsystem is much simpler in terms of procedures than the other subsystems. The basic steps are outlined below.

Changes to the billing code database can be made at any time; it is important to note that the substitution of information related to a billing code is made at the time the invoice is entered, so subsequent changes to the billing code database will not have any affect on previously entered invoices.

Since invoices may be selectively printed from the database of "waiting" invoices, there is no set sequence of events for all invoices. For each invoice, the order of events is as follows:

Note that there can be many invoices in the database at a time; in a typical installation, there will be invoices in each of the above stages at all times. It is important to understand that the sequence given applies to each invoice in isolation from the others, but, for example, printing proofreading copies of invoices may cause many invoices to print in the same run.

As discussed in the "concepts" portion, there is a connection between the dates used on invoices and the date used for G/L and A/R bookings. This means that the person responsible for the billing system must ensure that there is no unprinted invoice in the database for a month that is to be closed in A/R and G/L. Normally, this fact should be reported to the person responsible for closing A/R for the month, and the A/R closing should be held as necessary until billing is closed.