Billing

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Billing Invoicing
Follow the Money!

• An ACEware Presentation

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What you can expect today . . .
Billing Basics
Aging Reports
Payment Plans
Contract Courses
Invoices
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• NOTE For Student Manager users who purchased
  before 2005

The Company Invoicing Module was an
optional Module If you did not purchase it,
you may add It at any time. ( Current price
695)
Not sure Check out the Optional Module
Reporter
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Do you have Company Invoicing on your SM
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• Why use Company Invoicing?

• Save Time
• Professional Looking Invoices
• Manage your accounts receivable
• ?
• ?

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• Set up a billing

Invoices start by setting up a payment With
type Billing
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Setting a billing
Invoice
A Bill is not an Invoice until an Invoice
Number is Assigned.
Billing date (user preference) Can edit OTF
Who is picking up the tab
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Billing

• Default is
• Students Firm
• Student

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Billing a third party
OR Select alternate payer or firm
Or just type in the new Bill To person/Org
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• Payment Plans

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Payment Plans

• To spread payments over time

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Enter the number of payments
Student Manager divides the amount due equally
over the total number of installments
You may edit the dates/amounts
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A few important notes!
Payment plans Default to a 30-day Cycle (but
you may edit)
Payment plans ARE NOT allowed with
grouped registrations
Based on Bill Date, Student Manager finds the
next installment when you Run Invoices
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• Billing Only Registrations

Typically used for Contract Classes
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Billing Record
Enable the Billing Record feature on the
Preferences / Registration tab Use Bill / Pay
Reg Type
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Billing Record
Selecting Billing Record allows you to clear
out CEUs, Hours Credits
Leaving the name (and the money) with the course
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On the roster . . .
Payor is not on the roster or included in
enrollment count
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• Billing Preferences

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Billing Preferences
We generally DO NOT recommend This Option.
Assigns an invoice number to a billing record
when you save the payment
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Billing Preferences
Assign Invoice at Time of Billing
If you ONLY will have one bill to that Billee
DO NOT Assign at Time of Billing
If you anticipate multiple bills to the that
Billee
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Payment Preferences
Blank payment amount
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Invoices are Based on Billings Must Meet 3
Criteria
Must have Payment Type Billing
Billing record created prior to today
Receipt/Invoice Number field empty
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Invoices are combined
IF . . .
Firm is an exact match
PO Numbers match (if they were entered)
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• Running invoices

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To run invoices
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? Print New Invoices
Print New Invoices runs un-invoiced bills that
fall on or before reference date
Un Check To Run Query
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You have options for how Invoices are ordered
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If all is well(and invoices printed)Assign
Invoice Numbers to Billings
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• Invoicing preferences

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Invoicing Preferences
You CAN create a custom date (ie always the
15th of NEXT month)
A Level 5 or above can set a starting invoice
number
Determines the date that is stamped on a Billing
(when entering registration)
.. and that date may be edited
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• Payments

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Payments
Payments can be made through Module / Invoices
Or, make payments on individual registrations (i
f the invoice is for a single registration)
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Select payment type
Confirm information
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If payment is less than owed
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• Aging reports

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Aging Report (when they havent paid!)
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Aging Report
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Contract Tips
Want more.. See Webinar Archives
Charging a flat fee? Create a Paid by Company
0 fee, and a Contract Price fee ( 2 fee)
Charging per person? Establish one registrant
with a billing record, then use the number of
seats option
Speed Entry (of students) Module / Registrations
/ Speed Registration Entry
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Examples
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Dont forget youve got HELP.. http//www.aceware
.com/Resources/SM/Help/
Questions????
Dont forget youve got HELP.. http//www.aceware
.com/Resources/SM/Help/
Next Webinar Meet Next Generation
ACEware NxT April 9th
115pm
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