cieTrade's billing sheet makes it easy to match vendor bills with expected costs while also creating a consolidated invoice to send your customer.
NOTE: this can only be done if you have set up a Service Record for the Customer.
1. To create a new Billing Sheet, click Service> Billing Manager> +New Billing Sheet. This will open a blank billing sheet.
The Sheet number will populate with a system generated number. Select the Department and Trade Type for additional optional report filtering. The Invoice Date will default to today's date and the Due Date will depend on the Invoice Date and default Payment Term for the selected customer. The Posting Date will populate as the date this sheet is put into posted status but can be changed. The Status reflects where in progress this Billing Sheet is. IE if you are just creating it, then it should be in Open status. If you have completed it but are waiting for approval, it should be in Completed Status. Ultimately, it should be put it into Posted Status when it is ready to be recognized financially.
The Account is the Customer which you can search for by using the drop down menu or by clicking on the Lookup tool. Select the specific Location from the Account you are billing. This will pull and apply all of the Service Records associated with that location. The Payment Terms will default from the Counterparty or can be manually set here. The Sales Tax can also be added here. This rate will only be applied to charges that have 'is taxable' checked.
The Period dates is the time period that you are billing for. The Hauler will populate from the Service Record or can be changed here. The Invoice and Account No's can be entered if applicable.
Under the Billing Items, you can either click +Add Item to add last minute charges or unexpected expenses or click +Apply Charges.
Once you click +Apply Charges you can see all of the staged charges and expenses with this location that you previously created on the Service Record. You can run it by a specific time period, and then either select all or individual expenses.
NOTE: this includes all equipment at that location. The Service ID indicates the Service Record where these charges were created. The date range will default to the current open period, but can be changed. Either select all charges by clicking the top check box, or check off individual charges you want to add to this bill. You should be comparing the vendor/hauler bills in your hand to the ones on the screen as you apply them. Once you selected them, click Apply Charges. This will close the window and bring in the charges.
The Apply Service Charges window:
If the fee is a flat fee, it will populate in the Cost, Charge, and Amount columns. If the expense is a per UOM fee, then it will remain blank in the Amount column. You should have the weights from your hauler or scale ticket from the landfill dump. You can click on that charge, enter the weights and click Save.
If you need to capture additional expenses such as an additional service fee or pick up, you can click +Add Item.
Once you have all of the monthly bills entered and are ready to invoice the Customer, change the Billing Sheet status to POSTED. You can print, save, or email the consolidated billing sheet invoice directly to your customer by going to More Actions> Print Invoice, or by going to the Document tab of the Billing Sheet.
How you receive payment will depend on whether or not you are using cieTrade's A/R module. Once the worksheet associated with the Billing Sheet is in Invoiced Status it will either go over to your accounting system to be reconciled there OR you can receive payment in cieTrade if you are using cieTrade's A/R module. To learn more about how to receive payment using cieTrade's A/R module please click here.
To post the vendor bills from the Billing Sheet to the AP Ledger, copy the Billing Sheet number and paste it into the search bar. This will bring up the associated worksheet.
On the Worksheet, go to the Expenses tab where you can click POST to the AP ledger.
Once you post your Vendor Invoices, the Batch # associated will be listed in the expenses tab of this worksheet. To learn how to post to accounting from the AP Ledger please click here.