Month End Processing

INVOICES

This section is used to create the next month's invoice transactions and hardcopy invoices. There are three options available for invoicing accounts.

The first option is Print Invoices Only. This option will create the hardcopy invoices without charging the accounts. This allows for creation of invoices prior to the actual month end processing or reprinting invoices for a range of units.

The second option is Charge Accounts Only. This option will charge the accounts and advance the date to the next month but will not create hardcopy invoices. This option can be used if invoices have been printed earlier. The third option is Print and Charge Accounts. This option is a combination of the first two options.

For options which print Invoices, the Invoices are printed only for those units which have the Print Invoices option enabled. The frequency of printing invoices is controlled by the Invoice Frequency option. The frequency is Monthly, Quarterly, or Yearly. Regardless of this setting, the charges to the account are made each month. If a Print option was selected, the Invoices can be printed at the end of the process. The number of copies and the range of pages can be selected and printed or reprinted. One of three different Invoice formats that can be selected. See the Reports chapter for samples of the formats and make the selection in the Configuration section.

It is important to have a backup of the data files prior to running the Invoice process. Do not interrupt the process once it has been started.

Credit Card Processing

After Invoicing accounts the option to Print and Run Credit Card Charges is available. This option is for those accounts that you have selected to automatically charge every month.

It will NOT process the credit card, that still needs to be done by you, but it will Credit the accounts and also Print a list of names and numbers that need to be processed.

This is only available once a month after invoice charges have been run.

Click Here to view a sample Invoice.

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