Overview
The Charges screen defaults to showing the user the outstanding charges for each company. The Charges screen is used to generate invoices as well as preview of what the invoice report would look like before generating the invoice.
Screen Location
To open the Charges screen, select the Accounting Tab.
Select the Charges button from the navigation bar
Menu
Option | Description |
| Actions... | |
Generate Invoices | Generate an invoice for each customer that is selected. A dialog window will display showing the invoice date. The user will be prompted to enter a starting invoice number and number of payment due days. |
| Reports... | |
| Preview Invoice Report | Generate a preview of the invoice report in PDF file format to be downloaded or emailed. This is only intended to preview the invoice. The invoice should be generated before considering this an official invoice. See Preview Invoice Report below for more details about the Invoice Report options. |
Navigation
The Charges list will display all Open charges when opened. To search for a company, enter the company code or name in the Search charges box or enter an cutoff date in the Invoice Date field and press enter.
E.g. Enter 2/28/2024 to only show charges up to this date. This is helpful when wanting to only bill charges prior to the end of the previous month.
Sorting Columns
Any field with the sort icon can be selected to sort by that column
| Sort Icon |  | Ascending Order |  | Descending Order |  |
Searching
1. The Search charges box does a contains search in the fields company code and company name. Entering two words will perform an AND search.
2. The Invoice Date field limits the search to only charges that were enter prior to the date entered.
3. All will display all charges. Open will display only open charges. Invoiced will display invoiced charges.
Invoicing Group
Use the Invoicing Group dropdown to see the details for invoices that contain multiple customers. Once selected, the individual customers will show with the charges for each customer.
Charges List
Column | Description |
| CheckBox | Selecting rows is used when generating invoices or recalculating pricing. All rows on the current page can be selected by selecting the checkbox in the header row. |
Company | The company code and company name. E.g. ABC123 - ABC Trucking INC |
| Billing Cycle | |
| Line Items | Number of open charges |
| Total Charges | Total amount of open charges |
| Status | All - show Open and Invoiced charges, Open - show only open charges that have not been invoiced, Invoiced - show only Invoiced charges |
| Action | Pencil icon - edit the charges (See Charges Details below |
Preview Invoice Report
The standard report screen will show with the following options on the Invoice Report.
1. Charges will be grouped and totaled by regulatory mode
2. Charges will be grouped and totaled by the company work location
3. Charges with zero price will be omitted from the report
4. Include Excel File will include an Excel file in addition to the PDF file in the email sent
5. Email addresses for employees setup with the Report-Accounting-Invoice notification will be automatically shown
6. The accounting invoice template will be used to populate the subject and body of the email. This can be modified before sending if needed.
7. Selecting Download all as 1 PDF will download all companies into a single PDF grouped and totaled by company.
Selecting Send will send out each report to the designated email addresses for each company.
