One of the most frustrating issues you can face is posting a batch of invoices and finding out after the fact that the set-up of the billing is not correct. Correcting those errors after the invoices are posted can be time consuming. A better way to deal with this is to eliminate the errors before they happen!
Occasionally incorrect dates get added to the billing templates as new member records are set up. In the past, particularly when new or replacement staff were running the membership billing reports, it was easy for them to miss tell tale clues that there were errors in the billing records.
Based on our experience, one of the most common billing errors is missed invoices so we have added a new report that will list those for you. Other enhancements have been made to the Preview Invoices Report to alert you to common errors in the billing records. Warnings have been added to the Post Invoices Report to remind you to check for missed invoices and to run the Preview Report. Simply reviewing those reports can avoid almost every invoicing error.
The New “Check for Missed Invoices Report”
Now, when you go to Financials > Invoice Membership, one of the first reports you see on the list is “Check For Missed Invoices”. You simply enter Next Bill Dates in the batch settings area, set your filters, and run the report. the report is set to look through your data for any invoices that have not been posted that have a bill date prior to the dates you have entered.
Enhancements to the “Preview Invoices Report”
We have also added some information to the Preview Invoices report to help you make sure that your invoices are correct before you post them. It is much easier to fix a record before you post the invoices than to correct mistakes in billing after the fact.
The report will check for common issues, will flag those invoices, and will present them at the beginning of the report. Some situations that the report will check for you are:
- Members whose next bill date falls before the period being invoiced
- Members whose bill seems to have been assigned the wrong formula
We have also added some additional information to the report to help you analyze the records and ensure that the bills are free from errors. Information added includes:
- Next Bill Date
- Formula names
- Fields used to calculate formulas
- Values for that formula field from the member’s record
- The tax rate charged on any member billing item
- The name of the item being taxed
Enhancements to the “Post Invoices Report”
The Post Invoices step now displays a friendly reminder that the Check Missed Invoices and Preview Invoices Reports have not been run. You cannot proceed with running the Post Invoices report without acknowledging that you want to continue with the posting process even though you haven’t run the error checking reports.
These three report enhancements make error checking much easier and allow you to quickly find and fix any mistakes before you bill. See the How To Invoice For Your Membership Dues article for more information. Remember, you’ll need to have your login and password to access the article.