Now that the assigned task is completed, it's time to bill
for the services rendered your Client. The first step is to
close the case, or perhaps you wish to use different terminology,
i.e. storage, transport, etc. You must enter the Date Closed
and Closing Activity to proceed with Invoicing. These fields
are very important as they will assist in generating very
useful reports as you monitor your business. Ok, let's continue!
Click on the View Charges window of the Case in question.
When the Invoice window opens you will see New in the box
next to Invoice Number. This means that these are new charges
you are about to enter. You can click the drop down box just
to verify that there are no fees associated with this case
up to now. Because you have entered your rates for each Client,
click on the drop down below the Action column to choose the
first line of the invoice (i.e. Involuntary Repossession).
The rest of the line should be filled in for you. Be sure
to check the date, if it is incorrect, use the drop down calendar
to make any changes necessary. Once you have entered all of
the lines to this invoice, you may want to add some special
notes, which can be done at the bottom of the screen. After
completing your fees for this case you can click on the Approve,
Save and Invoice button. A new invoice box will appear. Is
the amount correct? Have you billed the correct Client? If
not, click on close and go back into the Case and make the
necessary corrections. If yes, click ok. The report window
will open with the Invoice for review. Click on the Print
button and you have a new invoice! Let the money start rolling
in! Some Clients will even accept the Invoice as a fax, cutting
down on postage!
Here's another hint. If you wish to re-print an invoice,
that can be done through the Document Tab of the Case folder
or within the Invoice Tab of the Client folder.
Removing an Invoice
Let's say that you have entered the incorrect charges for
a particular case. The first thing you want to do is click
on Tools and Remove Invoice. Enter the invoice number you
wish to remove and click ok. It is very important to realize
that the charges are still in the case under View Charges,
approved and ready to be re-generated. Therefore you must
go to the Case in question to change the fees that have been
entered, simply click on the field that you wish to change,
put the correct information in and proceed as normal.
Have you entered the fees to the incorrect Client? Let's
go and remove the invoice as described above. Go to the Case,
click on View Charges and now we must delete the lines containing
data. In order to do this, click the drop down below the Action
column (of each line with charges) and go to the last item
(delete line). Now we must click on the v to change the line
to unapproved. When you have completed deleting each line
you must click the SAVE button. You must now change to the
correct Client from the drop down on the General Tab of the
case. Once you have assigned this case to the correct Client
the charges must be re-entered.
The Invoice Tab of the Client Folder offers the ability to
adjust an invoice. By clicking on an Invoice you wish to adjust,
the View and Adjustment buttons become active. When you click
the Adjustment button a window opens allowing you to adjust
that one invoice. Let's say you give your Client a % off if
they pay you within a specified amount of time, or that you
simply agree to write-off an amount they did not approve.
This entails you choosing Credit Adjustment from the Action
drop down, choose the correct date if not current, tab over
to the Description field and enter the reason for the Credit
Adjustment and finally tab over to the Amount field and enter
the amount to be written off with a minus (-) sign. Click
on Save and note the change on the Invoice list. If you are
writing off the balance of the Invoice, it will drop from
the Open Invoice screen.
To increase a charge, choose a Debit Adjustment from the
Action drop down, enter the reason for the added fee and enter
the amount. Click on Save and note the change on the Invoice
If you wish to view all Invoices for this Client, Open and
Closed, click on the v in the Open Invoices Only box at the
bottom of the screen and they all appear.
A HELPFUL HINT
At the end of each week, we would like to suggest that you
run a helpful report. Click Reports, Financial and Unbilled
Charge Report. This will alert you to any fees that have been
entered but are either waiting to be approved or are approved
and waiting to be generated. In the Repossession Industry,
the phone is constantly ringing and some of you have visitors
coming and going, which can prevent you from completing some
of your tasks.