Invoices Setup and Administration

A number of administrative options are available that affect invoicing. Importantly, many invoice options are tied to setup tables that control the specific behavior of an invoice processing but may seem unrelated from a user’s perspective. For example, the Item Code Setup allows the user to set a flag that in turn will automatically add the Item Code item to the invoice line items within New Complete Invoice.

The following setup areas have an impact on invoicing:

Before you begin…

For initial setup of invoicing, MoversSuite recommends setup be done in the following order:

Reports Setup

Agent Setup

Van Line Setup

Branch Setup

System Wide Options

Invoice Group Setup

Item Code Setup

Invoice Message Setup

Invoice Properties Setup

Invoice Requirements Setup

Invoice Terms Setup

Revenue Group Setup

Tasks Setup

Military EDI Integration Setup and Administration

Sales Tax Setup

Setup Area	Description
Agent Setup	Define the Name and Agent Address that appear on invoices.
Branch Setup	The following settings within Branch Setup affect invoicing: Agent & Van Line The Agent and Van Line set for the branch appear on invoices. Image URL Set the Image URL that is used to place a logo image on invoices belonging to the branch. The image must also be defined within Invoice Properties Setup and be a document uploaded into Microsoft SQL Server Reporting Services to display on the invoice reports. Branch Address Type A type of Default will need to contain the branch address. It can represent all branch addresses that appear on an invoice. Additionally, users can define an alternate Invoice Header contact and address that will display at the top of the invoice and define an alternate contact and address for Payment Remittance that will display in the remittance section of the invoice. Users will select the branch within the Header and Remit-To fields in New Complete Invoice to render these contact addresses, respectively. Important: If no Default, Invoice Header or Payment Remittance is defined for a branch, it will not be available within either Header or Remit-To as a selection value to these fields. Sales Tax Set the company supported within the Avalara system that supports sales taxes for each branch (within the Sales Tax Company Code field). See Sales Tax Setup.
Invoice Group Setup	Define groups used to classify item codes with. This is a high-level account group setting and is separate from the group descriptions that users will use to group invoice line items within MoversSuite.
Invoice Messages Setup	Set up to three different headlines and related descriptions to appear within the header of invoices created for a branch.
Invoice Properties Setup	Allows report documents, such as invoice documents, to include a branch and/or van line image on them, as well as provides an option to not display the header address.
Invoice Requirements Setup	This setting determines whether revenue items will appear on the Orders with Revenue not Invoiced report or not.
Invoice Terms Setup	Define the system default settings for the invoice terms used to compute the late charge and due date, along with the penalty conditions, that appears on the invoices.
Item Code Setup	The following settings within this setup that affect invoicing: Invoice Flag Set this flag to have transactions created with a particular Item Code automatically included in the invoice items listing in New Complete Invoice. The Invoice flag in Add Revenue Item will be set for services (item codes) with this flag on. This setting can be made at the revenue group level as well. Invoice Group Associate an item code to a particular group displaying on invoices. See Invoice Group Setup for more information. Invoice Order Assign relative placement for the Item Code transactions within the specified Invoice Group.
Military EDI Invoice Integration Setup and Administration	Refer to this topic for a list of the setup needed to support Military EDI Invoice Integration.
Report Setup	Set the System ID value to link report documents to the Invoice Report options. The following System ID values are related to invoices. Define reports with appropriate values to make the available within the corresponding areas. REVI These invoice report documents will be available to users through the New Complete Invoice screen. RSBI These invoice report documents will be available to users through the Recurring Billing Management screen. Technical Note: Invoice report documents must take Invoice Header ID and Report ID as parameters. Set the Archive Type to render invoices as either PDF or TIFF when stored in the MoversSuite Document Library.
Revenue Group Setup	Set the Invoice Flag at the revenue group level to automatically include all associated Item Code transactions on the invoice. This setting can be made at the Item Code level as well.
Sales Tax Setup	Refer to this topic for details specific to enabling the Sales Tax functionality.
Security Profile Setup	Setting the manager flag on the Revenue Entry module allows a user to override a draft invoice. Refer to “Revenue Entry” module within Security Profile Setup for more information.
System Wide Options	Setting the Allow users to manually update billing on invoices will allow a user to update the billing address through Send Invoice To within New Complete Invoice. If this flag is not set, the billing address cannot be updated. Note: If the Remit-To of the invoice is set to a van line users will be able to change the customer as well as the billing address, regardless of the Invoice Manual Address Flag.
Van Line Setup	Set the Image URL field to reference a document uploaded into Microsoft SQL Server Reporting Services. The application will render this image on invoices when the Include Van Line Image flag is set within Invoice Properties Setup.

Sales Tax Setup