Periodic Invoicing
The Periodic Invoicing system (RBR - Recurring Billing Rounds) automates the creation and processing of recurring municipal service invoices, such as utilities, waste management, and other regular municipal services.
Accessing Periodic Invoicing
Navigate to Collection > Contracts > Periodic Invoices from the Municipal Manager Role Center.
Setting Up Invoice Periods
Creating New Invoice Periods
In the Periodic Invoices list, navigate to Batches, and click Invoice Periods, and there you click New.
Enter Period Information:
Period: Month and year (e.g., "2025_01" for January 2025)
Invoice Type (Choose the correct type that will be used to create invoices for)
To/From Date: Date when invoices will be generated
Posting Date: Date when the invoices should be posted
Description: Descriptive text (e.g., "Municipal Services January 2025")
Setup - Invoice Period
Invoice Types Configuration
Select Invoice Types to include in this period:
Utilities: Water, electricity, heating
Waste Management: Garbage collection, recycling
Municipal Services: Parking, facilities usage
Property Services: Maintenance, cleaning
Invoice Types
Managing Invoice Lines
Adding Service Lines
Navigate to Invoice Lines from the Period Invoice card
Click New to add services
Configure each line:
Line Type: Service type (Item, Resource, G/L Account)
Code.: Service item number
Description: Service description, comes from name of no.
Name: Comes from Header/Main
Quantity: Amount of service
Unit Price: Price per unit
Amount: Calculated total amount
Calculation Methods
Fixed Amount: Same amount every period
Usage-Based: Calculated from meter readings or usage data
Percentage: Based on percentage of property value
External Data: Imported from HMS or other systems
Customer Assignment and Business Accounts
Automatic Customer Assignment
The system automatically assigns customers based on:
Business Account Links: Previously established relationships
Property Ownership: From property management system
Service Agreements: Existing service contracts
Default Settings: Fallback assignment rules
Manual Override
When automatic assignment fails:
Navigate to unassigned lines
Select appropriate customer manually
Create new business account link if needed
Document assignment reason
Invoice Processing Workflow
Processing Steps
Validate Data: Check all lines have customers assigned
Clink on “Create Invoices for the Period”: Create individual customer invoices
Status in “Invoicing Periods” becomes “Invoice”
Review Exceptions: Handle any processing errors
Click on “Post Invoices for selected time period”: Transfer to customer ledger
Status in “Invoicing Periods” becomes “Posted Invoice”
Create Payment Files: Generate bank payment requests
Integration with Financial Reporting
General Ledger Impact
Periodic invoicing automatically posts to:
Revenue Accounts: By service type and business account
Customer Accounts: Individual customer balances
VAT Accounts: Tax implications of services
Departmental Accounts: Cost center allocations
Budget Integration
Compare actual billing to budgeted amounts
Analyze variances by service type
Track performance against targets
Support budget planning for future periods
Best Practices
Period Management
Create periods in advance to allow for setup time
Use consistent naming conventions for easy identification
Document any manual adjustments for audit trails
Processing Schedule
Process invoices early in the month
Allow buffer time for exception handling
Coordinate with payment processing schedules
Communicate billing dates to customers
The Periodic Invoicing system ensures consistent, accurate billing of municipal services while providing flexibility for various service types and billing models.