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

1. In the Periodic Invoices list, navigate to Batches, and click Invoice Periods, and there you click New.

2. 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")

Invoice Types Configuration

3. 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

Managing Invoice Lines

Adding Service Lines

1. Navigate to Invoice Lines from the Period Invoice card

2. Click New to add services

3. 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:

1. Navigate to unassigned lines

2. Select appropriate customer manually

3. Create new business account link if needed

4. Document assignment reason

Invoice Processing Workflow

Processing Steps

1. Validate Data: Check all lines have customers assigned

2. Clink on “Create Invoices for the Period”: Create individual customer invoices

   1. Status in “Invoicing Periods” becomes “Invoice”

3. Review Exceptions: Handle any processing errors

4. Click on “Post Invoices for selected time period”: Transfer to customer ledger

   1. Status in “Invoicing Periods” becomes “Posted Invoice”

5. 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.