Creating Invoices

To create Invoices, from the Rosemark screen, click on Office, then Create Invoices. This will bring up the following screen:

Figure 198: Preparing to create Invoices

The top part contains a number of items that can be adjusted to set what group of invoices you want to create. Below that is a list of all the Payment Obligations that may have Shifts that need to be invoiced, based on the three active parameters: Default Start Date, Through Date and Included Shifts. The checkboxes allow you to choose only the ones you want to create now. You can always go back and do the rest at another time. This can be handy if you invoice some Services (Payment Obligations) weekly and others biweekly, for example. If, however, you want to create invoices for all the Payment Obligations on the list at once, you can easily do so by clicking the 'Select All' checkbox.

Quick Tip: to quickly check and uncheck the boxes, use the Arrow keys (to move up and down in the list) and the Space Bar (to toggle the check mark).

Unbillable Shifts

Before creating invoices, it's a good idea to check the Unbillable Shifts report. You can get to this from the button in the bottom left corner of the Create Invoices window. This will allow you to see what Shifts have problems that will prevent them from being invoiced. For more detail about this, see the section devoted to the Unbillable Shifts Report.

Dates

Default Start Date

When first beginning to do invoicing from Rosemark, you should set the Default Start Date. This prevents Rosemark from trying to create Invoices for Shifts that occurred earlier than this date. This is mainly an issue when first starting to create invoices using Rosemark, when you could suddenly have a large number of "old" invoices that you already handled outside of the system. Under normal circumstances, you shouldn't have to adjust this date once you've set it.

Through Date

This is the last date to be considered when creating Invoices. Any Shift that is on or before this date, has not been invoiced (or has changed since it was invoiced) and matches the Included Shifts criteria will be considered. By default, this date will be the same as it was when invoices were last created (the very first time, it will be set to the end of last week); you can change it to any date you want.

Invoice Date

The "official" creation date of the Invoice. It defaults to its last setting or "today", whichever is later, but can be set to any date you like.

Due Date

The date by which the Invoice is expected to be paid.

Inv. Through

In the list of Payment Obligations to be invoiced, there is a column called Inv. Through. This shows the date through which the Payment Obligation has been invoiced. Note that if changes have occurred to the schedule before that date, an adjustment will automatically be made to the next Invoice.

Included Shifts

You have three choices as to which kinds of Shifts to include.

Notice that these three groups are progressively more inclusive as you go down the list. You can think of this as opening up the criteria of the "completeness" of the Shifts to be invoiced. If you are billing in advance, you might want to use #3, as the Shift may not even be assigned yet before you send the Invoice.

Next Invoice Number

You can dial in the next number or simply let the system assign a number. This number will automatically increment itself as each new Invoice is created.

If you want, you can include a prefix on the number (for example N0001). The numerical part will automatically increment. You can use any prefix you like, as long as the Invoice Number is no more than 11 characters and ends with numbers.

Create Invoices

Once you have appropriate Payment Obligations selected, you can go ahead and create invoices by clicking on the Create Invoices button. This will immediately bring up the list of all Invoices in the system.