Agent Invoicing Table

It is possible to invoice charges (e.g. monthly fee, annual dues) to an agent automatically on a periodic basis. From the invoicing table of the agent, you have the option to add charges (manually or by copying them from another agent), edit existing charges and reinvoice charges.

• From an existing agent’s profile, click on Actions >> Invoicing Table.

Copy Charges Section

When there is a new agent who has the same charges as another existing agent, you can copy the charges from the latter. This will save you a lot of time instead of entering the charges manually.

• In the Copy Charges of field, you can select, from the drop-down list, the agent you want to copy the charges from.

• You have the choice to Include Inactive Charges or not from this agent.

• Click on Copy and the charges will appear in the invoicing table.

Active Charges Section

• If necessary, you can Display Inactive Charges and Cancel All Charges.

• All these charges will be automatically invoiced at your monthly invoicing.

Adding a charge manually:

• Click on the Sheet with a icon.

• Active will be checked when the charge is active. To inactivate a charge, uncheck this box.

• Select a Charge Category from the drop-down list and the Description (which will appear on the invoice) will automatically enter. If necessary, you can manually modify this description. For more information, please see the article Adding/Editing an Invoicing Category (409).

• In the case of the "Interest" Category , you can enter the number of Interest Days (after how many days, for an unpaid invoice, interest begins to be charged) and the Interest Rate (Monthly) or a Fixed Amount. You can also indicate whether the interest applies to Regular AR , Financed AR , Commissions , Priority Commissions and/or Advances.

• Depending on the category selected, the GL Code that has already been assigned to this category will appear automatically. If necessary, you can modify it manually by clicking on the Sheet with a Pencil icon

to its right.

• Select the desired Interval for this charge (charge invoiced every 1 to 12 months).

• You can enter the invoicing Start Date and Frequency (the number of times the charge will apply, after which the charge will stop being calculated). The End Date will be automatically calculated. You can also leave the Frequency field empty and manually enter an End Date.

• Invoice to : In the case of a payment exemption, select the appropriate agent (reinvoicing to another agent) or GL account (reinvoicing to the agency).

• Enter the Amount of the charge and indicate if it is Taxable.

• Maximum amount: Allows you to invoice these charges up to an amount where they will no longer be calculated.

• The charges of an agent can be financed by his/her commissions. (For more information, see the article How to Configure a Financing.)

  • Financed Charge : Check this box if the amount, before taxes, of the charge is financed.
  • Financed Taxes : Check this box if the total amount, including taxes, of the charge is financed.

• If you check Display Month , select which month will be displayed on the invoice:

  • "Previous": For example, if invoicing is made on May 1 for April.
  • "Current": For example, if invoicing is made on June 1 for June.
  • "Next": For example, if invoicing is made on May 31 for June.

• Click on Submit to add this charge to the invoicing table.

Editing a Charge:

• You can modify an existing charge by clicking on the Sheet with a Pencil icon

to the right of the desired charge.

• Make the desired changes and click on Submit to save them.

NOTE : When you cancel a charge by unchecking the Active box, the charge will not completely disappear from the table; it will now be displayed in inactive charges.

Variable Costs and Supplies Section

Reinvoicing:

• Invoiced to allows you to reinvoice any variable costs or supplies directly to another party (e.g. agent, GL account, etc.).

• Example: In Amanda’s profile, we configured supplies to be invoiced to Bruce Morrison (an agent).

• Amanda was invoiced for various supplies like fax, lock box key and photograph services.

• When Amanda will receive her invoice, the charges will appear on her invoice but will automatically be credited with the note that the supply is paid by Bruce Morrison. Bruce Morrison’s invoice will include Amanda’s charges.

Financing:

• The variable costs and supplies of an agent can be financed by his/her commissions. (For more information, please see the article How to Configure a Financing.)
  • Financed : Check this box if the amount, before taxes, of the charge is financed.
  • Financed Taxes : Check this box if the total amount, including taxes, of the charge is financed.

Interest Section

• If your agency charges interest to agents, you can check the Activated box to invoice interest only when it is above the Minimum chargeable amount. For example, if Minimum is set at $5.00, the system will invoice the interests only when the interest charge is above $5.00.

• Click on Submit.