Subject:

Provides information on how to generate documents from a billing schedule even if the previous document has not yet been paid by the customer.

Resolution:

The workflow “Generate Document From Billing Schedule” generates a Sales Document or Invoice from the Billing Schedule. The document remains attached to the Billing Schedule until it is considered Paid by running the Pay a Sales Document workflow. By default, only one open Invoice/Sales Document may exist per Billing Schedule.

You may need to continually create Invoices/Sales Documents, regardless of whether the Customer has paid the previous one. For example, the Customer may have rent due and they have not paid the first Invoice/Sales Document, however, a new rent document needs to be created. Follow the steps below to modify the workflows to allow multiple pen documents per Billing Schedule. These steps will do the following:

  • Clear the document from the Current Invoice/Sales Document field on the Billing Schedule.
  • Update the Current Due Date to the next date.
  • Update the Paid Thru Date for all billable Billing Lines to the next date based on the frequency.

 
Update Generate Document from Billing Schedule workflow

  1. Navigate to Settings | Processes.
  2. Open the Generate Document From Billing Schedule workflow.
  3. Click Deactivate and the Deactivate on the Process Deactivate Confirmation window when prompted.
  4. Click Generate the Document (the first step) and then click Add Step | Check Condition.
  5. In the description field, enter ‘Check if invoice or document is generated. If yes, resolve.’
  6. Click If <condition> (click to configure) to add a condition.
  7. Click Select and then select Generate the Document:SalesDocumentOutput (Sales Document) or Generate the Document: Invoice Output (Invoice) and then Invoice, and then Contains Data.
  8. Click Save and Close.
  9. Click Select this row and click Add Step and then Rockton | Resolve Invoice as Paid.
  10. In the description field, enter ‘Resolve the Billing Schedule’.

  1. Click Set Properties.
  2. Click in the Value field next to Optional Invoice and then in the Dynamic Values section click the drop-down next to Look for and select Generate the Document:SalesDocumentOutput (Sales Document) or Generate the Document: Invoice Output (Invoice).
  3. Click Add and then click OK.

  1. Click Save and Close.
  2. Click Save on the workflow and then click Activate.

When the ‘Generate Document from Billing Schedule’ workflow is run, an invoice is created and the billing schedule’s dates are updated.  When the invoice is paid by the customer using the ‘Pay an Invoice’ workflow, there is a step to update or resolve the Billing Schedule.  Since the Billing Schedule has already been updated in the above steps just added to the ‘Generate Document from Billing Schedule’ workflow, this step needs to be removed form the ‘Pay an Invoice’ workflow.

Update Pay an Invoice Workflow

  1. Go to Settings | Processes.
  2. Open the Pay an Invoice workflow.
  3. Click Deactivate and the Deactivate on the Process Deactivate Confirmation window when prompted.
  4. Click Rockton: Resolve Invoice As Paid.

  1. Click Delete this step to remove the step.

  1. Click Save.
  2. Click Activate.

When the workflow runs, the Invoice will update the Is Paid field but it will not update the associated Billing Schedule.

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