Billing

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Billing

This module allows the user to create Billings for Job Order Transactions

Requirements before using Billing
Billing Record List
Billing - Billing - Record List.png
Billing Record Status
Status Description
UNPAID If the Billing Record is newly created and not yet paid
WITH PARTIAL PAYMENT If the Billing Payment is paid partially
PAID If the Billing Record is fully paid and Posted
CANCELLED If the Billing is cancelled.


Creating Billing Record
  1. Click Billing in the Main Menu
  2. Under Billing Screen, Click Add Billing
  3. Fill up the necessary fields on the header part
  4. Fill up the necessary fields in the item details then click Save. Note: Fields with * are require fields
Billing - Billing - Add.png
Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Billing No. •Billing reference number that is auto generated upon creation •Alphanumeric(Auto-Generated) N/A N/A N/A
2.Customer •Name of Customer •Customer List provided in the Customer Maintenance Module N/A N/A Yes
3.Reference •Reference code for the Billing Transaction •Alphanumeric

•Special Character

None 20 Yes
4.Document Date •Date when the document was created •Date picker provided by the system N/A N/A Yes
5.Due Date •Due date of Billing Transaction •Date picker provided by the system N/A N/A Yes
6.Discount Type •Discount Type for the items in the transaction •Amount/Percentage N/A N/A No
7.Notes •Other Remarks for the transaction •Alphanumeric None 300 No
8.Item •Item List to be placed in the transaction •Item List Provided in the Item Master Maintenance Module N/A N/A Yes
9.Description •Any remarks/description •Alphanumeric

•Special Character

None 100 No
10.Quantity •Quantity of items applied in the transaction •Numeric Any inputs aside numeric 20 Yes
11.Unit of Measure(UOM) •Unit of Measure of the Item •Unit of Measure List provided in the Unit of Measure Maintenance Module N/A N/A N/A
12.Price •Price of the items •Numeric Any inputs aside numeric 20 Yes
13.Discount •Discount Value to be applied in the Billing •Discount Amount depending on Discount Type N/A N/A N/A
14.Tax •Tax Type of the item in the transaction •Tax Type List provided in the Tax Maintenance Module N/A N/A No
15.Amount •Total amount of the Item Line based from the Price, Discounts and Taxes applied •Numeric(Auto-Generated) N/A N/A N/A
Add Billing Field List

Notes:

  • The user can only edit the Billing if it is on UNPAID status.
  • Accounts Receivable will be auto-generated upon Billing creation.
    • The receivable should be post first before receiving payment via Receipt Voucher.
  • Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • Customer should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen under Customer Maintenance Module.
  • Tax should on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen under Tax Maintenance Module.


Viewing Billing
  1. Click Billing in the Main Menu
  2. Under Billing Screen, Select a Billing record that needs to view its details, click the drop-down arrow then click View
Billing - Billing - View.png


Editing Billing
  1. Click Billing in the Main Menu
  2. Under Billing Screen, Select a Billing record that needs to update its details, click the drop-down arrow then click Edit
  3. Update the necessary fields then click Save.
Billing - Billing - Edit.png
Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Billing No. •Billing reference number that is auto generated upon creation •Alphanumeric(Auto-Generated) N/A N/A N/A
2.Customer •Name of Customer •Customer List provided in the Customer Maintenance Module N/A N/A Yes
3.Reference •Reference code for the Billing Transaction •Alphanumeric

•Special Character

None 20 Yes
4.Document Date •Date when the document was created •Date picker provided by the system N/A N/A Yes
5.Due Date •Due date of Billing Transaction •Date picker provided by the system N/A N/A Yes
6.Discount Type •Discount Type for the items in the transaction •Amount/Percentage N/A N/A No
7.Notes •Other Remarks for the transaction •Alphanumeric None 300 No
8.Item •Item List to be placed in the transaction •Item List Provided in the Item Master Maintenance Module N/A N/A Yes
9.Description •Any remarks/description •Alphanumeric

•Special Character

None 100 No
10.Quantity •Quantity of items applied in the transaction •Numeric Any inputs aside numeric 20 Yes
11.Unit of Measure(UOM) •Unit of Measure of the Item •Unit of Measure List provided in the Unit of Measure Maintenance Module N/A N/A N/A
12.Price •Price of the items •Numeric Any inputs aside numeric 20 Yes
13.Discount •Discount Value to be applied in the Billing •Discount Amount depending on Discount Type N/A N/A N/A
14.Tax •Tax Type of the item in the transaction •Tax Type List provided in the Tax Maintenance Module N/A N/A No
15.Amount •Total amount of the Item Line based from the Price, Discounts and Taxes applied •Numeric(Auto-Generated) N/A N/A N/A
Edit Billing Field List


Notes:

  • The user can only edit the Billing if it is on UNPAID status.
  • Accounts Receivable will be auto-generated upon Billing creation.
    • The receivable should be post first before receiving payment via Receipt Voucher.
Printing Billing Record
  1. Click Billing in the Main Menu
  2. Select a Billing record that needs to print its details, click the drop-down arrow then click Print
Billing - Billing - Print.png


Cancelling Billing Record

Billing can be cancelled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Billing - Billing - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Billing - Billing - Cancel2.png


Exporting Billing
  1. Under Billing Screen, Click Options
  2. Under Options, The user may Export the record
    • When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Customer filter for precise searching and exporting of records.
Billing - Billing - Export.png


Receiving Payment on Billing
  1. Under Accounts Receivable, Select the auto-generated Accounts Receivable from Billing record that needs to post. Click the drop-down arrow then click Post.
  2. After Posting, click the drop-down arrow then click Receive Payment
  3. Under Create Receipt Voucher, Fill out the necessary fields in the header section
  4. Fill out the necessary fields in the accounting details then click Save
Billing - Billing - Receive Payment.png


Notes:

  • The user may apply a Profit Center in the Auto-Generated Receivable Record
Billing Record Options
Actions Available base on Sales Order Record Status
Status View Edit Print Cancel
UNPAID
WITH PARTIAL PAYMENT
PAID
CANCELLED

Notes:

  • The user can only edit the Billing if it is on UNPAID status.
  • Accounts Receivable will be auto-generated upon Billing creation.
    • The receivable should be post first before receiving payment via Receipt Voucher.
  • Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • Customer should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen under Customer Maintenance Module.
  • Tax should on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen under Tax Maintenance Module.
Categories:
Modules
BIlling Billing
Financials Accounts Receivable | Receipt Voucher
Maintenance Customer | Item Master | Price List | Profit Center | Unit of Measure | Tax | Unit of Measure