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learning center  >  ACCOUNTING - UNOFFICIAL ACCOUNTS  >  Unofficial Accounts – Billing Tools  >  Create a Bill

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Unofficial Accounts

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Creating a Bill

Viewing the Bill

Creating a Bill

Within Billing Tools, you can create a bill for the account that you are currently viewing. This allows you to adjust an account and then generate an updated bill immediately.

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts and then Unofficial Accounts.

3.     Before the Account list populates, you must either:

·         Within the search box, type the account number or portion of the number and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Account window opens.

5.   Within the Billing Tools ribbon group, click the Create Bill button.

6.   The Create Bill pop-up opens. Complete the following fields (required fields are marked with an asterisk (*)):

! Some of the following fields auto-populate within information you have previously designated. When you enabled and created a billing cycle, you determined the information appearing in these fields.

·         Bill From Date* – this field populates with the last date of the previous bill period. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow. Once at the appropriate month and year, click the number to select the date. The date populates in the box.    

·         Bill To Date* – this field populates with the current date. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box. 

·         Fiscal Year* – this field populates with the current fiscal year. To change, click the field and type the correct fiscal year.

·         Due Date* – this field auto-populates with the bill due date. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box. 

·         Date Mailed – type the date you mailed the bill or click the drop-down arrow to access a calendar. From the calendar, select the date that you mailed the bill.

·         Date E-mailed –type the date you e-mailed the bill or click the drop-down arrow to access a calendar. From the calendar, select the date you e-mailed the bill.

·         Last Delivery Attempt Date – this field displays the date that CES last attempted to deliver a bill by either method.

·         Date Copied – this field indicates the date the bill was copied.

·         Previous Statement Balance - displays the balance of the previous statement for the account number

7.   Once you have completed the information within the pop-up, click the Run Bill button to produce the bill for this account.

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Viewing the Bill

When you create a bill, the bill information automatically displays in the Account Balance Summary pane within the Billing Account screen. To view the detailed bill, complete the following steps:

1.       Click the Accounting menu.

2.       Within the Navigation pane, click Accounts and then Unofficial Accounts.

3.       Before the Account list populates, you must either:

·         Within the search box, type the account number or portion of the number and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Account window opens, and defaults to show the Billing Account information.

5.   Within the Bill Summary pane, click the Select billing period drop-down box (in the upper right-hand corner of the pane). From the list, select the billing period to view.

6.   The Bill Summary pane displays the following information:

·         Previous Balance

·         Current Charges

·         Payments and Adjustments

·         One-time Charges

·         Recurring Charges

·         Call Charges

7.   Within the lower half of the screen, are several information tabs displaying various portions of the bill. View the following information by clicking the appropriate tab:

·         Balance Summary – displays the bills generated on the account and the total charges, payments and adjustments made on the account. Any amounts seen within parentheses are credits to the account.

·         Number/Circuit Summary – if multiple set devices and/or circuits are associated to the account, this tab displays the device name, total one-time charges, total recurring charges, and total call charges. To view the full details, click the plus sign (+) next to the number or circuit name.

·         One-Time Charges – displays only the one-time charges associated to the account. Within the column on the left hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.

·         Recurring Charges – displays only the recurring charges associated to the account. Within the column on the left hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.

·         Calls – displays a list of the call data associated to the account. Within the column on the left hand side of the screen are the view selections. To change the view, click the option button next to the name. Each of the views changes how the information is organized or grouped together.

·         Payments – displays a list of payments credited to the account.

·         Adjustments – displays a list of adjustments made on the account.

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