Report: Invoice

The invoice is the primary billing document for your customers. Invoices are typically created for each policy transaction, although charges for a transaction can be divided into multiple installments.

The Invoice report is also available as a Quick Report from the sidebar menu on the Customer and Financial Centers.

Report Selections

You can only preview and print invoices for the business units for which you have authorization.

When the report is accessed as a quick report, some settings are pre-filled on the selection form by default. You can change the default settings as needed.

Report Selections

What's this?

Invoice Numbers

You must select the All Unprinted option in this section to create an invoice 'batch.' A 'batch' can be re-printed as a group at a later date. Choosing any other option, such as Specific Invoice Number, will not create an invoice 'batch.'

Options	What is this?
All Unprinted	When you select the All Unprinted option, the system prints invoices that meet all of the conditions below: Has never been printed. Assigned an invoice number, not equal to zero. The Invoice Date is included in the selected Invoice Date Range. When you select All Unprinted, the Invoice Batch Contents form appears automatically after the batch processes, and before it prints. You can not modify or delete the invoices.
Previously Printed	Select Previously Printed when you want to print invoices that have already been printed. For example, you may want to print all previously printed invoices for a single customer.
Specific Invoice Number	Use the Specific Invoice Number option to select a specific invoice. This enables the Specific Suffix box. Key in the invoice number you want to print and the suffix, if desired. Specific Suffix: If the invoice is a multi-entity billing you can type in the specific invoice suffix, for the desired entity, to restrict selection to only that invoice. If not a multi-entity billing you should leave this field blank.
Email when Print selected	Only available when you print a specific invoice. Check this option to email the invoice in pdf format.
Specific Suffix	This option is only available when you chose to print a specific Invoice. For multi-entity billings, you can specify the Suffixfor the particular entity whose invoice you want to print.
Range of Invoices	Use this option to print a group of sequentially numbered invoices. This option does not create an invoice batch.
Reprint Invoice Batch	When you select the Reprint Invoice Batch option, the batch list is enabled. Choose the desired batch. To view the list of invoices before the batch processes, select View Batch Contents.

Invoice Date Range

To enable theInvoice Date Rangegroup, select either theAll Unprinted, or thePreviously Printedoptions in the Invoice Numbers group above.

Option	What is this?
Through Current Date	Print all unprinted invoices through the current system date. This option is the default selection.
Selected End Date	Print all unprinted invoices through a Selected End Date. Type or select the end date from the adjacent Date Picker.

Customer

Print invoices for All customers (default), or print invoices for one customer. To select a customer, click Search. This opens the Customer Search form. Select the desired customer.

To enable the Customer option, select either the All Unprinted, or the Previously Printed options in the Invoice Numbers group above.

Policy

This option is available when a specific Customer is selected. Select to print invoices for All policies or just one policy for the customer.

Business Unit

Click the link to open the Business Unit Selections form and make your selections.

Executive

Select to print invoices for One, Multiple, or All (default)Executive, Representative, or Broker options.

To enable these options, select either the All Unprinted, or the Previously Printed options in the Invoice Numbers group above.

Representative

Broker

Posted By

Use to print invoices posted by a specific employee.

This may not be the employee who entered the invoice. If you use suspended billing and an employee approves and posts the billing, then AMS360 considers that person as posting the invoice.

Printing Option

Option

What is this?

Default Paper/Color/Logo Settings

Select this option (default) if you want your Invoice Default Settings (paper, color, logo) to default from:

Agency Setup/Name, Address Phone Numbers section,
Invoice/Customer Statement - Agency Forms Customization subsection.

Plain Paper/Grayscale Color/No Logo

Select this option if you do not want your Invoice Default Settings to default from Agency Setup. Your invoices print on plain paper, with a grayscale color in the header, and no logo.

Message

Type in a message you want to appear on all invoices in the batch. This field accepts up to 255 characters.

Sort Order

Select the desired sort order from the list. Representative is the default.

Description

Accept the default description, or enter a new one that describes the report you are requesting.

Print Cover Page

Allows you to include a cover page listing the selected options included in the report. This option defaults as unchecked.

Report Fields

The format of a printed Invoice is dependent on several factors including:

Settings in Agency Setup > Name, Address & Phone Numbers> Invoice/Customer Statement - Agency Forms Customization.
Settings in Agency Setup > Forms Name/Address/Phone Numbers.
Entries in Bill To and/or Message sections of the Create Invoice form.

Some of the fields that print on the invoice are described below:

Field

What's this?

Summary Information

The small grid in the upper right-hand corner of the Invoice contains the following information:

Fields	What is this?
Customer	Customer Name. Up to 51 characters of the name prints.
Date	Current date.
Customer Service	Account Exec's Name Account Rep's Name If you choose to print all invoice numbers (multiple policies) on the same invoice in Agency Setup, then the Exec and Rep from the Customer record prints on the invoice, not the Exec and Rep from the policy(ies).
Page	1 of XX

Payment Information

Fields	What is this?
Invoice Summary	The total of all included invoices.
Payment Amount	Left blank. Customer uses this field to indicate the amount of payment they are returning with the top part of the invoice.
Payment for:	Displays the policy number and the invoice.

Invoice

Invoice number.

Effective

Effective date of the invoice.

Transaction

Policy Transaction Code.

Description

Description includes the following:

Policy number.
Policy Effective and Expiration dates.
Insurance Company name or Writing Company name, when Parent Company is a Brokerage Company.
Billing description.
Line of Business, up to 52 characters.
Due Date of invoice when Print Due Date on Invoice option is checked in Agency Setup > Name, Address & Phone Numbers> Invoice/Customer Statement - Agency Forms Customization.
Invoice message, entered when billing created.

Amount

Invoice amount.

Message/Future Installments box

Large area on the lower left side of the Invoice contains any message added in the Message box on the report selections form. Or if the policy contains Future Invoices/Installments and the Show Future Installments option is checked in Agency Setup > Name, Address & Phone Numbers> Invoice/Customer Statement - Agency Forms Customization, future invoices/installments print.

Total

Total amount of the invoice.

Disclaimer

Disclaimer text appears if it has been setup. See Text Setup.

Agency Information

The agency information appears at the bottom of the invoice so the customer has a record of who this invoice is from once the top portion of the invoice is torn off and returned with the payment.

Customization Troubleshooting

If you are set up with multiple business unit company logos, agency name and addresses, color settings, and/or groupings, it is recommended that you preview your invoices prior to printing. If you are having difficulties, consult the troubleshooting table below.

Problem	Answer
Delay in Printing or Previewing an Invoice	The size of the logo image file affects the time to print or preview invoices. Vertafore suggests a file size of approximately 100 KB. If the logo image file size is larger, printing and viewing time will be noticeably longer.
Printing Agency and/or Direct Bill Invoices	The default to print Direct and/or Agency Bill invoices and how they are grouped is set in Agency Setup > Name, Address and Phone Numbers > Invoice/Customer Statement - Agency Forms Customization section. These defaults can be overridden by customer, in Customer Setup > Options section. When the Grouping options are controlled by Customer Setup, they are subject to the invoice effective date rule. Example: If the option is Print all invoices for multiple policies, or Print all invoices for a single policy, print only invoices with the same invoice effective date on a single form.
Grouping
Printing Future Installments	Agency Setup/Accounting Options control when future installments get invoice numbers and print. Check the Number of Days to Bill in Advancesetting if an invoice with a future invoice effective date is not printing as expected.
Printing Exec and Rep Name on Invoice	Whether or not the Exec and/or Rep's name appear on the invoice is set in Agency Setup > Name, Address and Phone Numbers > Invoice/Customer Statement - Agency Forms Customization section.
Agency Name & Addresses	Agency Setup > Forms Name/Address/Phone Numbers section, and the addresses entered in the Business Unit Setup control the addresses printed on the invoices. To open this form: Open Agency Setup > Accounting Options section. Click the Business Unit Setup link.
Paper Selection Print Address Print Logo Print Address on Footer Show Future Installments Color Settings	To set these options for the agency, open Agency Setup > Name/Address and Phone Numbers > Invoice/Customer Statement - Agency Forms Customization > Invoice Default Settings group. If these options for a particular business unit need to be changed, consult the Accounting Options section of Agency Setup and click the Business Unit Setup link. When editing any one of the business units, click the Invoice/Customer Statement [Business Unit] Forms Customization.
CSV File	There is no CSV file available for invoices.