This article is part of the Client Invoicing section.

Initial Steps

Refer to these guides for invoicing budgeted developments..

1. Make sure all relevant charges such as PL invoices, management fees, paper/green fees and contingency/sinking fund charges have been processed to be included in the client invoices.
   
   
2.  The Process Owners Charges for Actual tool will only pick up charges already processed onto the Client Charge Files.
   

1. Hold file entries are checked and released.
   
   
2. Charges from the Hold File are processed in PL Global and sent to the Client Charge Files.
   
1. These appear in the Charge Transaction tab on client accounts.
   
   
3. The Process Owners Charges for Actual tool in Client Global generates and sends invoices from these charges.
   
1. These appear in the Transaction Activity tab on client accounts.

The charges journey in CPL - diagram

The invoice journey in CPL - diagram

Accessing the Invoice Processing Tool

1. Go to the main Clients tab.
   
   
2. Click Global in the action panel:
   
   
   
   
3. Select the Process Owners Charges for Actual tab:
   
   
   
   

Selections

Before processing, configure which clients to invoice:

Mandatory Filters

1. Choose a Charge Date Code: 
   
1. These are the charge dates codes on the developments.
   
   
2. Once selected, the Run Charges For Date drop-down populates.
   
1. Select the end date for the period for which to run invoices.
   

1. In the Process Account Type drop-down, select an account type or choose All Others for all account types.
1. Refer to this article for detailed info on account types.
   

1. Set filters like Property Manager or Charge Type.
   
   
2. Use the Range Of Developments option and specify a range in the From and To Development fields.
   
   
3. Use the Exited Before filter to only pick up clients who exited a property before a certain date.
   
   
4. Add an optional message in the Invoice Message field if using a standard template.
   
1. Skip if using a customised template.
   

The nominal postings default to today's date. They can be changed in the Override National Transaction Date field.

Processing the Invoices

1. Click Process Charges and confirm in the pop-up:
   
   
   
   

1. A progress bar indicates the processing status and completion:
   
   
   
   
2. Upon completion, a pop-up shows the number of invoices created and the batch number. Click OK:
   
   
   
   
3. Invoices then appear on the Transaction Activity tab of client accounts:
   
   
   
   

Sending the Invoices

Printing

1. Click the Print icon to open the Process Actual Owner Charges Print window:
   
   

1. Double-click the correct batch.
   
   
2. Use the arrows to preview each invoice.
   
   
3. Select the Print icon on each page to confirm printing to the default printer:
   
   

If the system option "Use External Mail" is turned on, use the Print Externally button instead. This opens the Merge Documents and Print Externally window. 

Click Merge and Send for external printing:

If your external printing service is not set as the default printer, export the invoices to PDF using the second icon from the left instead of printing.:

1. After printing, proceed as follows:
   
   
1. Export the list of batches (optional):
1. Right-click anywhere in the Process Actual Charges Print window.
   
2. Select Export.
   
3. Choose a format (Print, Export To PDF or Export To Excel).
4. Save the file.
   
   
2. Clear the list:
   
1. Right-click a batch in the Process Actual Owner Charges Print window.
   
2. Select Accept Print to remove it:
   
   

Missing Print Batches

If you cannot find an expected batch, it may have been reversed or its print acceptance already processed (without actual printing). To resolve this:

1. Identify the Batch:
   
1. Locate a client from the missing batch.
   
2. Check their account for the invoice.
   
3. Note the batch number listed in the second column of the Transaction Activity tab:
   
   
   
   
   
2. Reverse Print Acceptance:
   
1. Navigate to Client > Global > Reverse Batches.
   
2. Enter the batch number.
   
3. Click Reverse Prints to undo the print acceptance:
   
   
   

Caution: Ensure you select Reverse Prints rather than Reverse Batch if you are only reversing the print acceptance.

Emailing

1. Click the Email icon in the Print/Email Charges box.
1. This opens the Process Owner Charges Actual Email Details window.
   
   
2. Check the box in front of a batch. Click Next:
   
   

1. In the Email Invoice Prelist window, click OK.
   
   
2. Click Add to include additional PDF files or OK to proceed without adding files.
   
   
3. Click Yes in the Send Email pop-up:
   
   
   
   
1. A final pop-up confirms the number of emails sent. Click OK.
   
   
2. Clear the list:
   
1. Click on a row to highlight it.
   
2. Right click on the highlighted row and select Accept Email Batch to remove it from the list: