*Note: this article written by/for the Property Mgmt Team in 10/2024 is specific to their use case AND most steps apply to all who want to use the Recurring GB Invoices functionality



1. Create Recurring Templates

A. Click on the "Open Application Icon" 

B. Click  "Browse" to locate your Batch 

C. Double Click on your first invoice to open the full portfolio (see number of records at bottom left of page, ex. )


D. Once the records are open, Click "Generate" on top right  

E. Generate invoices each month on the recurring schedule 

Please Note: This step has been automated for Prop Mgmt. If running properly the above actions are not needed. Invoices will appear in batch for editing each month on schedule and can be edited in step 2 (Inquire with admin for template assistance)

  • Go to General Revenues>General Billing>Entry and Proof
  • Select Batch you just created and View
  • Update/Modify invoices as desired
  • Go back to main batch page and click Output Post to complete


2. Modify / Post Monthly Bills

If you have not yet posted this month's batch of bills you can make any edits or deletions in Invoice Entry and Proof before posting

 A. Click on the "Open Application Icon" 

B. Click  "Browse" to locate your Batch then double click to open it.

C. Click View Batch 

D. Double click to open first invoice and make any desired edits by clicking "Update"  (changes here are specific to this month's bill)


E. Toggle at the bottom left of the string to go to the next invoice and repeat to make all desired updates.

F. Once complete, click "Back" 


G. Click Release     

     i. This will send the batch into workflow for approvals
     ii. Once approved you will receive an email: Invoice Approval Notification.
     iii. It will be easiest to wait until all approvals are received before proceeding but you can do the next step multiple times if something is delayed

H. After approvals are done, Browse for your batch again (steps A-C above) and Click Output Postand answer the following prompts:
   i. "No Errors Detected: = Yes
   ii. "Do you want to change message" = No
   iii. At the bottom of screen look for "Posted Successful"


*Note: If you cannot find a batch of bills to edit then this months batch has not yet been generated. See "Generate Invoices" on previous step



3. Send Monthly Bills (Invoices)


A. Print (Email) Bills

B. Click  "Open Application Icon" 


C. Click Define 

  • Invoice Section:
  • Invoice Year " Current Year"
  •  AR Code range (both sections) 2500A 
  • "Only include Invoices that are Due Now" on far right of page
  • Print Section:
  • Select "Print" (or Reprint if none are found on first try)
  • Un-Select "Round Unit Price"
  • Export Section:
  • Select "XML"
  • Select "Installment"
D. Click Accept 


E. Click Select  (you should now see a number under the select area bottom left. If zero invoices are found, modify your criteria above and try again)
F. Click ReadyForms and choose Property Management delivery definition
Note: If you prefer to download and archive the invoices and NOT email them, you can choose the Deschutes County delivery definition instead


OR

B. Alternate approach is to use the "Reprint" option in Bill Inquiry if you wanted to print one at a time


4. Enter Payments

A. SELECT BILL TO PAY in aging list above     
i. Click Pay Bill at bottom of page    
ii.. Add payment to an open batch or create a new batch if you don't yet have one.
  • How to guides are linked in the "Other Helpful Links" section on this page.
  • Print Receipt if desired (Download, Email, TCM)
 iii. Since you are selecting each payment individually you will need to come back to the main screen to select your next bill to pay

OR 
B. Go to General Revenues>Payment Processing>Payment Entry
  • Add a new batch (or resume one you already have started)
  • Enter Bill Number, Apply Payment
  • Print Receipt if desired
C. Once Payments are complete, come back to this page and select "Open Application"  above to complete the Settlement report and Output Release the BATCH