How to Generate Batch Invoice in i-Account

How to Generate Batch Invoice in i-Account

1. Go to Property > Invoice > Batch Invoice to generate new batch invoice.



2. Click “+ New Batch” at the top right of the page. 



3. Fill in all the required details for the batch invoice. 
  1. Enter a unique Batch Name for the batch invoice. This is for user to identify this batch in the batch listing. For example, "Service Charge & Sinking Fund June 2024".
  2. Select the charge at Charge Type using the drop-down list.
  3. Choose the group of customers/ owners to bill in this particular batch. Customer Group is managed at Property > Setup > Customer Groups. Guide: How to Assign and Unassign Unit Owner to Customer Group
  4. Set the Start Date and End Date (charge period). Note: Start Date and End Date will be displayed on the invoice under item description to indicate period covered. For instance, “Service Charge (01/06/2024 to 30/06/2024)”.
  5. Set a Bill Date (invoice & transaction date) and Payment Terms for this batch invoice. Due Date will automatically be set according to the payment terms.
  6. Auto Generate Invoice and Auto Upload are settings for the system to auto upload invoices to i-Neighbour on a later pre-scheduled date.


4. Click the “Add New” button once you have filled in all the required details.


5. Once system successfully adds the new batch, it will be listed at the Batch Invoice page. If all the details are accurate, then click the (+) icon to generate the invoices inside this batch. Click "Ok" and confirm to proceed.





6. When the system starts generating invoices the status will show as “Processing”. The processing may take some time to complete, estimate 1 hour depending on the number of invoices.



7. Once the batch is completely processed, you can click view icon to view or download the pdf file in the batch listing. If there are errors, you can delete the whole batch of invoices by clicking the delete (bin) icon.





8. Next, click the upload (arrow) icon to upload the invoices to i-Neighbour. The following process takes place:  
  1. Invoices in the selected batch are uploaded to i-Neighbour > E-Billing > Invoices (owners can view invoice in their mobile app).
  2. Concurrently, the system will auto send emails to the owners with the invoice details.
  3. Once the batch invoice has been uploaded, the upload (arrow) and delete icons will be hidden/ disabled.
Important Note: Admin must click the upload icon to send the invoices to the owners (both email and app). If Admin does not click upload, the invoices remain only in the accounting system and owners/ residents will not receive any details of the new billing.



9. To recheck invoices generated in a listing format, go to Accounting > Sales > Inquiry > Customer Transaction Inquiry. Select Sales Invoices from the dropdown. Click on the Export button to export the listing of invoices to excel file.





Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.


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