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Navigating the Invoice List

Purpose Statement

The Invoice List provides a comprehensive view of all invoices within the system, allowing users to search, filter, manage, and perform bulk actions on invoicing data. This feature enables efficient invoice management through advanced search capabilities, customizable views, and streamlined bulk operations for Fire/EMS departments handling billing processes.

Background Information

The Invoice List serves as the central hub for invoice management within the Fire/EMS software platform. This feature is essential for departments that handle billing for services such as fire prevention inspections, training services, or other fee-based operations. The list provides both basic and advanced search functionality, customizable column displays, and bulk action capabilities to streamline administrative workflows and ensure accurate financial record keeping.

Required Permissions

To access and utilize the Invoice List functionality, users must have the following permissions:

  • Invoicing Module Access - Basic permission to view the Invoicing section
  • Invoice List View - Permission to access and view invoice records
  • Invoice Edit - Required for modifying invoice details (optional based on role)
  • Invoice Delete - Required for deleting invoices via bulk actions (admin-level permission)
  • Invoice Print - Permission to generate PDF reports and print invoices

Video


Step-by-Step Guide




1. Click on Invoicing.


Click on Invoicing.



2. Click on Invoice List.


Click on Invoice List.



3. Global Search: Complete or partial address or occupancy name can be entered, then select Search.


Global Search - o Complete or partial address or occupancy name can entered, then select Search.



4. Click on Expand to view all Advanced Search Fields.


Click on Expand to view all Advanced Search Fields.



5. Advanced Search filter options:






6. Special Filters: Money Status






7. Special Filters: Other Status






8.Special Filters: Late Fee - Yes or No






9. Special Filters: Overdue, Invoice Balance, and Refund Amount
  1. All values entered are Days
  2. Equal to:
    1. Value: 0 → Returns invoices due today.
    2. Value: 1 → Returns invoices overdue by 1 day.
  3. Distinct To:
    1. Not Equal To
  4. Greater Than:
    1. Value: 0 → Returns invoices overdue by 1 day or more (Example: The 0 value will capture all overdue invoices)
    2. Value: 30 → Returns invoices overdue by 30 days or more.
  5. Less Than:
    1. Value: 1 → Returns invoices due today.
    2. Value: 0 → Returns invoices not overdue, but excludes invoices with one day left before becoming overdue.
  6. Greater Than or Equal To:
    1. Value: 0 → Returns invoices due today and overdue by 1 day or more.
    2. Value: 1 → Returns invoices overdue by 1 day or more.
  7. Less Than or Equal To:
    1. Value: 0 → Returns invoices not overdue, including those due today.
    2. Value: -1 → Returns invoices not overdue, including those with one day left before becoming due.
  8. Range:
    1. Value: From 1 to 30 → Returns invoices overdue by 1-30 days.
    2. Important Note: Ranges only support overdue invoices.






10. Click on Apply to view data with filters applied.


Click on Apply to view data with filters applied.



11. Click on Save View to save the Advanced Search criteria selected.


Click on Save View to save the Advanced Search criteria selected.



12. Type in a name and then click on "Save."






13. Click to show desire columns.


Click to show desire columns.



14. Select or deselect desired columns to view in the grid.


Select or deselect desired columns to view in the grid.



15. Columns can be sorted ascending or descending by clicking on title, column width changed by dragging column divider, and column position changed by drag and drop.


Columns can be sorted ascending or descending by clicking on title, column width changed by dragging column divider, and column position changed by drag and drop.



16. Select one or more Invoices for Bulk Actions.
  1. Recommend applying filters to limit the Invoices for easier selection.

Select one or more Invoices for Bulk Actions.



17. Select all for Bulk Actions.


Select all for Bulk Actions.



18. Select to Delete using a Bulk Action.


Select to Delete.



19. Select Confirm to delete the selected Invoices. Warning: This action cannot be reversed.






20. Select to Print Invoices. A pdf file will be downloaded.


Select to Print Invoices. A pdf file will be downloaded.



21. Bulk Actions: Sent to Collections, Mark as Mailed, Print & Marked as Mailed, Attachments, Send Email, Contacts Report, and Late Fee are available.






22. In the Actions column, select Edit, Delete, View Details, History, or Reopen as needed.


In the actions column, select Edit, Delete, View Details, History, or Reopen as needed.



23. Special Note for Reopened Invoice:
  1. While in the status of ‘Reopen,’ the user can change the date to a previous date, today’s date, or a future date.


Best Practices

Search Optimization

  • Start with basic global search before using advanced filters
  • Apply filters strategically to narrow results before bulk actions
  • Save frequently used search criteria as custom views
  • Use descriptive names for saved views to improve team efficiency

Data Management

  • Regularly review overdue invoices using date range filters
  • Implement consistent naming conventions for saved views
  • Verify filter criteria before applying bulk actions
  • Always confirm bulk delete operations as they cannot be reversed

Workflow Efficiency

  • Customize column displays based on specific task requirements
  • Use bulk actions for routine operations like marking invoices as mailed
  • Leverage the reopen feature for date corrections when necessary
  • Generate PDF reports for record-keeping and audit purposes

Troubleshooting & FAQs

Common Search Issues

  • Q: Global search returns no results - A: Verify spelling and try partial address or occupancy name
  • Q: Advanced filters not working - A: Ensure "Apply" button is clicked after setting filter criteria
  • Q: Saved views not appearing - A: Check user permissions and verify view was saved successfully

Bulk Action Problems

  • Q: Bulk delete option grayed out - A: Verify delete permissions and ensure invoices are selected
  • Q: PDF generation fails - A: Check browser pop-up settings and print permissions
  • Q: Select All not working - A: Apply filters first to limit selection scope

Display and Navigation

  • Q: Columns not sorting properly - A: Click directly on column header, not column content
  • Q: Column customization not saving - A: Refresh page after making changes to verify persistence
  • Q: Reopen date changes not saving - A: Ensure date format matches system requirements