Invoices-Bills

You can find the Invoices-Bills function under the Outbound tab. Use this function when you want to view the bills created by a billing job, print the bills created by the job, or update the tracking information for a billing job. From this screen, you can also create an extract file that you can send to NetPay for printing.

When you first access this screen, you will need to click on the link for the year you want to view. The system only displays years for which at least one invoice was processed. Once you select a year, all invoice jobs processed in that year will be displayed.

To View/Print the Bills Created by a Billing Job

To view and/or print the output that is associated with a Billing Cycle job, click on the Printer icon located on the left side of the appropriate invoice job. When the printer icon is clicked, a Crystal Reports report viewer is opened. You will see a read-only display of the bills associated with the job. The control buttons in the viewer can be used to perform a variety of functions, including paging through the bills and printing the bills to a local printer.

To print the bills, use the print button in the viewer.

NOTE: Printing the bills associated with the a job will not update the "Printed On" date that appears in the associated Billing Cycle Jobs List line. You must manually change this date by clicking on the Magnifying Glass icon and editing the information.

To Update Information for a Billing Job

To revise information associated with an invoice, select the desired job by clicking on the Magnifying Glass icon located on the left side of the appropriate invoice job. When you click on this icon, a data entry window is opened that contains invoice job information. You will only be able to edit the Printed On date, the Mailed On date, and add a Student ID.

Use the guidelines below to edit the dates, then click on the Save icon to save your changes. If you click on the Reset icon, the fields that you modified will be restored to their initial value. This is the value that was displayed when the window was first opened.

To exit this process without saving the your revisions, simply close the data entry window.

Field Name	Size/Format	Required?	What to Enter
Invoice Cycle	Read-only field	N/A	The frequency with which this job is run.
Invoice Type	Read-only field	N/A	Bills
Job was run on	Read-only field	N/A	This is the date this job was run.
Invoices were printed on	10 characters	No	If entered, format must be "mm/dd/yyyy". When you change this date, the History record for each borrower in the batch is updated.
Invoices were mailed on	10 characters	No	If entered, format must be "mm/dd/yyyy". When you change this date, the History record for each borrower in the batch is updated.

To Create an Extract File to Send to NetPay

To download the bills produced by a particular job to an extract file, click on the Diskette icon located on the left side of the appropriate invoice job. You can use this function to create a copy of the billing data and provide it to a third party for printing and mailing, instead of printing the bills locally. After you click on the Diskette icon, a message will inform you that the job is complete and tell you the location of the directory to which the file was saved.

Click on this link to see the file format of the extract file created: NetPay File Format.