Using Accounting Component › Invoicing and Financial Reporting › Add a Dynamic Invoice Group

Add a Dynamic Invoice Group

With Dynamic Invoice Groups, account lists are generated dynamically given a specified criteria stored as a Data Object. As new accounts are added to the system and fall within that criteria, they are included in the account lists associated to that group. In essence, Invoice Groups can now be set to maintain and manage their own account lists.

To add a Dynamic Invoice Group

1. Click Accounting, Invoices, Groups.

   The list of Invoice Groups for the current business unit appears.

   Note: You can change the business unit by clicking the Change Business Unit button and selecting one from Search Business Units dialog.

2. Click the Add button.
3. The Add New Invoice Group window appears.
4. Complete the Invoice Group information:
   • Business Unit - Indicates the Business Unit to which the group is being added.
   • Group Name - The name of the Invoice group you are creating.
   • Dynamic - Indicate the group type. Select this option when you establish dynamic groups.
   • Comments - Add comments (optional).
5. Review the Accounting Profile information and make changes to the following fields as necessary.
   • Billing Cycle - Determines the cycle when an account is invoiced. Choices are Daily, Weekly and Monthly. This field is used in conjunction with Billing Cycle Interval
   • Billing Cycle Interval - Used in conjunction with Billing Cycle, indicates the number of billing cycles that must elapse before an account is invoiced.

     Example: to specify a quarterly billed account, select a monthly billing cycle, and then specify 3 as the billing cycle interval.

   • Period Start Date - Specifies when the accounting profile billing period beginss. Choices include when the department was created, when the account was opened, or the current date that the accounting profile is created.
   • Period End Date - Specifies when the accounting profile billing period ends.
   • Days Due Default - Calculate the number of days past the date of the invoice that payment is due.
6. Review the information on the Group Confirmation window. Click Next if everything is correct or click Back if you wish to make changes.
7. The Account List window appears empty since there are no associated criteria to assemble this list. Click Define Criteria and use the Account Criteria Builder to create a query to generate a list.
8. After clicking the Create Criteria button, there are two types of criteria specification that can be used in defining the query.
   • Save Last Executed Search – saves the last search executed by the Account Criteria Builder’s search account mechanism.
   • Advanced Custom Search – enables the user to directly specify the where clause in SQL.
9. Once a criteria type is selected, two additional fields are present:
   • Name – The name to be associated to this query. (This is stored as a Report Data Object.)
   • Comments – Optional field for additional information.
10. Click Save when complete.
11. Click Next.
12. Apply the appropriate Scheduler settings giving the billing date and the time zone.
13. Set the status to Active.
14. Click Finish.

    The Dynamic Invoice Group has been created and is reflected in the Invoice Groups window. Click View Accounting Tasks to view the scheduled task.