HOW TO GENERATE AND DELIVER INVOICES

Modified on Wed, Dec 4 at 12:45 PM

Invoices should be generated at the beginning of the month after all membership suspensions have been processed. This step is crucial to guarantee that any applicable reinstatement fees are accurately included in the new invoice.

Navigate to the ACCOUNTING tab

Under the Collect column
Select Billing

Select the Organization that you want to generate the invoice(s) for
Select the start and end dates
The Billing type page will be loaded with results of previously generated invoices and also a card called “Unposted”.

Click the “Unposted” card. In there, you can view individual invoices and invoice details
If you select a member within the individual Invoice page and scroll down, you will see the invoice details for the selected member
To continue, click the Generate Statement button

Fill out the following information: Transaction Cutoff Period and Due Date

Note: Transaction Cutoff Period is the month in which all charges will be finalized on the Invoice with the current date

Due Date- Appears on the invoice and shows the member when their payment is due

Scroll towards the right and select the “Generate” button

PROCESSING THE INVOICE(s)

Once the Generate button is selected, the system begins to process the invoice(s) based on the inputs made. This process normally takes about 2-3 minutes. This pop-up message will appear when the generate button is selected.

The Admin will receive an email from IUPAT UNITE support when the invoice(s) have been generated. (Do not proceed until these actions are completed)

TO DELIVER THE INVOICES

Navigate to the ACCOUNTING tab
Under the COLLECT folder, click Delivery

Select the organization
Scroll through the created invoices and select the invoice(s) that was recently generated
For example, if you generated January 2024 invoices, go ahead and click January 2024 invoices. Also, in that card, (January 2024 invoices) you will see the # of invoices and the total dollar amount for those invoices.
You will also view the total number of individual in that table

SORTING AND FILTERING

You are able to select all members in this table at once by clicking the “Select All” button
You can also Select None and proceed to select individual members by clicking at the beginning of each name.

Each tab under the select all and select none buttons has a filter attached. This makes it easier for you to filter or sort by a particular order of preference. For example, you can sort or filter by Local Union, Member # Status, Class, E-Mail status, etc..
If you sort or filter by email, all members with valid email addresses will have their invoices emailed to them and those without emails could be printed and mailed.

Searching or filtering by E-mail status will enable you to view all members who successfully received their invoices via email
To email the invoice, make sure that a member’s email address is valid. An invoice will not be delivered to a bad email address or no email address. Only statuses that are ready to sent and sent will receive invoices electronically. There is also a failed status which indicates that the electronic invoice did not go through to the email on file.
Once you have selected the members with valid email addresses from the list, click the Email invoices button
A pop-up message will appear. After reading the pop-up message, click continue if you want to proceed with the action or cancel, if you wish to discontinue the action.

A green success message will appear

The invoice recipient will receive a notification to their email stating that they have an invoice.

The sender will receive a notification that an invoice has been sent to the recipient

Note that the invoice(s) can also be manually printed and mailed out to the member by utilizing the “RUN to Print” button.

The Recreate PDF invoices, Email Invoices and Run to Print, buttons will remain grayed out until a member is selected.