Overview
This article explains to users how to allocate cardlines to pending invoices.
This article describes Pending Cardlines page under the Finance area of Cumulus. This page provides the ability for users to manage cardlines in bulk and covering all customer accounts.
Users can also allocate pending cardlines under the customer's account record directly. Access is restricted to working with cardlines belonging to the customer that is open on screen.
Allocate Cardlines to Pending Invoices
To start, go to:
Finance > Accounts Receivable > Pending Cardlines
The options to allocate cardlines to invoices is on the right as highlighted in red.
All cardlines returned in this screen are still pending and have not yet been allocated to an invoice.
First, perform a search to return the cardlines that are to be allocated to invoices.
On the right hand side of the Cumulus list, is tick boxes that allow the user to select which cardlines they want to allocate. Ticking the box in the column header selects all pending cardlines
Unallocated cardlines can only be allocated to a pending invoice.
Once the cardlines have been chosen, the user has two optional flags they can set if required.
| Description | Create a pending invoice flag | Allocate all cardlines for account flag |
|---|---|---|
Allocate selected cardlines to an existing pending invoice if one has been created already. If no pending invoice exists, the system will do nothing and the cardlines will remain pending. This is the default option | No | No |
| Allocate all pending cardlines to existing pending invoices if one has been created already. Repeat for all the accounts I have selected a cardline for. If no pending invoice exists, the system will do nothing and the cardlines will remain pending. | No | Yes |
| Allocate all pending cardlines for all the accounts I have selected a cardline for and attempt to create pending invoice if none already exists. | Yes | Yes |
| Allocate selected cardline, to existing pending invoice (if available) and attempt to create pending invoice if none already exists. | Yes | No |
To allocate the cardlines as specified, press Submit.
When enabling the Create a pending invoice flag, an account's status has no bearing on whether an invoice is created or not. This means that an invoice will be created in all circumstances, regardless of account status. This is also true when creating a new pending invoice from an individual account's Pending Ledger Cardlines page
In addition, the functionality on this specific page will only ever create a Pending invoice, regardless of the Auto-approve Invoices setting.
To Edit a Pending Cardline
Navigate to:
Finance > Accounts Receivable > Pending Cardlines
Or to view a single customers pending cardlines navigate to:
Pending Cardlines can be edited to update the amounts or other details. However, Pending cardlines that are the result of an aggregate calculation, such as system generated usage charges, cannot be modified. Only the cardlines that appear with a magnifying glass symbol beside them may be edited.
- On the Pending Cardlines page, locate the required cardline and click the magnifying glass symbol beside the cardline ID. The Edit cardline section will appear below the selected cardline.
- Update the cardline date by clicking on the Transaction Date field. A calendar tool will appear to allow you to select the required cardline date. This date will appear on the Invoice as the date the cardline charge was incurred.
- Edit the cardline Description by entering and / or overtyping text as required. This description will appear on the Invoice against the cardline charge.
- Select a different Ledger Code using the drop list if required. The cardline will be recorded against the selected ledger in the system for accounting purposes.
- If required, enter an updated amount in the Actual Value (Ex GST) field. Note that the cardline amount is exclusive of tax.
- Update the Tax Amount as applies to the updated cardline amount. Note that the system will not automatically re-calculate the cardline’s tax amount when you update the cardline amount.
- Update the Covers From and Covers To dates as required. These reflect the period that particular charge applies to, such as a service access fee that covers from the 1st to the 31st of the month.
- Update the Vanity Covers From and Vanity Covers To dates as required. These dates will appear on the invoice, which you may update to be different dates than the actual Covers From and Covers To dates i.e. to assist the customer understand their invoice and charges.
- Click the Save button. The system will update the pending cardline information.