Importing Government Billing Records

  1. From the Government Batch Vouchers creation screen, click the Batch Import button. You can create several Voucher records at the same time, and select which Billing Records to import. You can filter the records based on Voucher Dates, Customers and/or Categories. Click the Apply Filter button to refresh your selections, and the Details grid displays Billing Records that have not previously been imported into a Voucher record.
  2. Records are grouped and sorted in the following order: Date, Customer, Category, Voucher Report Type, Invoice Order, and Job Number. This pre-sort of records is used in determining Voucher Numbers. The system identifies records with identical values in the Date, Customer, Category, Voucher Report Type and Invoice Order, and then assigns a proposed Voucher Number to that Voucher Set. If all values are the same, each record with a Voucher Report Type of Single Job is assigned an individual Voucher Number.

Note:  A Voucher Set is defined as a Voucher Header record, and its associated Billing records, that will produce one SF 1034, one SF 1035 and one AR Invoice. Vouchers can have Billing Records that have been assigned the same Report Type. In the case of the Single Job Report Types, only one Billing Records is in the Voucher Set.

  1. The Bill check box defaults to selected (ready to import) for all records that populate this grid. The grid sorts in the following order: Bill (descending), Date, Customer, Category, Proposed Voucher Number, and Job Number. The grid groups the details for the Vouchers next to each other.

Note:  If you select one Billing Record, then all related Billing Records will be selected. If you clear the Bill check box from a Billing Record, all related Billing Records are also cleared.

  1. Once you have selected the Billing Records for which you want to create Vouchers, click the Renumber Vouchers button. This will resort the grid, so the records that are NOT selected to be billed display at the bottom of the grid. All columns in the grid are locked, with the exception of the Bill check box. You cannot delete or add actual billing records from this screen. You may click the Toggle Selected button to invert the value of the Bill check box for each record in the grid.
  2. Once all records have been properly selected to Bill, you may either Preview or Create Vouchers. For more information, see Creating and Printing Vouchers in Batch Mode.