Invoicing

1: Access the invoices page via the “Invoices” button on the navigation bar at the top of any ALL-IN page. 

2: “Placements Pending Invoicing”, not yet invoiced clients.

3: “All Invoices”, all of your invoices that have been created will show here. 

On each line of every open invoice there is a panel of options that let you disposition the invoice. 

“View” Allows you to simply view the entire invoice

“Edit” Allows you to edit the invoice

"Record a Payment" will allow you to specify a payment amount and date.

"Record a Credit" will allow you to specify a credit amount and date.

“Email an Invoice” allows you to email the invoice to any specified recipient with a template and an active link. This will appear as a pop-up in the window. 

Editing A Paid Invoice

On each line of every paid invoice there is a panel of options that let you disposition the invoice. 

Clicking "View" simply allows you to view the invoice. Selecting the view dropdown allows you to select certain actions against a paid invoice. 

“Record a Credit” Allows you to record a credit given on a paid invoice

“Record an Adjustment” allows you to select a payment record credit given on a paid invoice Adjusting the payment record opens a window to log what fields need to be changed on the payment record. 

Creating an Invoice from a Placement

A line item will appear in the "invoice" screen, after the placement of a specific client. From there you can create the invoice. 

The Anatomy of the Invoice Screen

1: “Bill To": This field is automatically generated information from where the client is placed.

2: “Invoice #” field is for your records. This is a unique number that you assign to each invoice.

3: “Date” field defaults to the current date and can be changed if desired.

4: “Terms” are based on the client net agreement, & the “Due” field is generated automatically from the date of the invoice. The net can be changed directly from this box.

5: This area is for communications not already listed on the invoice. Anything written in this field will be seen on the invoice.

6: This section is automatically generated from the client information and facility terms.

7: “SAVE” button is to finalize the invoice. This must be done after you have ensured that the information on the invoice is correct and ready to send to the appropriate party.

Creating a Split Invoice

Checking the “Split Invoice” box will enable you to split with another franchise. You can add as many splits as you need to an invoice.

When attempting to create a new invoice, the zip code of the property must be included in your territory. If the property is outside of your territory, you will receive a message directing you to contact the appropriate ALL office.

Open territories, or properties that are not in an owned territory, allow you to place and invoice as the point of contact.

Any pending invoice placed by a DIFFERENT ALL office in your territory will be noted. You must send the invoice. You are the point of contact for the invoice.

A: When an invoice is sent by another ALL office you can only view the invoice. You cannot edit. If you are not the controlling ALL office, you only mark paid when you have receive your portion of the split.

Invoicing for National Contracts

NOTE: This process is still in BETA. This process may change in the future as Assisted Living Locators continues to develop and grow with the expanding national contracts database. 

1: Any national contract that an invoice is generated for will replace the “Bill To” field with ALL Corporate information.

2: The “Commission Rate” is not set automatically, you must set this rate depending on the terms of the property and any specials they may be running.

After saving, the invoice must be emailed to the corporate office. This is not automatic.

Invoice Delegation

The “Delegate Invoicing” function is used in situations where the ALL office that invoices a property allows the placement ALL office to invoice inside of their respective territory. This is blanket permission that is granted for as long as the controlling office permits.

Once “Delegate Invoicing” is selected you will be able to add the ALL Offices of your choice. The permission is granted, and the specified office can now invoice in your territory without your interaction.

Blank Invoices

The “New Blank Invoice” function is used in situations where you need to generate an invoice that is not tied to a client in ALL-IN©. The invoicing process is the same, but the fields on the invoice screen need to be filled out manually.

This should only be used in extreme circumstances as clients and properties should be added through ALL-IN©.

Canceling an Invoice

Sometimes you need to cancel an invoice. This action should only be done if you have NOT received a payment. You can do this by using the drop-down arrow on the invoice line.