MR Guide – Oconto County, WIBS&A  Sof tware, Inc . | bsasof tware.com | 855 BSASOFT

Logging into BS&A1. Find the Equalizer .Net Applications on your desktop and double click it.

2. Once in the folder, find the Miscellaneous Receivables icon and double click it.

3. The application will open. Log in with the same username and password that you use to log into your computer. Then click Login.

Adding a Customer1. Go to the Customer screen.

2. Click .3. Check the box titled ‘Use Next Available Customer ID’. Press OK.

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4. Verify or select the Status in the General Information pane. 5. Enter the Owner's Name (and Owners Name 2, if applicable). 6. Click the Addresses tab. 7. If the Billing Address and Service/Property Address are to be the same, fill out one and use the

“>” button to copy to the other side.

8. Click the Contact Info tab and fill out the fields. If you will be emailing invoices, be sure to enter a valid email address in the field provided. (Only enter a valid email address if you wish to use paperless billing for this customer). If you wish to enter in a phone number for the Customer enter that information.

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9. Click the Invoice Info tab. a. Select the Customer Type if applicable. This will help with reporting.b. Selecting the Payment Terms on the Invoice Info will set a default payment term for all of

the invoices that are applied for this customer. You do have the ability to overwrite this on the invoice entry screen. Please note that all invoices will currently be defaulting at a Net 30 for payment dates.

10. If needed, click on the Notes tab and type in any comments necessary. You will be able to check the box below if you would like this message to appear in Cash Receipts when this customer makes payments.

Invoice Entry1. Search for the Customer ID that you wish to apply an invoice to.

2. Go to Invoices.

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3. Click .

4. The Invoice Number will appear as Next Available. The format is YY-#####. The YY stands for the year and then the #’s will generate in sequence automatically after the invoice is saved.

5. Select the Customer ID. Use the magnifier glass to search for the customer if you do not know the id number.

6. Verify or enter the Invoice Date. This is the date that you are invoicing your customers.

7. Verify or enter the Post Date. This will default to the system date.

8. Enter the Service Date. This is the date that the service/good is provided to the customer.

9. Verify or select the Payment Term. This will automatically populate the due date.

10. Verify or enter the Due Date. This is when payment is due.

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11. Add the billing items by double clicking the yellow line, type in the item code or find it by using the magnifier glass.

12. Verify or enter the Quantity and/or Unit Price.

13. Verify the Amount.

14. (Optional) Click GL Numbers to view or make a change to the distribution of the current line item. These should already be set up before creating an invoice.

15. (Optional) Click the Customer Information tab to view/edit the customer name and address.

16. (Optional) Click the Other Information tab to fill out one or more user fields. These are simply text fields that are available to you to do what you please. User Defined 1 will be used to track which invoices were brought over with the conversion.

17. (Optional) Click the Invoice Notes tab to enter notes about the current invoice.

a. If there is already text in this field, a user setting in Program Setup determines whether your new text replaces or is appended to the saved text as you start typing.

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18. Click Save.

Note: if the customer has any unapplied payments (typically as a result of an overpayment), you may be prompted to apply that to the current invoice. A receipt will be created and attached to the invoice.

19. Repeat this process for additional invoices that will need to be entered on Customer’s Accounts.

20. Once all invoices are entered in please go to the section titled “Multiple Invoices and Customer Statements”

Setup a Recurring Invoice A Recurring Invoice is not an invoice, but a template; the billing items set up here appear on

invoices generated from this Recurring Invoice.

Recurring invoices are useful for services that are billed on a recurring basis for specific customers. Once the Recurring Invoice template is set up, invoices can be quickly created from that template. You do not need to visit each customer and add the invoice.

1. Go to Tasks>Set Up Recurring Invoice.

2. Click Add.

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3. The Recurring Invoice Number will automatically populate. It will say Next Available until the invoice is created.

4. Enter in a Description.

5. Verify or select the Payment Term.

6. If applicable, enter a P.O. Number. (Optional)

7. Status is automatically set to Active, meaning invoices can be created from this Recurring Invoice. You may change the status to Hold if no invoices are to be created yet.

8. Select the Frequency (this can be a filter when creating invoices).

9. Select whether or not to Limit number of invoices.

i. If checked, the number of invoices that can be created for the selected customer(s) is limited to the number you enter in the following step (this is per-customer).

ii. If you elected to limit the number of invoices, enter the # of invoices.

10. Select whether or not to Limit amount to invoice.

i. If you elected to limit the amount to invoice, enter the Max amount.

11. Select whether or not to Limit date.

i. If checked, attempting to create invoices before the start date or after the end date will result in an error.

ii. If you elected to limit the date, enter the Start and End Dates.

iii. If your computer's system date is on or before the end date, the Recurring Invoice is considered "waiting", and can be filtered on when generating invoices.

12. Add the billing items by double clicking on the yellow line. Use the magnifier glass to find the item code if you do not know it.

13. Verify or enter the Quantity and/or Unit Price.

14. Verify or enter the Amount.

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15. Click the Add/Remove Customers tab to specify the customers for which invoices will be created.

i. Click .

ii. Select the option to Search for Customer to add

16. You can either search by Customer ID, Owner Name, or Property Address

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17. Continue adding each customer. Once all customers are added click Save.

Generating Recurring Invoices1. Go to Tasks>Generate Recurring Invoices.

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2. Select whether or not to Display waiting recurring invoices only.

Note: If you want to generate "waiting" recurring invoices only, you can click Waiting Recurring Invoices in the Notifications pane, instead of going through the Tasks menu.

3. The Recurring Invoices are marked for selection by default. Uncheck any that aren't to be included in the current run.

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4. (Optional) Click Edit Assigned Customers to add or remove customers to/from the current run.

5. Verify or enter the Invoice Date.

6. Verify or enter the Post Date.

7. Enter the Service Date.

8. If applicable, enter a Batch Number.

9. If necessary, click the Notes button and add any notes that should appear on the invoices. Please note that notes were assigned on each of your recurring invoices for liquor licenses. Those notes will appear on each invoice that gets generated.

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10. Proof Run is the default selection and should always be done before creating the invoices.

11. Click Run.

12. Click Yes to view a report; carefully review the report before closing it.

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13. Provided everything is correct, Close the report and click Yes to confirm/continue.

14. The invoices are created and you're prompted to view another status report; answer accordingly.

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15. If any of the customers have unapplied payment (typically as a result of an overpayment), you may be prompted to apply that to the generated invoice.

16. (Recommended) Click Yes to print all invoices. Make sure that you are selecting the invoice format that is for your department.

a. If you answer No, you may print them later.

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Editing a Recurring Invoice1. Go to Tasks>Set Up Recurring Invoices.

2. Locate the recurring invoice by using the arrows or the invoice list.

3. Once on the invoice, make your changes and click Save.

Journalizing Invoices Please note: Invoices cannot be selected for payment until they have been journalized.

Also, if you have multiple invoices that need to be printed off, go to the section Printing Multiple Invoices before running the journalization process.

1. Click on the green link ‘Unjournalized Invoices’

2. Check the box ‘Journalize Invoices By User’ and select your username.

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3. Proof Run is the default selection and should always be done before creating journal entries.

4. Click Run.

5. Select the Destination and click Ok.

6. Carefully review the report before closing it.

7. Provided everything is correct close the report, click Yes to confirm/continue to the live run.

8. The same report will appear without the word “proof” in the header. Save or print if applicable. The close the report.

9. The posting report will then appear. Save or print if applicable.

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Printing One Invoice1. Locate the customer that you need to print the invoice for by using the magnifier at the top of the

screen. This allows you to search for a customer multiple different ways.

2. Then click on the Invoice screen.

3. Select the Display filter.

4. Double-click the invoice to re-print.

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5. Click .

6. Select the invoice format for your department

7. Enter the number of Copies.

8. Select Printer as the Destination and click Run Report.

9. The report options will appear. The filters are already selected for the one invoice. Click OK to run the report. The report will then appear.

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Printing Multiple Invoices1. Go to Reports > Report Profiles.

2. Select the profile titled Invoice and Statements.

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3. Click Run next to your departments invoices. When the report options appear simply press close. All of the options will be defaulted for each format. This is currently setup to print just your departments invoices for all unjournalized invoices.

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4. This will now produce all of your invoices that were entered for your department.

Cash Receipting an MR Invoice1. Go to Counter Receipt Entry.

a. If you are viewing a blank screen, proceed to step 2.

b. If you are viewing a saved receipt, click and proceed to step 2.

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2. (Optional) Enter Description/Notes about the current receipt.

3. Verify or enter the Post Date. This should default to the system date.

4. (Optional) Verify or enter a Batch Number. This is a unique number created by the user. It can be used as a filter for certain reports.

5. The Received Of field will automatically populate after selecting the receipt item code. Do not type this in unless the name needs to change.

6. Type in or select Receipt Item MR.

a. If you have a scanner, scan the bill/invoice while the cursor is in the receipt item field.

b. This will populate receipt item MR, the Invoice Number, the Amount and the Received Of information.

7. Verify or enter the Reference.

a. If using a scanner, this field will populate.

8. Verify or enter the Amount.

a. If the customer is paying a different amount of the bill/invoice, edit the amount.

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b. If using a scanner, this field will populate.

9. Click Save. The Tendered dialog appears automatically...

a. Verify or select the Tender Type.

i. Please note, Credit Cards and ACHs will not allow any other tender type to appear on the receipt.

b. Enter a Check #/Reference # if applicable.

c. Verify or enter the Amount Owed.

d. Click Save to return to receipt entry.

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