Contract Billing: Re-print

Billing setup, schedules, templates, and troubleshooting

Re-Print

Invoices can be selectively re-printed.

Important:
Invoices are re-generated from this screen.
If system branding or contract details have changed, the invoice may not exactly match the original version.
If the original invoice is required, retrieve it from the Mail Queue.

Key Information

  • Default view: Last 90 days of invoices.

  • Output format: PDF

  • Uses the template originally assigned to the invoice.

  • Click the PDF icon (left of screen) to view an invoice.

CSV Export

Invoices can also be exported to .csv format for spreadsheet use.

To Export:

  1. Use filters (e.g. Client Code, date range).

  2. Click Print (bottom right).

  3. A .csv file is generated.

Output format:

  • Based on the Combined invoice structure.

  • Includes:

    • Contract description

    • Transaction descriptions

Exclusions

  • Invoice type “Sale Car” is excluded.

  • Must be reprinted from Sale Management screens.

API

The Billing / Re-print function is also available via API:

billingReprintWebService

Filters

When navigating to this screen, recent invoices are displayed.

Use the following filters:

Field

Type

Description

Channel Code

Lookup

Enter or look up the Channel Code

Group Code

Lookup

Enter or look up the Client Group Code

Client Code

Lookup

Enter or look up the Client Code

Reg No

Lookup

Enter or look up the Registration Number

Invoice No

Number

Enter invoice number to reprint

Batch No

Number

Enter batch number to reprint

From

Date

Invoice date range start

To

Date

Invoice date range end

Type

Drop-down

Filter by invoice type

Created

Date

Date invoice was created

Go

Button

Executes filtering (disabled if already executed)

Action Buttons

Print (CSV)

  • Prints selected records to CSV.

  • Includes additional fields:

    • Contract ID

    • Registration No

    • Employee ID

    • Driver Name

    • FBT Value

Un-Post

Allows an invoice or batch to be unposted.

Requirements

Populate:

  • Either Invoice No OR Batch No (not both)

Leave blank:

  • Channel Code

  • Group Code

  • Client Code

  • Reg No

  • Created

Run the search to enable Un-Post.

Email Implications

If unposting:

  • Pending emails for those invoices are deleted.

  • If email contains multiple invoices:

    • Email still sends

    • Unposted invoices generate blank attachments.

  • If emails were already sent:

    • Contact client to advise of changes.

Access Permissions

  • ‘Admin’ role can unpost exported invoices.

  • Other roles require:

    • Roles / Details → Enable “Unpost Exported Invoices”

Export Implications

If exported invoices are unposted:

  • Linked export sales batch is updated.

  • Updated MYOB export batch can be recreated.

Employee Transactions

If unposting a Pay Run invoice:

  • Linked employee transactions are also unposted.

  • No longer visible in Employees / Transactions.

Un-Post Alerts

Alert

Action

This action will unpost Invoice No '{invoice_no}', are you sure?

Click OK to proceed

This action will unpost Batch No '{batch_no}', are you sure?

Click OK to proceed

Invoice has been exported (exportid '{export_id}'). Only authorised users can unpost.

Acknowledge; contact administrator if needed

Record cannot be unposted as it has been receipted

Unpost receipt first, then retry

Transaction exported (export_id 'XXXXXX'), other systems may be affected

Confirm accounting adjustments before proceeding

System Locks

Billing processes invoke system locks to prevent data corruption.

During Billing:

  • Contracts / Billing and Contracts / Lease cannot be saved.

  • Whole table imports will not save.

Affected Tables

  • fmbilling

  • fmcontractbudgets

  • fmmaintenance

  • bkbookingbillingitems

  • slreceiptitemlines

Session Timeout

During POST processes:

  • Session timeout temporarily resets to:

    • Greater of Role timeout OR 8 hours

  • Reverts after process completion.

Warning:
Do not close your browser while editing or posting.
This creates orphaned locks.

Combined Billing

Use this screen to issue a single invoice per client per month, including:

  • Periodic

  • Recharge

  • Recharge – Fuel

  • Credit

  • Inertia

  • Booking

  • Initial billings

Each charge appears as a separate row.

Visibility Rules

If expected transactions are missing:

  • Check Clients / Contract Defaults → "Billing Type"

  • Must be:

    • Combined, OR

    • Any

Packaged Contracts (linked to an item) cannot be viewed or invoiced here.

Combined Billing Filters

Field

Description

Channel Code

Lookup Channel

Group Code

Lookup Client Group

Client Code

Lookup Client

Reg No

Lookup Registration

Delivery

Select Email or Post (required to enable Invoice button)

Exclude Fuel

Processes fuel separately

Group

Filter by Contract Type Group

Type

Filter by Contract Type

Class

Filter by Budget/Class

Invoice From

Visible if configured

Invoice To

Filters Period date ≤ this date

Dated / Invoice Date

Appears as “Dated” (default) or “Invoice Date” if configured

Important Warning

If Invoice To and Invoice Date fall in different months:

  • A reconciliation warning alert is triggered.

Validations and Alerts

Field Entry

Alert

Resolution

Invalid date! Use DD/MM/YYYY

Enter valid date

Invoice

Alert

Resolution

Invoicing locked by user '{user_login}'

Try again later

Initial Billing

Key Features

  • Delivery Fee, Fuel on Delivery, Establishment Fees:

    • Appear in Period 1 as “Initial Fee”

  • Default from Client / Defaults

  • Can be overridden on Lease Screen

  • Allowed fees controlled by Contract Type / Initial Fees

Novated contracts:

  • Use Establishment Fee instead of Delivery Fee

MYOB Integration

Initial billing creates entries for:

  • Sales Ledger

  • General Ledger

Imports should be run daily and checked for errors.

Template Selection

Bottom control line:

  • Plain → Plain paper format (default)

  • Letterhead → Format for letterhead printing

Cost Centre Fuel

If populated:

  • Invoice shows:

    Fuel On Delivery (Cost Centre: xxx)

Delayed Initial Billing

System expects:

  • Initial billing date = Contract Start date

For delayed billing:

  • Change date on Fleet / Billing / Initial screen.

  • Invoice and accounting entries use updated date.

Example:

  • 1 Initial billing

  • Periodic billing starts in month 3

Recharge Visibility

Client Recharges may not appear depending on Client Billing Type setting.

Create a Post Billing Batch

Qualifiers

  • Invoicing due

  • Sales Ledger & Journal export batches run

  • Client does not require invoice

Process

  1. Fleet / Billing

  2. Select Recharge, Periodic, or Combined

  3. Delivery → Post

  4. Dated → Today (or change)

  5. Click Invoice

  6. Review reports

  7. Click Post

Create an Email Billing Batch

Qualifiers

  • Invoicing due

  • Sales Ledger & Journal export batches run

Process

  1. Fleet / Billing

  2. Select Recharge, Periodic, or Combined

  3. Delivery → Email

  4. Set Dated

  5. Click Invoice

  6. Review Mail Queue

  7. Click Post

  8. Navigate to System / Mail Queue

  9. Select Type:

    • Recharge

    • Recharge Fuel

    • Periodic Lease

    • Combined

  10. Click Go

  11. Send emails

Automation

Strongly recommended to schedule bulk billings.

Benefits:

  • Set and forget

  • Emails sent automatically

  • Can run out of hours

  • Reduces system lock disruption

Billing generates system locks that prevent editing in many areas.

Automated Billing Troubleshooting

Automated Billing Did Not Email

Most common cause:

  • Scheduler job did not run.

Check:

  1. Go to System / Scheduler

  2. Filter:

    • Module → fm

    • Class → billings

  3. Click Go

  4. Check “Last Message” column

    • Example: Periodic billing locked by {user_login}

Use Run Now to execute job manually.

Billing jobs will not run if users are editing records.
Recommended schedule: outside business hours (e.g. 5am).

Suspend Date Troubleshooting

Suspended Contract Not Billing

Contracts dated on or after the Suspend Date are excluded.

To Invoice:

  1. Use billing selection date before Suspend Date

  2. Use Contracts / Lease → Invoice Now (if period < Suspend Date)

  3. Remove Suspend Date, run billing, re-enter Suspend Date