Billing Procedure

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The following billing procedure describes the types of information you should assemble prior to creating an invoice, how to create a batch of invoices, and how to issue them to customers.

Review Billing Information (Billing Clerk)

Access the daily shipping log in the computer system.
Review each shipment and flag it as ready for invoicing if it has a billable code.
Go to the invoice preview screen and call up the list of shipments that have been flagged for invoice printing.
Verify that each price matches the standard corporate price or contains an approval flag from the order entry staff.
If the shipping code is Prepaid, do not charge the customer for freight. If it is Prepay and Add, add the standard freight cost based on the cubic volume listed in the computer. If the shipping code is Customer Pickup, add no freight charge.
Verify that the correct sales tax code is being used.

Print Invoice Batch (Billing Clerk)

Go to the Billing option in the computer and select All Unprinted Invoices.
Turn on the printer and verify that the invoice stock is correctly positioned in it.
Using the Run Test option, print a sample invoice to ensure that the line settings are correct.
Using the Run Full Batch option, print all invoices in the batch.

Prepare and Send Invoices (Billing Clerk)

Burst the invoices, and put the pink copies in the To File bin and the white copies in the To Customer bin.
Stuff envelopes with the white invoice copies.
Stamp the envelopes with the "Address Correction Requested" stamp.
Affix postage to the envelopes and put them in the interoffice mail, marked for outside delivery.

File Invoice Copies (Billing Clerk)

File the pink invoice copies by customer.