Creating Virtual Bills

The Virtual Bill Processor executes user-defined formulas to create calculated bill line item data. The Processor is designed to assist in generating monthly bills.

You can create virtual bills for ALL accounts by using the Virtual Bill Processor from the Tools menu or for a SINGLE account by selecting the applicable account in the Account Manager.

1. To create virtual bills for all accounts, from the Tools menu, select Processor | Virtual Bills. The Bill Equation Processor window appears.

   • Go to step 3.

2. To create virtual bills for a single account, select Accounting | Accounts. The Account Manager appears.

   1. Navigate the Accounting Tree to select the appropriate account.

   2. From the Account menu, select Run Script. The Bill Equation Processor window appears.

   3. Go to step 3.

3. Select either:

   • Automatic: Select Automatic to begin processing based on previously specified conditions.

     The start date is the "last run" date of the processor.

     The end date is the first day of the month after the current month.

   • Manual: Select Manual to set a different start and end date for the processor to run. Note that the start date must be greater than or equal to the bill template effective date or bills will not be generated.

     1. Set the start date by entering the date or use the drop-down arrow to select the date from a calendar.

     2. Set the end date by entering the date or use the drop-down arrow to select the date from a calendar.

   • Reprocess from log: Select Reprocess from log to process all records from the Virtual Bill Processors Problem log which are not flagged as "Hold". During reprocessing:

   • If there is already a bill in the period and year with matching start and end dates to one that would be created AND it is marked as approved, nothing happens.

   • If the log message is removed from the Problem folder, the bill has been successfully created.

   • If the log message is marked as Hold, the processor has failed to create a bill.

   • Use Batch Variables: If desired, select Use Batch Variables to have the Virtual Bills inherit some of the variables from the batch of the Source bill:

     • Variables that can be inherited are Batch Number, Invoice Number, Account Period, and Control Code

     • Variables that cannot be inherited are Next Reading, Statement Date, and Due Date.

     • All values are derived from the source bill, rather than the batch.

4. Click Start.

   • Cancel the operation by clicking Abort.

   • If any errors occur, a message window appears. Close the message window by clicking OK then go to the Virtual Bill Processor Problems folder in the Work Flow Manager to view the details.

5. When the process is complete, click Close. The Bill Equation Processor window will close.

NOTE: When the Virtual Bill Processor runs, the Processor automatically checks Account Properties for the associated account to determine if the account Receives bills (FromVendor flag=1) or Creates bills (FromVendor flag=0). This account property should be set from the Account Properties/Billing tab. The script-created bill will reflect the current Billing setting.