Invoices are Not Available for Autogeneration

Why Can't I Auto-Generate an Invoice for a Member?

 

If a member is flagged as unavailable for invoice generation with an status error of "Billing item already run for the given period," this article will help you resolve the issue so that the member's new invoice is available for generation.

The WebLink Connect system has duplicate billing validation to prevent a member from getting billed twice for the same revenue item during the same time period. While this is a valuable safeguard to prevent duplicate billing, it can lead to some members being flagged as unavailable for invoice generation during the auto-generate process.

To resolve this issue, go to the Transactions tab of of the member in question. Next, locate their last invoice for the revenue item that you need to generate a new invoice for (as an example, look for their last dues invoice if you need to generate a new dues invoice). Now, verify that this member does indeed need to have a new invoice generated.

If so, highlight the invoice line item, and then from the Transaction Actions menu, choose Edit Invoice and click Go.

In the bottom data grid scroll over to the right until you see the Service Period End Date. This date will need to be updated to end before the next invoice billing period begins. For example, if you are trying to generate invoices for 4/1, then the previous service periods needs to end on 3/31. If there is any overlap, the system will not let you generate the invoice because it is making sure they aren't getting billed twice for the same revenue item for the same time period.

Adjust the service end period date, and then save the invoice. Once this has been completed, the system will allow you to auto-generate an invoice for the member.

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Comments

2 comments
  • If the invoice is already posted, this instruction doesn't work!

  • Yes, is there anything that can be done to correct it once the invoice is posted?

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