Invoices and lines

An invoice names its customer, issue date, due date, billing run and owning organization. Its lines carry a product, quantity, unit price and service period. An invoice line may reference a revenue schedule, letting Billing Operations and Revenue Accounting compare what was billed with the recognition schedule for the same work. Invoice status gives Collections a separate view of what has been sent and paid.

• Prepare. Billing Operations Manager assigns the customer, dates, organization and billing run on the invoice.
• Price. Each line carries a product, quantity, unit price and service period for review.
• Compare. Revenue Accountant follows the optional schedule reference on a line when billed and recognition periods need checking.

Take an invoice for a subscription that begins midmonth. Check each line’s service start and end against the linked schedule and the product’s recognition method. Inspect quantity and unit price beside the calculated line total, then compare the invoice subtotal, tax and total. The billing run groups the invoice with others for its period; the line-level schedule reference makes an unusual date range easier to explain.

Agree invoice numbering, product ownership, payment terms and the rule for including an invoice in a run. Determine who corrects a line when its product or service period is wrong. Review tax and currency treatment with the owning finance systems. The invoice notes can carry operational context, while evidence documents retain source files needed for review.

For the first billing period, choose an invoice whose service dates cross a month boundary. Check the product and schedule reference on each line before assigning the invoice to a run. Decide who corrects a line if the service period differs from the customer agreement.

Billing Operations Manager selects a Draft invoice and follows its lines. Revenue Accountant checks the linked schedule on a line with a period that crosses a month boundary. Collections Specialist later follows the same invoice through Sent, partially paid or Overdue and inspects amount paid and balance due. Keep the invoice decision separate from the schedule’s recognition balance.

Ask Collections Specialist to open the same invoice from Open Invoices after its status is Sent. The specialist should find the customer, due date, amount paid and balance due, then compare any related payment with the invoice before starting follow-up.

• Draft Invoices Pending Send — Check customer, dates and lines before recording a Sent state.
• Open Invoices — Follow Sent, partially paid and Overdue balances by customer.
• Overdue Invoices — Prioritize due dates and remaining balances for collection.

Use invoice to payment follow-up to trace the receivable after billing. Review the data model when mapping source identifiers and roles when assigning the people who may act.