Generate an Invoice

Your agency's invoices might have to be reviewed through Invoice Quality Check prior to distribution, depending on your system setup.

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

Locate the account in question and access the Transactions area.
1. To access Accounts from the Home screen, do one of the following:
  - Click Accounts on the navigation panel.
  - Click Areas > Accounts on the menubar.
  - Click the down arrow next to Home on the options bar and select Accounts.
  - Click Locate on the options bar.
To access Accounts from another area of the program, do one of the following:
- Click Home > Accounts on the menubar.
- Click the down arrow next to Home on the options bar and select Accounts.
- Click Locate on the options bar.
1. In the Locate account dropdown menu, select Broker, Client, Finance Company, or Other Interest.
2. In the Locate by dropdown menu, select the appropriate option.
3. Select the suitable checkbox or checkboxes to the right.
  - Insureds (available only if Clients is selected in the Locate Account field)
  - Prospects (available only if Clients is selected in the Locate Account field)
  - Additional Interest (available only if Other Interest is selected in the Locate Account field)
  - Bill to (available only if Other Interest is selected in the Locate Account field)
  - Certificate Holder (available only if Other Interest is selected in the Locate Account field)
  - Active
  - Inactive
4. Enter the first few letters of the name, policy number, phone number, etc. (depending on the selection in the Locate by dropdown menu) and press [Enter] or click Locate.
  
  Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
5. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
6. Highlight the desired item in the Results list.
7. Click Transactions on the navigation panel or Areas > Transactions on the menubar.
The Transactions list initially loads blank. Enter your desired search criteria to populate the list for the selected account.

Note: The list can display a maximum of 500 transactions.
To change the way transactions display when you populate the list, click the word Transactions in the view filter.

A list of choices displays.
- Balance Forward: Displays one row per item
- Open Item: Displays the original rows as well as any credits/debits or other charges applied to those items
- By Bill #: Displays the transactions for each invoice rolled up into a single detail line.
Click on the appropriate selection.

Use the search bar to display transactions that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of transactions.
Selecting multiple criteria performs an "and" search (for example, transactions in a specific Accounting Month with a specific Bill Mode).
To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
To save your currently applied filters as a default for all accounts of the same entity type, create Filter Defaults. Your currently applied filters are saved as a default for the selected account automatically. Filter defaults are unavailable on Transactions lists opened from the Access menu, as Access > Transactions already provides a filtered view.

Your filter defaults are unique to your user code and will not affect other users’ saved defaults.
You can change the columns that display in the list if you wish.
1. Click the Select Columns link label on the right side of the header bar. The Select Columns window displays.
2. Select the checkbox next to each column that should be included in the list.
  Deselect the checkbox next to each column that should be removed from the list.
3. Columns will display in the order in which they are listed. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
4. Click OK or press [Enter] to save your changes.
Click Cancel to close the window without saving your changes.

Click on the appropriate transaction in the list.

Do one of the following:

Click Actions > Generate Invoice on the options bar.
Click Actions > Generate Invoice on the menubar.
Right click a transaction and select Generate Invoice.

The Generate Invoices window displays. Optionally select the Include zero balance transactions checkbox.

If this is a parent account, optionally select the Include related accounts checkbox to generate invoices for this account's children.

Select the checkbox for each item to be included on the invoice.

The window contains these tabs:

Properties
1. Choose the appropriate Page Break.
2. Select a Layout for the invoice.
3. Optionally enter a Message to be added to the invoice.
To select an existing statement message, click the Select Message link label on the Properties header. In the pop-up window that displays, click on the desired message and then click Finish or press [Enter].
1. Set the invoice Complexity and Priority.
Distribution
1. To change the circumstances under which you are notified that the document has been sent, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter]. These are the notification options:
  - Notify if unsuccessful only
  - Notify if successful or unsuccessful
  - No notification
2. The distribution method options vary, depending on the Delivery Method of the invoice you are generating.
Attachments
1. Use the search bar to display attachments that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of attachments.
  Click the Edit Filter button .
  
  The Edit Filter pop-up window displays. Click the Add button to add filters.
  
  Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.
  
  Click the Delete button to remove a filter from the list.
  
  Click Finish when you have applied all of your desired filters.
  
  Hover over the Search where text to see the filter that is currently applied to the list.
  
  To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
  Make a selection in the first dropdown menu.
  
  The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
  
  Equals: Enter the search criterion (e.g., the full description) in the field to the right, or select a date from the dropdown calendar (if applicable).
  
  Contains: Enter at least one character of the search criterion (e.g., part of the description or folder name) in the field to the right.
  
  Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars.
  
  Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
  
  To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
1. Select the checkbox next to each attachment that should be included with the invoice.
2. Use the up arrow and down arrow to the left of the list to move an item up or down in the list. Attachments print in the order in which they appear in the list.

Note: Invoices will print in the language of the primary contact if the Multilingual Reports option is turned on in Regional Settings Configuration.

Split receivables by contact will be generated in the language of the primary contact on the account.

Click Preview to view the invoice before printing it.

Note: Printing from the preview does not generate the invoice or provide any auditing. To generate the invoice, close the preview and click Finish.

Click Finish or press [Enter] to generate the invoice.

Note: If the number of pages to be printed meets or exceeds 1000, Applied Epic prompts you to save the PDF file locally so that it can be printed more efficiently.

Click Cancel or press [Esc] to exit the workflow without generating an invoice.