Fast-Weigh Invoicing is an optional feature add-on. To add Invoicing to your Fast-Weigh subscription, contact us at 865-219-2980 or support@tacinsight.com.

Fast-Weigh features a flexible billing system that integrates with third-party accounting systems. This section allows you to organize groups of tickets into batches for invoicing a customer. Once a batch is defined, the system will automatically generate invoice numbers and group tickets into invoices.

You can change your settings for how invoices are created in the Portal Settings.

New Billing

Under the New Billing tab, users can query tickets by a number of different search parameters and produce filtered groups of tickets to assign to a custom batch. Typically, this would be done on a daily or weekly basis to correspond with your organization’s customer billing cycle.

Navigate to the Billing menu, and then the New Billing tab.

Query Tickets for New Billing

• Set the parameters at the top to view the tickets you wish to group into a Batch to be billed.
• The grid below will populate with tickets that can be batched.
• You can also group tickets together in the grid based on one or more columns by dragging the column header to the bar above it.

• Use the checkboxes on the left of the grid to select which tickets you wish to add to a Batch.
  
  • You should verify the data and make any changes as needed. The Edit and Pricing buttons allow you to update Pricing or Tax Codes, or edit the ticket directly.

 

Note: Be aware that changing or editing tickets or their prices will clear all ticket selections.

Batching Tickets

• Once the Tickets in the New Billing query have been verified, assign them a Batch Number via the field at the top right of the table.
  
  • Generally, this Batch Number will be in a date or Region + date format. This field is limited to 10 characters.

  For example: A batch created for a region named “West” on 10/15/2016 could be batched as W-101516.

• Assign a Company Code to the Batch, if needed.
• Set the Invoice and GL Date for the Batch, if needed.
  
  • The GL (General Ledger) Date is only needed if your accounting system supports secondary Invoicing dates.
• Invoice Numbers are assigned automatically and sequentially to each Order or Customer (based on your billing settings) within the Batch.
• Click Assign to create the Invoice Batch.

 

Note: Invoices will always be broken out and grouped together based on the Invoice Break setting in your Portal Settings.

Billing History

Once a Batch has been created, the Tickets will be moved from the New Billing page to their appropriate Batch in the Billing History section.

On the Billing History screen, use the parameters on the top to view individual Batches or view Batches from a specific date range, then Export them or send them directly to a customer.

• Export/Transmit: This method allows you to post invoices directly to your accounting system, based on your settings.

Tip: Fast-Weigh supports direct transmission of invoices to both Viewpoint Spectrum Accounts Receivable/Job Requisition and QuickBooks Online without needing to import any files or third-party tools.

• Clear: Use this to clear a Batch so that you can make changes and re-Batch under the New Billing tab.
  
• Print: Allows you to print from a PDF copy of the selected Invoice Batch.
• Email: You can email invoices directly to customers.
  
  • Before using this feature, you will need to go to Resources > Customers and edit the Customer to add their Invoice Email to their Customer profile if one is not already present.

You may also clear, print, or email individual Invoices within a Batch by clicking the small arrow on the left of the table.