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Create Invoices or Draft GAU Allocations

Quick Start

📄 Need to bill members or create drafts? Use the Mass Billing Wizard with configurable finalization to create invoices or draft allocations.

  1. Open billing campaign → 2. Launch Mass Billing Wizard → 3. Navigate to confirmation → 4. Set finalize toggle → 5. Confirm & proceed

What you'll accomplish: Generate either draft GAU allocations for review or finalized invoices for member billing using the Mass Billing Wizard's configurable finalization options in about 10 minutes.

🚀 Quickstart​

  1. Navigate to billing campaign and launch Mass Billing Wizard
  2. Proceed through wizard steps to confirmation page
  3. Configure "Finalize Invoice" toggle based on your goal
  4. Execute billing to create allocations and/or invoices
  5. Review results on member accounts

⚠️ Before You Start​

📋 Prerequisites Checklist
  • Billing campaign exists with member accounts added
  • Charge templates with GAU allocations are configured on campaign
  • You have access to the Mass Billing Wizard
  • You understand the difference between draft allocations and finalized invoices
  • Campaign members are properly selected for billing

💡 Understanding Invoice vs Draft Allocation Creation​

Two Billing Modes:

  • Draft Mode (Finalize Invoice = Off) - Creates GAU allocations only
  • Final Mode (Finalize Invoice = On) - Creates GAU allocations AND invoices

Draft GAU Allocations:

  • Purpose: Review and validation before sending invoices
  • Use cases: Testing charge templates, staff review, approval processes
  • Benefits: Can be modified or deleted before finalizing
  • Next steps: Can be converted to invoices later

Finalized Invoices:

  • Purpose: Official billing to members for collection
  • Use cases: Routine billing, pre-approved charges, automated processes
  • Benefits: Formal audit trail, member can view and pay
  • Next steps: Payment processing and collection activities

📘 Detailed Instructions​

Step 1: Access Billing Campaign​

  1. Navigate to the Campaigns tab
  2. Open your configured billing campaign
  3. Verify campaign has charge templates and members

Step 2: Launch Mass Billing Wizard​

  1. Click the Mass Billing Wizard button on campaign detail page
  2. Wait for wizard interface to load
  3. Proceed through initial wizard steps:
    • Account selection
    • GAU allocation configuration
    • Amount verification

Step 3: Navigate to Confirmation Page​

  1. Complete all preliminary wizard steps
  2. Reach the final Confirmation Page
  3. Review billing summary and member allocations

Step 4: Configure Finalization Setting​

⚙️ Finalization Toggle Options

Finalize Invoice = OFF (Draft Mode)

  • ✅ Creates: GAU Allocation records only
  • ✅ Benefits: Review before finalizing, modify amounts, test scenarios
  • ✅ Use when: Need approval, testing templates, uncertain about amounts
  • ✅ Next steps: Can finalize individual allocations later

Finalize Invoice = ON (Final Mode)

  • ✅ Creates: GAU Allocation records AND Invoice records
  • ✅ Benefits: Complete billing process, members can view/pay immediately
  • ✅ Use when: Ready for billing, amounts confirmed, routine processing
  • ✅ Next steps: Payment processing and member communication

Choose Your Mode:

  1. Locate the "Finalize Invoice" toggle on confirmation page
  2. Set toggle based on your goal:
    • Off - Create drafts for review
    • On - Create finalized invoices
  3. Verify toggle setting before proceeding

Step 5: Execute Billing Process​

  1. Review all campaign members and amounts one final time
  2. Click "Confirm and Proceed" to execute billing
  3. Wait for processing completion and success messages
  4. Note confirmation details for each processed account

Step 6: Review Results​

For Draft Allocations (Finalize = Off):

  1. Navigate to member account records
  2. Check "Accounting Allocations" tab for new GAU allocation records
  3. Review amounts and GAU assignments
  4. Modify allocations if needed before finalizing

For Finalized Invoices (Finalize = On):

  1. Navigate to member account records
  2. Check "Invoices" tab for new invoice records
  3. Check "Accounting Allocations" tab for supporting allocation records
  4. Verify invoice details and member accessibility

✅ How to Know It Worked​

For Draft Mode Success:

  • ✅ GAU Allocation records appear on member accounts
  • ✅ Allocations show draft/unfinalized status
  • ✅ No invoice records created yet
  • ✅ Amounts and GAU assignments are correct

For Final Mode Success:

  • ✅ Invoice records appear on member accounts
  • ✅ GAU Allocation records support the invoices
  • ✅ Members can view invoices in portal (if enabled)
  • ✅ Complete billing audit trail exists

Verification Steps:

  • Check multiple accounts to ensure consistent processing
  • Review allocation amounts match campaign configuration
  • Verify GAU assignments are correct for accounting
  • Test member access to invoices (if finalized)

🆘 Troubleshooting​

❌ No Invoices Created

Problem: Expected invoices but only see GAU allocations

Solutions:

  • ✅ Check finalize toggle - ensure it was set to "On"
  • ✅ Review wizard steps - may have been set to draft mode
  • ✅ Verify permissions - ensure you can create invoice records
  • ✅ Check validation rules - may prevent invoice creation
❌ Missing GAU Allocations

Problem: No GAU allocation records created

Solutions:

  • ✅ Verify charge templates - ensure campaign has valid templates
  • ✅ Check GAU assignments - templates must have GAU allocations
  • ✅ Review member selection - ensure accounts were selected in wizard
  • ✅ Check processing errors - review any error messages from wizard
❌ Partial Processing Success

Problem: Some accounts processed successfully, others failed

Solutions:

  • ✅ Review error messages - identify specific failure reasons
  • ✅ Check account status - inactive accounts may be skipped
  • ✅ Verify permissions - some accounts may have access restrictions
  • ✅ Process failed accounts individually using single-account billing
❌ Cannot Access Mass Billing Wizard

Problem: Mass Billing Wizard button not available or functional

Solutions:

  • ✅ Check campaign type - ensure campaign is configured for billing
  • ✅ Verify permissions - ensure access to mass billing features
  • ✅ Review campaign status - campaign may need to be activated
  • ✅ Check charge templates - wizard may require configured templates

💡 Best Practices​

Invoice vs Draft Best Practices
  • 🧪 Test First - Use draft mode for new charge templates or complex billing
  • 👀 Review Process - Use drafts when approval workflows are required
  • ⚡ Direct Billing - Use final mode for routine, pre-approved billing
  • 📊 Quality Control - Always review a sample of results regardless of mode
  • 📞 Communication - Inform members about upcoming invoices before finalizing
  • 📋 Documentation - Record decisions about draft vs final mode usage

Strategic Mode Selection:

  • Draft for new processes - Test billing before going live
  • Draft for approvals - When finance team needs to review first
  • Final for routine billing - Membership dues, recurring fees
  • Final for urgent billing - When immediate invoicing is needed

Workflow Integration:

  • Combine with approval processes - Use drafts in approval workflows
  • Coordinate timing - Plan finalization timing with member communication
  • Monitor results - Track which approach works best for different billing types
  • Train staff - Ensure team understands when to use each mode

Quality Assurance:

  • Sample testing - Always review sample results before large billing runs
  • Amount verification - Verify amounts match intended billing
  • Member communication - Prepare member support for billing questions
  • Error handling - Have procedures for addressing processing failures

🔗 Related Actions​