Lesson #33
Billing – COD Invoices function
Cash on Delivery (COD) invoices require the Bill To Firm to pay the invoice when presented, instead of having a grace period before the invoice is due. COD invoices are not included in sales, so RB does not allow them to be posted or archived to the central repository. CODs are handled differently than sales to avoid overstating revenue and to minimize the number of voids that would occur to clear uncollectible CODs from your accounts receivable.
You designate an invoice as COD when generating it in Turn In. If you have designated a firm as a COD client in the firm’s listing, their invoices will automatically be COD unless you turn off the COD designation in their invoices manually.
RB handles COD invoices separately
If after calculating an invoice in Turn In, the Post Invoices button is grayed out, the invoice is a COD invoice. Use the COD Invoices function to manage and send these COD invoices.
Because COD invoices are different from regular invoices and cannot be posted until paid, they are not included in Send Invoices or Invoice Inquiry searches. To find COD invoices, use the COD Invoices function.
In the COD Invoices main window you can find all COD invoices at once, or restrict your results to a particular date range, a case, a Bill To Firm, job number, or selected business units. You can also look up individual COD invoices.
Invoices in the results gird display their information in all of the search categories plus invoice amount, when sent, Bill To Contacts and Sold To clients, and job date. You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.
From this list, you can edit, calculate, preview, email, and print individual COD invoices.
Manage COD invoices
You can also use this function in combination with other functions for applying payments, purging invoices, and sharing associated files online:
- When you receive a payment for a COD invoice, use this function to remove the invoice’s COD flag and post the invoice. Then apply the payment in Receivables.
- Use this function to find COD invoices older than a set date, such as 90 days old, then delete them in Turn In. Do this on a monthly basis, or whatever schedule works best for your organization.
- In addition to emailing and printing COD invoices, you can use COD invoices with RB Connect. Since COD invoices are not posted in RB, they do not appear in clients’ RB Connect online offices unless you manually publish them to RB Connect. This is better than other COD payment methods because the client has to pay the COD invoice online first before they can download the associated transcript.
TL;DR: Because COD invoices are not treated as sales until paid, use this function to manage and send COD invoices.
RB concepts in this lesson
Bill To Firm: The firm responsible for paying the invoice for a job.
Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.
RB Connect: Online repository, calendar, and access to your office for clients and resources.
Sold To Contact/Firm: Contact/Firm that ordered the services on the invoice.
