How to Add Existing Invoices to Accounts in Cornerstone

Overview

When transitioning to Cornerstone, you may need to move open balance invoices from your previous system. This guide outlines the steps for consolidating recurring balances and prior service/installation invoices so that future invoices include prior balances due.

Important: Back-dating invoices should only be done as a one-time activity when starting out and combining invoices from a previous system. Back-dating at any other time changes historical reports.

Creating Invoices for Recurring Prior Balances

There are two methods to add prior balance invoices for recurring charges:

Method 1: P Invoice Using Inventory

Step 1: Set Up Inventory Parts

Create parts in inventory for each billing period you need to add to customer invoices. You can set up the inventory to include a default monthly amount to save data entry time.

Step 2: Create the Invoice

1. Click on the Invoice History icon in the Customer screen
2. Leave Product as the Invoice Type
3. Click OK
4. Select Insert to add a part/RMR Charge
5. Click on the green list button to pull up the inventory list
6. Select the appropriate billing period

Step 3: Enter Amount and Details

1. Choose the Part ID for the billing period
2. Enter the amount owed

Step 4: Back-Date the Invoice (Optional)

To match the aging from your previous system:

1. Edit the Invoice Date to the original invoice date
2. Edit the Due Date to the original due date

This ensures proper aging of the invoices in Cornerstone.

Method 2: R Invoice (Manual Recurring)

Note: This method requires permission settings from Cornerstone. For proper tracking of Recurring Monthly Revenue, new recurring charges should always use the recurring charge setup screen and the Automatic method.

Step 1: Create Manual Recurring Invoice

1. Click on the Invoice History icon in the Customer screen
2. Click Insert
3. Use the dropdown boxes to select Recurring then Manual

Step 2: Enter Recurring Charge Details

1. Click Insert to pull up the Recurring Charges form
2. Click on the Code dropdown box and select MON or other charge
3. Add the period they owe on the line to record the billing period
4. Fill in the Amount
5. Choose if the charge is taxable
6. Click OK

Step 3: Complete Invoice Details

1. Add the period to the Description on Statement so it appears on statements
2. Edit the Invoice Date field to the original invoice date
3. Edit the Due Date to the original due date for proper aging

Note: The Code you select will fill in the Invoice Category, and the period will be included in the invoice body.

Creating Invoices for Service or Installation Prior Balances

To add invoices for prior service or installation balances, follow these steps:

Step 1: Create Product Invoice

1. Click on the Invoice History icon in the Customer screen
2. Click Insert
3. Use the dropdown box to select Product

Step 2: Enter Invoice Data

You have two options:

Option A: Add Text

• Select Add Text
• Enter descriptions and information manually

Option B: Use Master Inventory List (Recommended)

• Select Insert to use inventory items
• Allows recording of items and prices for reuse
• Better for tracking and consistency

Step 3: Complete Invoice Information

1. Edit the Invoice Date to reflect the original date
2. Edit the Due Date to reflect the original due date
3. Enter a Description on Statement line for inclusion on past due statements
4. Select an Invoice Category (e.g., INSTALL or SERVICE)

Using the Master Inventory List for Service/Installation Invoices

Step-by-Step Process

1. Click Insert to pull up the Product Invoice Detail Item
2. Click on the Part ID dropdown box to select from the Inventory Master List
3. Select the Part ID that correlates with your previous service and/or installation
4. Fill in other fields as necessary:
   • Unit price
   • Quantity sold
5. Click OK

Important: If adding a new part, be sure to add a General Ledger Code so the billing can be tracked properly.

Alternative Method: Using Add Text with GL Code

If you prefer not to use inventory items:

1. Create a P invoice
2. Use the Add Text line
3. Ensure you assign a GL Code to the charge so amounts are captured in GL Reports

When to Use Add Text

We recommend using Add Text for:

• Items that need detailed explanations
• One-time charges that won't be used frequently

You can also create phrases that can be utilized repeatedly for common scenarios.

Best Practices

For Recurring Invoices

• Include the billing period in the description
• Add period to "Description on Statement" for statement inclusion
• Use consistent GL Codes for tracking

For Service/Installation Invoices

• Use inventory items when possible for better tracking
• Always assign GL Codes to charges
• Include detailed descriptions for clarity

General Guidelines

• Back-date invoices only during initial system setup
• Verify aging matches your previous system
• Double-check all amounts and dates before finalizing
• Ensure GL Codes are assigned for proper reporting

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com