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. Choose the method that best fits your workflow.

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)

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.

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 for entering invoice data:

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

Follow these steps to select items from the Master Inventory List when creating a service or installation invoice.

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 and Quantity sold.
5. Click OK.

Alternative Method: Using Add Text with GL Code

If you prefer not to use inventory items, you can use the Add Text method instead.

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, and for 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

For Service/Installation Invoices

General Guidelines

Need Additional Help?

Our Customer Success team is here to assist you.

Phone: 847-405-9517 x1
Email: customer.success@alarmbills.com

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