General Billing Inquiry and Reports
Objective
This document describes inquiry programs and provides instructions for creating reports for
Munis General Billing data.
Overview
Inquiry and report programs include Invoice Entry and Proof–Inquiry and Invoice Inquiry.
Inquiry - Invoice Entry and Proof
Prior to invoices being posted to the general ledger, use the following steps to find general
billing invoices from the Invoice Entry and Proof program:
Open the Invoice Entry and Proof program.
General Revenues > General Billing > Invoice Processing > Invoice Entry and Proof
Click Browse.
The program displays the General Billing Proof Batches screen and the list of all accessible
batches.
To view details for a batch, double-click a batch in the list or select a batch line to highlight it,
and then click Accept.
The program displays the Invoice Entry and Proof screen and the batch header information
for the selected batch.
To create a report of the batch list, select an output option for the report.
If you select Print from the Output group on the ribbon, the program displays the Output
dialog box. The Output dialog box provides you with several options to use to output a
report. In addition to providing the same output options as the ribbon buttons, the dialog box
also provides the option to select a different printer than your default, print to a local printer,
print more than one copy, or type a different name for the saved report file.
The report that is created will look similar to the following example. The example shows
detail of all invoices that are in the batch and the general ledger details for the bills that have
been created.
Inquiry - Invoice Inquiry
After invoices have been posted to the general ledger, use the following steps to inquire on
General Billing invoices from the Invoice Inquiry program:
Open the Invoice Inquiry program.
General Revenues > General Billing > Invoice Processing > Invoice Inquiry
Click Search and complete one or more fields as search criteria for invoices. Refer to the
following table for details.
Field
Year/Period
AR Code
Account
Invoice
Project Strings
Apply
Invoice Date
Description
This is the fiscal (not calendar) year and period
for the invoices.
This is the accounts receivable (AR) code for the
invoice to find. This is sometimes used to
differentiate specific departments.
This is the account number on the invoice. This
is only available if there are 100 or more account
number records in the system.
Type the account number associated with the
invoice in the box.
This is the number of the invoice for which you
are searching.
If you select this check box, it indicates that the
invoice is a project accounting invoice.
This is the invoice date for the invoice.
You can type the date in the box or click the
calendar button to select the date.
Notes
Field
Batch #
Customer PO
Unpaid
Balance
Discount %
Department
Parcel
Customer
Addr No.
Contract
For/Loc
Description
To search for a range of dates, type the
beginning and ending dates in the boxes and
separate them with a colon, for example:
01/01/2010:12/31/2010.
To search for a series of dates, type the specific
dates and separate them with a pipe, for
example:
01/01/2010|01/03/2010|01/04/2010.
This is the batch number of the invoice for which
you are searching.
This is the customer purchase order number on
the invoice.
This is the unpaid balance amount of the
invoice.
This is the discount percentage value of the
invoice You can type the amount in the box, or
type >0 (greater than zero) to find all invoices
that received a discount.
This is the department associated with the
invoice.
This is parcel number associated with the
invoice.
This is the customer ID number of the customer
that was invoiced. You can type the ID in the
box or click the field help button to search for a
customer by name.
If multiple matches are found for the name
search criteria you type on the Find Names
screen, you can select the customer from list of
names found on the Primary Address browse
screen.
Once you select the customer, you can then
click the Select option on the Additional
Customer Options dialog box to select that
customer for the invoice search.
This optional field is used to pull data for
invoices that are using additional addresses.
This is the contract number associated with the
invoice.
This box contains general comments that print at
the top of the invoice.
This can be a difficult search option to use,
unless your site has a policy to always put in
standard wording or numbers in this field in the
same location on every invoice.
Notes
Once you have entered your search criteria, click Accept.
The program creates the active set of records based on your search criteria.
Use the navigation bar at the bottom of the screen to move to the next record in the active
set or click Browse to view all invoices in the list.
Use the Output group ribbon buttons to output the browse screen or Invoice Inquiry records
to a report. In addition, on the browse screen and the Invoice Inquiry screen, you can click
Excel to export the set of invoices directly into Microsoft® Excel. On the Invoice Inquiry
screen, you can also click Word to export the set of invoices into Microsoft Word.
Click any of the following buttons to view additional invoice information, if required:




Click Detail to access the table of detail lines on the screen. You can double-click a
detail line to view more detailed information about it on the Invoice Detail screen.
Click Audit to display the Invoice Master Audit screen and the audit record for the current
invoice.
Click History to display a browse screen of the payment history records for the invoice.
You can double-click a record to view receipt details on the Payment History Receipt
Display screen.
Click User Defined to view the user-defined fields established on the Invoice Header
User-Defined Fields screen, if applicable.
Reports - Open Accounts Receivable by Revenue Account
The Open Accounts Receivable by Revenue Account program creates a report of open
accounts receivable by general ledger account for General Billing invoices.
Use the following steps to create the report:
Open the Open the Accounts Receivable by Revenue Account program.
General Revenues > General Billing > Inquires and Reports > Open Accounts Receivable
by Revenue Account
Click Define and complete the fields, as required, to define the report.
Field
Description
Notes
Execute this Report This list indicates how and when the print
job is processed using Munis Scheduler:
 Now-The program immediately
processes the report a single time
without using Munis Scheduler.
 In Background (Now)-The program
processes the report a single time
using Munis Scheduler, including the
event log and e-mail notification
features.
 At a Scheduled Time -The program
processes the report using Munis
Scheduler, allowing you to establish
a specific time for the report to run or
a recurring schedule for the report to
run. This option utilizes the event log
and e-mail notification features.
Beginning Fund
This box indicates the beginning fund for
the range of funds for which to view open
accounts receivable amounts. A beginning
fund is not required. You can click the field
help button and select a fund from the list.
Ending Fund
This box indicates the ending fund for the
range of funds for which to view open
Field
Year
Period
Adjustments
Through
Description
Notes
accounts receivable amounts. An ending
fund is required. You can click the field
help button and select a fund from the list.
This list indicates the year the program
uses to select records for the report.
The options are as follows:
 Current-If you select this option, the
report includes records from the
current year.
 Last-If you select this option, the report
includes records from the previous
year.
 Next-If you select this option, the
report includes records from the next
year.
 Specific-If you select this option, the
report includes records from a specific
year. When you select this option, you
must type a year in the box.
The program uses the year relative to your
selection at the time you execute the
report. For example, if you select Current,
the program uses the current year at the
time the report is created.
This list indicates the period (accounting
month) the program uses to select records
for the report.
The options are as follows:
 Current-If you select this option, the
report includes records from the
current period.
 Specific-If you select this option, the
report includes records from a specific
period. When you select this option,
you must type a period in the box.
The program uses the period relative to
your selection at the time you execute the
report. For example, if you select Current,
the program uses the current period at the
time the report is created.
This list indicates the date through which
the program selects adjustment records
for the report.
The options are as follows:
 Today-If you select this option, the
report includes records through the
current date.
 Specific-If you select this option, the
report includes records through a
Field
Description
Notes
specific date. When you select this
option, you must type a date in the
box.
The program uses the date relative to your
selection at the time you execute the
report. For example, if you select Today,
the program uses the current date at the
time the report is created.
Click Accept to save your find criteria.
Click Select to find all of the posted payments that match your find criteria.
The program displays the number of payments found in the Records Selected box.
Use the ribbon output options to print records to a report.
Reports - Aging Report
The Aging Report program creates a report of overdue bills for a range of customers, bill years,
AR codes, special conditions, bill types, and AR category codes.
Use the following steps to create the report:
Open the Aging Report program.
General Revenues > General Billing > Inquiry and Reports > Aging Report
Click Define and complete one or more of the fields according to the following table.
Field
Scheduling
Execute this Report
Description
This list indicates when the
report processes:
 Now—The program
immediately processes the
Notes
Field
Selection Criteria
Aging Date
Bill Year Range
Description
report a single time without
using Munis Scheduler. Use
the output buttons on the
ribbon to view, print, or
display the report.
 In Background (Now)—The
program processes the
report a single time using
Munis Scheduler, including
the event log and e-mail
notification features.
 At a Scheduled Time—The
program processes the
report using Munis
Scheduler, allowing you to
establish a specific time for
the report to run or a
recurring schedule for the
report to run. This option
utilizes the event log and email notification features.
This list indicates the effective
date for the report. Bills with an
installment past due as of this
date are included in the report:
 Today—Directs the program
to include bills that have an
installment past due as of the
current date.
 Mth End—Directs the program
to include bills that have an
installment past due as of the
last day of the current month.
 Specific Date—Directs the
program to include bills that
have an installment past due
as of the date you type in the
Date box.
These boxes indicate the range of
bill years for the bills to include in
the report.
Type the beginning and ending
years in the boxes or leave the
default values of 1111 to 9999 to
include bills for all bill years in the
report.
Notes
Field
Customer Range
AR Code Range
AR Category
Bill Type
Special Condition
Minimum Bill Balance
Description
Notes
These boxes indicate the range of
customer ID numbers for the bills
to include in the report.
Type the beginning and ending ID
numbers in the boxes or leave the
default values of zero to all nines
to include bills for all customers in
the report.
These boxes indicate the range of
AR codes for the bills to include in
the report.
Type the beginning and ending
codes in the boxes or leave the
default values of a blank value to
all Z’s to include bills for all AR
codes in the report.
This list indicates the AR category
for the bills to include in the
report.
This list indicates the type of bills
to include in the report:
 A—Annual
 C—Certificate of Change
 D—Discovery
 H—Half-year
 I—Initial
 K—Rollback
 N—Certificate of Occupancy
 O – Omitted
 P – Apportionment
 Q – 1/4 Year
 R – Regular/Original
 S – Supplemental
 T – 3/4 Year
 U – Utility
 X – Suspense
Select the Exclude check box to
exclude this bill type from the
report.
This list indicates the special
condition code for bills to include
in the report.
Select the Exclude bills with this
special condition code.
This box indicates the minimum
balance for bills to include in the
report.
Field
Include Activity
Occurring After Aging
Date
Calculate Interest
Description
If you select this check box, the
program includes activity that
occurs after the aging date.
If you select this check box, the
program calculates interest as of
the aging date.
Aging Based On
The option selected under Aging
Based On indicates whether to
include overdue bills in the report
based on their due date or bill
date.
Days Past Due
If any of the check boxes under
Days Past Due are selected, it
directs the program to include bills
that are that many days past due:
 1 – 30
 31 – 60
 61 – 90
 91 – 120
 Over 120
Print
Credit Balances—If you select
this check box, it directs the
program to include customers that
have credit balance bills in the
report.
Zero Balances—If you select this
check box, it directs the program
to include customers that have
zero balance bills.
Report Type
This indicates the type of report to
create:
 Detail
 Summary
 AR Code Summary
Other Options
Print Sequence
This list indicates how bills are
sorted in the report:
 Customer Number—If you
select this option, bills are
sorted by customer number.
 Customer Name—If you
select this option, bills are
sorted by customer name.
Notes
Field
Charge Code Range
Include Property Code
Description
Notes
 AR Code—If you select this
option, bills are sorted by
accounts receivable code.
These boxes indicate the range of
charge codes to include in the
report.
Type the charge codes in the
boxes or click the field help button
in each box to select the charge
codes.
If you select this check box, it
directs the program to include the
property code in the report.
Click Accept to save the search criteria.
Click Select to find all of the posted payments that match your find criteria.
Use the ribbon Output group options to create the report.