Generating an invoice¶

The following section provides step-by-step instructions for generating invoices in nGenue.

This feature allows billing analysts to produce invoices based on various configurable parameters such as LDC, pool, rate, marketer, end user, or parent customer.

By using the Generate invoices screen, users can efficiently generate invoices for all or specific customers, ensuring billing accuracy and compliance with contractual and regulatory requirements.

The screen provides filtering options, validation checks, and progress tracking tools to streamline the process of creating customer-ready invoices. Once invoices are generated, they can be reviewed, exported, and distributed, ensuring smooth communication between billing, finance, and customer service teams.

Prerequisites¶

Before working on Generate invoices screen, ensure the following prerequisites are met:

The user have the add or modify permissions for the Generate invoice screen.
The LDC setup must be complete, including rate structures, charge definitions, and applicable pools.
The billing cycle for the desired delivery month is completed or partially processed.
All facilities and associated end users or parent customers should be active and correctly mapped to their respective LDCs.
Ensure that tax rules are defined for accurate tax application.

Procedure to generate an invoice¶

Step 1: Navigate to the Generate invoices (billing) screen¶

Log in to the nGenue application.
Click Search and enter generate invoice in the search bar.
Double-click Generate invoice to open the Generate invoice (billing) screen.

Step 2: Fill in the key fields¶

The Generate invoices (billing) screen is used to create invoices for end users after billing items have been successfully validated. This screen provides various filters and options to control how invoices are generated, who they are generated for, and what details appear in them.

Invoice parameters¶

These fields define the scope of invoice generation.

Fields	Description
Select single LDC	Choose the local distribution company (LDC) for which invoices should be generated. This is a primary filter. If left blank, invoices will be generated for all available LDCs.
Select a single pool	Filters invoices for customers associated with a specific pool within the selected LDC. Useful for targeted invoice generation.
Select a single rate	Restricts invoice generation to customers under a specific rate or tariff class. Helpful when invoices need to be prepared based on regulatory rates.
Legal entity	Option to filter invoice generation based on a legal entity within the organization.
Select a single end user	Generates invoices for only one specific end user. Typically used for testing, spot-checking, or resolving invoice errors.
Select a single parent	Restricts invoice generation to a parent customer account and its associated child accounts.
Select a single marketer	Filters invoice generation for a specific marketer (useful when multiple marketers are associated with the same LDC).
Meter reads between	Allows users to define a start and end date range for meter reads to be considered during invoice generation. This ensures that invoices reflect only usage within the selected date range.

Invoice settings¶

These options define the invoice date, billing period, and specific rules for how charges are included.

Fields	Description
Invoice date	The date that will appear on the generated invoice. Typically represents the invoice issue date.
Delivery month – year	Defines the billing period (month and year) for which invoices are being generated.
Invoice this month’s items only	Restricts invoice content to billing items created for the current delivery month only.
Invoice this and all previous month’s unbilled	Includes both the current month’s billing items and any previous unbilled charges, ensuring customers are not missing older charges.
Apply to batch	Assigns invoice generation to a specific batch. If unchecked, the system automatically generates a new batch.
Use 1-click for single end user preview	Enables quick preview for one end user’s invoice before running full invoice generation. Helpful for testing and validation.

Customer type selection¶

These radio button options determine which customer group invoices are generated for.

Options	Description
Generate non-budget bill customers	Generates invoices only for customers who are not enrolled in budget billing plans (i.e., customers billed on actual usage).
Generate budget bill customers	Generates invoices for customers enrolled in budget billing plans (i.e., customers billed based on average or pre-determined amounts).

Limit invoices to minimum requirements checkbox¶

This checkbox allows you to restrict invoice generation so that only customers meeting specific charge criteria are included. If the checkbox is selected, the system does not generate an invoice unless at least one of the listed item types is included.
A list of charge categories (such as current delivery, prepayment, fixed fee, PMA, miscellaneous daily charge, prepaid storage credit, pool-based LDC charges). At least one selected item must be present in a customer’s billing data for the invoice to be generated.

Validation calculated expected results (optional)¶

This section manages validation, invoice generation, and progress tracking.

Fields	Description
Validation	Runs a pre-check to confirm billing items are complete and valid before invoice generation. Displays results in the estimated invoice generation results panel.
Validate and preview	Runs validation and immediately displays a preview of the invoices that would be generated.
Generate invoices	Starts the invoice generation process for the selected parameters. A background process runs, and the user can continue working while it completes.
View progress	Displays real-time progress of the invoice generation job.

Estimated invoice generation results¶

This panel provides an overview of the expected results after validation.

Fields	Description
Number of new invoices	Displays how many new invoices will be generated.
Item details to bill	Shows the total number of billing items that will be included in the invoices.
Total to be invoiced	Displays the total dollar amount of all invoices to be generated.
Sales taxes	Indicates whether sales tax calculations have been applied. Displays “Not yet generated” until the process is complete.
Invoice errors	Shows the number of errors detected during validation or generation. If greater than zero, the process must be reviewed before final invoice creation.

Step 3: Validate and generate invoice¶

Fill in the mandatory fields such as Delivery month, LDC and optional fields such as Pool or Marketer.
Click Validate. The system runs a pre-check and displays a message for successful validation:

“Statistics successfully completed”
Click Generate invoices to initiate the invoice generation process begins. A message appears:

“This process is running in a separate thread. You may continue other work while it completes.”
Once the process completes, a confirmation message displays:

“Invoice generation process completed at [timestamp]”
You will be redirected to the Review invoice item batch screen where the invoice is generated and can be reviewed, printed, or exported as required.

This step marks the completion of the billing cycle and ensures that customer communication and accounting processes remain consistent and accurate.

Example Scenario¶

A billing analyst needs to generate invoices for November 2025 for the LDC XYZ Gas, including all customers under Pool 2.

The analyst selects:
- LDC: XYZ Gas
- Pool: Pool 2
- Delivery Month/Year: November 2025
- Invoice this and all previous month’s unbilled option
- Generate non-budget bill customers
Clicks Validate, and the system confirms the validation results.
Clicks Generate invoices to begin the process.
Once complete, the analyst reviews the results and exports the invoice batch for delivery.

This ensures all eligible customers are billed for current and outstanding charges accurately within the billing cycle.