The purpose of this article is to provide invoice support for clients.
What to Expect
On the first working day of the month, our finance team begins preparing the billing associated to the previous month’s deliveries.
Clients will typically receive an email containing three to six documents within the first week or shortly thereafter.
IMPORTANT: These are sent to the individual identified as the Billing Contact. If additional client staff members should be included, please reach out to your Client Success Specialist.
Expected documents include:
Optional documents if applicable include:- Freight/Shipping Details - sent only if materials are ordered and delivered
- Credit Memo - sent only if there are returns that month
- Credit Memo Details - sent only if there are returns that month
TIP: Click the document name above to navigate directly to that section.
Invoice Summary
The Invoice Summary PDF is a single-page summation of all item-related charges for the client’s current billing period.
Section 1 contains basic ERP document information including document number, issue date, due date, etc.
Section 2 contains basic client information including name, primary contact address, etc.
Section 3 is the item category summary. This includes the Item Category, Item Quantity, and Category Subtotal
The item categories that will appear on the summary are as follows:
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- Course - course cost
- Course Facilitator - cost of a Lincoln Learning Solutions’ Teacher Facilitator
- Course Kit - materials specific to a course
- Printed Materials - printed items associated to a course
- Worksheet Collection - printed version of all worksheets in one book
- Parent Teacher Guide - printed version of the Parent and Teacher Guide of a course
Item Quantity should not be used for overall calculations. To see pricing per item, refer to the accompanying Invoice Details document.
Section 4 contains the subtotal and total calculation breakdown. This includes the Freight & Misc. Subtotal, Invoice Subtotal, Total Before Tax, Total Tax Amount, and Total Amount.
New for 2023: The Freight charge subtotal is new. This is the subtotal of all incurred shipping charges for shipped material goods during the period being invoiced.
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Invoice Details
As an accompanying document to the Invoice Summary, a supporting details document in Microsoft Excel format will also be provided. This document is password protected for the safety of the students’ personally identifiable information (PII) contained therein.
IMPORTANT: You will receive your password for these documents in a separate email sent by Lincoln Learning's Accounts Receivable Specialist upon the first invoice of the fiscal year.
NOTE: The Invoice Details document includes a breakdown for our client’s subsidiary schools. These are grouped and banded by light blue subtotal lines for each school.
Within each school band, the item charges are grouped and subtotaled by the same item categories found in the summary document. The details per school are also separated into Item Categories.
Once you open the Excel document with your password, you may use Excel features to reorganize and sort the data.
At the bottom of the details document, you will find a full Invoice Total.
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Account Statement
The Account Statement is a record of client transactions for a specific period of time.
This PDF includes a current running total of the customer’s account balance. This should only contain open items. Closed items are dropped. This statement should only be what a client currently owes.
The Document # in the Account Statement is helpful when referencing previously provided documentation.
NOTE: The Account Statement document now reflects the following:
- The transaction due date has been removed and replaced with the more appropriate transaction posting date to reflect when the transaction was applied to the client’s account.
- Features, like column ordering and font changes, have also been applied to improve readability.
IMPORTANT: If a partial payment was submitted against any specific invoice, that invoice will be listed and show its adjusted remaining balance.
Aging Summary shows a breakdown of present and past open amounts due within monthly periods:
- Amount due within 0-30 Days
- Amount due within 31-60 Days
- Amount due within 61-90 Days
- Amount due within 91-120 Days
- Amount due within 121+ Days
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Freight/Shipping Detail
At this time, this sub report is available only as an Excel document and would be attached to the Invoice Delivery email. It includes freight charge details for every material shipment sent to a student during the period being invoiced. The Excel is broken down and subtotaled by the school the student is associated with and then by student.
Note: Freight charges are applied to each student’s entire shipment of materials that leaves the LLS warehouse. There is no per item or per category shipping charge breakdown available.
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Credit Memo
This optional PDF is only provided to a client if returns were made that month.
IMPORTANT: All sales are final on material purchases.
NOTE: This document is formatted the same as the Invoice Summary document but reflects returns only.
Credit Memo Details
This optional password-protected Excel document is only provided to a client if returns were made that month.
NOTE: This file is formatted the same as the Invoice Details document but reflects returns only for the billable period. This document will also use the same client-specific password provided for the Invoice Details.
A Document Total is also found at the bottom of the Client Memo Detail’s Excel.
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This is a Lincoln Learning Solutions product. Access/features may vary based on client contract.
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