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Billing

Receipts

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Invoices
Credit
Cancellation
Enter payments
Invoice relevant fields

This page explains how to create vouchers from entries and send them to customers. Receipts can be either invoices or credit notes.

A receipt is basically created as a PDF file, and can be attached and sent to your customers via e-mail.

Using the action bar in an contact, you can create a document via Create >> Invoice >> Invoice or Credit note .

User rights can be set for reading and writing documents.

Invoices

Overview – Invoice one time

An overview – Invoice onceopens, where you must first select an account for which an invoice is to be created. After selection, all active bookings for this booking account are listed with the most important information.

You can still enter discounts on the individual items. At the bottom of subtotal an additional discount on the total amount, for which a description can be entered. The final invoice amount is then displayed under Final amount.

Via Add item you can add more items to this invoice. The booking mask for one-time paymentsopens. After filling and saving, the item will be added to the invoice.

Via Write Invoice , another popup “Write Invoice” will then open, where you will get a preview of the sent invoice.

Write invoice

Under Template , select the invoice template that will be used to send the invoice. The PDF invoice template set in the basic settings is preselected.

Using the CK editor , the texts can be formatted under Introduction and other details.

Under Introduction the introductory text of the invoice is formulated and can still be changed if necessary.

The individual items are summarized again under Document items .

Under additional information, further details or a closing text for the invoice can be entered, e.g. information on payment terms or tax liability.

The Fakura macros can be used here, e.g. to output the entered document texts from the basic invoice settings in the invoice.

In the Actions bar there are Create Preview, Create Invoice and Create & Send options.

Create preview: You can preview the invoice. The entries remain active until the invoice is finally created.

Create invoice: The bookings are settled, the invoice is created as a PDF, but no e-mail with the invoice is sent to the customer yet. The invoice is listed in the global document list and the document list in the contact . From there, the receipts can later be sent via the “Send receipt” hover icons.

A generated invoice is noted as an activity in the linked contact and property.

For example, a created invoice could look like this:

Create & Send opens the e-mail composer, where the receipt can be sent directly to the customer.

Create & Send

The e-mail invoice template stored in the basic settings is preselected as the e-mail template. You can choose from all billing e-mail templates here. The invoice is attached as a PDF. In addition, all normal settings for sending e-mails can be made.

Via Send the e-mail will be sent together with the PDF invoice.

Credit

Overview – Credit note

Via Create >> Invoice >> Credit note the view for creating a credit note opens. A credit note is the counterpart to an invoice, an amount can be credited to the customer. The reason for a credit note could be an incorrect invoice that is to be cancelled or partial amounts of it.

For the credit notes the templates from the basic settings under Invoice correction / Credit note at PDF template for the PDF and e-mail template for the e-mail are used.

The lightbox is built a bit differently from the invoice, you can specify less information.

At Account select the posting account. At the house icon you can link a property to the credit. Only properties to which you have read permission can be selected. At Benefit period you set for which period in the past you want to reimburse invoices.

In the columns you can select item, quantity, amount as well as enter a description for the credit note. As with the invoice, additional items can be added via Add item and removed via the trash can icon. Under Final amount the total amount is shown.

Via Write credit note you get to the view “Create credit note”, analogous to invoices.

Create credit note

The view is structured as for invoices, there are the actions Create Preview, Create Credit Note and Create & Send.

In the document list of the contact as well as in the global document list there is a hover icon Create credit note. This creates a credit memo from an invoice, all items from the original invoice are credited. This view can also be called from there.

Credits are noted as activity in the linked contact and property.

After creating a credit note, it will be listed in the global document list as well as in the document list of the linked contact.

Voucher list

A list of all documents for this contact can be found on the Billing >> Documentstab.

In the document list of the contact all documents, i.e. all invoices and credit notes for this contact, are clearly summarized in one list.

As with most lists, the column configuration can be customized using the table icon on the right.

When an invoice is due, i.e. the Due Oncolumn, is based on the following logic: For the payment types “Bank transfer” and “Other”, the value is calculated from the date of invoicing plus the days of the payment term, which is stored in the basic data of the contact. For the payment type “credit card” the date of invoicing plus one day is issued. For the payment method “direct debit”, three bank working days are added to the date of invoicing.

The sorting of the list is set by clicking on the column headers.

Using filters you can filter the document list by the following invoice statuses: Open, Open & Partially Paid, Partially Paid, Paid, Overpaid, Overdue.

The following functions can be accessed via the hover icons next to the individual documents:

Record payments: For each invoice, payments already received can be recorded. The popup “Enter payments” is explained here .
Create credit note: A credit note can be created for each invoice. The entire invoice amount is always credited.
Read receipt: You can open or download the PDF document.
Send receipt: You can send the document to the contactee. The e-mail popup opens, recipient and the document as attachment are already set.
Open property: Opens the property assigned to the document.
Open activity: Opens the activity assigned to the document.

Cancellation

Via “Further actions >> Invoice >> Cancel immediately”, all subscriptions of an contact can be billed in one go until the end of their term and provided to the customer in a final closing invoice.

The following lightbox will open, listing all active subscriptions to the contact. The individual bookings can be adjusted in the term via the “Terminated on” field and the invoice amount can be adjusted in each case.

By clicking on “Cancel & continue”

the entries previously made under “Canceled at” are fed back into the subscription bookings and saved there.
all listed subscription bookings are deactivated to ensure that no further billing of these subscriptions takes place. In addition, this prevents automatic renewal of bookings.
the window for creating an invoice for one-time payments opens. There, the previously selected posting account is already selected and the generated one-time payments are listed as individual items. The final amount is calculated as follows: Number of months [“End of term” – “Next invoice on”] x (“Total (net)” – Discount) = “Invoice amount”. If “Terminated on” is filled, this date will be used to calculate the number of months instead of “Term end”.

Bookings created and settled via the “Cancel immediately” action are assigned the document type “Cancellation”.

If there are postings of the “Notice” invoice type within the contact, these can be settled via “Create >> Invoice >> Notice”.

The view “Overview – Cancellation once” opens, which lists all affected bookings of the contact. Discounts can still be entered. After clicking on “Write cancellation”, the familiar view for creating and sending invoices opens.

Cancelled bookings will be booked as activity “Invoice – cancellation” in contact and possibly linked property. Documents of the document type “Notice” receive the activity “Document – Notice”.

Enter payments

Via the hover icon “Enter payments” from the global document list or the document list of an contact you reach the popup “Enter payments”.

Payments received for an invoice are displayed here. New payments can be added. This way you have an overview of which amount of the invoice is still open.

For an invoice, the received items are displayed with description, payment amount and date of payment receipt.

Use the “Enter payment” button in the Actions bar to add a new item. Use the trash can icon to remove an item.

When adding and removing payments, activities related to them are written to the affected contact or property.

The fields “Payment amount”, “Incoming payment” and “Invoice status” can be added in the list administration as columns for the local and global document list. The invoice status shows how much of the invoice has already been paid with the values “open”, “partially paid”, “paid” and “overpaid”.

Click on Save to return to the document list.

Invoice relevant fields

In the contact of an invoice recipient there is the field Release invoice. If the value is set to “No”, no documents can be created for this contact.

If a user has the user right Release invoicesif a user has the user right, he can release contacts for invoicing by selecting the corresponding option under “Release invoice”. Otherwise the field is locked for this user.

Depending on whether the user has the “Release invoice” right, the behavior with regard to the task after changing invoice-relevant contact data also changes. The fields relevant to the invoice are: First name, last name, company, street, zip code, city, country, e-mail type: Billing contact, language, status.

-> “Release invoices” is not active:
Changes to invoice-related fields change “Release invoice” to “No”. A task is sent to the user entered at Responsibility invoice release (Basic settings). This task contains information about the contact changes to the relevant fields.

-> “Release invoices” is active:
Changes to invoice-related fields do not change the value of “Release invoice” to “No”.

Billing