Invoice+

Introduction

The Invoice+ module deals with creating and posting invoices. Invoice+ will eventually replace the old Invoices module, or at least the those parts of the old Invoices module has deal directly with invoices.

An invoice holds details about what your customer should pay you. When you post an invoice it is either sent as a mail to the customer, or it is sent as an EDI to a service that then forwards it to the customer. If you customer is also using Microbizz the invoice may end up in the EDI+ module of their Microbizz solution.

What’s in this module?

The Invoice+ module is fairly simple. You can create and manage invoice, and post them. Once an invoice has been posted, you may mark it as paid.

Fees are lines that are added automatically to the invoice, either a percentage of the entire invoice or a flat fee.

Invoice numbers are assigned using a number series.

If you have a suitable EDI integration then parts of the process is handled by the integration. Or an integration may send the invoices to an accounting system.

Payment terms simply determines the number days between the invoice date and the due date. You may setup as many payment terms as you like.

Get started

Start by setting up a number series for the invoice number. You should also setup a document (in Data+) for generating the PDF for an invoice.

You can setup your company info in the Data+ module; first you should ensure that the CRM module has a company that represents your own company. Make sure that this company includes a valid EAN/GLN number.

You should also setup payment terms.

Workflows

Creating an invoice

Go to the Invoice+ search page and press the New button. Fill in the basic details and press Save. You are then taken to the invoice details page where you may add lines to the invoice.

Creating a mail template for when mailing the invoice

You may want to setup a mail template. Click on the Post button on an invoice and select Post and send mail to company, click on the Message field. See more details here.

Notice that the Data+ module settings allows you to set up the Reply-To address to use when sending an invoice.

Posting an invoice

Go to the invoice details page and press the Post button. You will be asked how you want to post it, by mail or by EDI. Once posted you wait for the customer to pay it, and then you press the Manually mark paid button; in some cases the integration may handle this.

When posting the invoice the due date is calculated from the invoice date plus the number of days specified by the payment term.

Handling files

You may add files to an invoice. You may mark one or more of the files to be included when the invoice is posted by mail; this is done by right-clicking on the file and select Markers, then select Include in PDF. Notice that this is only possible for some file types.

Creating fees

Fees are setup in the Configuration menu in the Invoice+ module; there are 3 different types of fees, either 1) flat fees, or 2) a percentage of the total of the non-fee lines, or 3) a percentage of the total of the non-fee lines and the fee lines from 1) and 2). The fee strategy determines how many times the fee is added to the invoice, either once per invoice, or once per task referenced by the invoice lines.

Adding fees to an invoice

Fees may be marked as “automatic” which means that they are added automatically when you create a new invoice; otherwise you add fees by editing the invoice and selecting the fees to include.

When you save an invoice all the selected fees are added to the invoice. Existing fee lines are recalculated or deleted if the invoice no longer should include the fee.

Using multiple VAT rates

The Data+ module allows to have multiple VAT rates, and assigning these to different products or product groups. This setup is called “VAT groups”. Additionally you may create exceptions for specific companies, so that a given VAT group has a different VAT rate for a given company.

Creating payment terms

Payment terms are setup in the configuration menu. A payment term simply specifies a number of days to be added to the invoice date.

Different payment terms for different companies

In CRM+ you may select a payment term for each company, by editing the company and selecting the payment term.

When you create an invoice and select the company the payment term from the company is copied to the invoice.