This guide will introduce you to the new way of invoicing orders, so payers can be send an email and go pay online or a file is created for your external invoicing system.
Before accounting/posting you can check the "Preparation for invoicing" guide.
Below the following steps will be explained more in depth:
- Go to Finance - Accounting/Posting.
- Chose the Rate you wish to invoice.
- Correct possible errors and re-validate.
- Chose Person or Schools to be invoiced.
- Set due date
- Send invoice (or download file for external invoicing system)
1. Go to Finance - Accounting/Posting and chose the header Accounting:
2. Chose the rate you wish to send out invoices for. The number in the bracket (45) will represent the number of orderlines not yet invoiced/allocated to a posting
There are then 3 statuses for payment:
Errors - info or setup missing on the payer to allow them to be invoiced. Correct these by viewing the error on the payer below and press "Update payer details" to correct. Yellow info on the payer will only be a "warning" and will not keep you from being able to invoice them - errors do, so they must be corrected.
Uallocated - Invoice lines that have not been invoiced/posted yet. These are all the invoices you want to pick up and send off for the the chosen rate.
Accounted - Invoice lines that have already been invoiced/posted on the chosen rate.
3. When all errors have been corrected press "Re-validate payers". As you have posted serveral times, a limited number of errors will occur if any, as you get your data cleaned up.
4. The "Create accounting" button will now become active, and by pressing it you can chose if you wish to invoice persons or schools:
This will pick up all persons or schools on the chosen rate that have not yet been invoiced.
IF you wish to just picked a specific payer or more you can mark "Unallocated", and below you will be able to chose the individual payer. You can also search for payers and chose them. When they have all been checked you press "Account", and continue to step 5:
5. Now you can set the due date for this invoice you are currently creating, which will overwrite the standard due date on the rate. And then press "Account and create message draft" to send payers an email/invoice template, or press "Account payers" if no email is needed.
In case you use an external billing system you would just pick up the file after accounting the payers (For now this is still done in the old "Drafting and post" function)
6. Sending the message - payers will come up as grey recipients, and we recommend you create an Invoice-template to quickly pick up:
Be aware
This email will only go out to the payer, and you can therefor use “Payer data” and “Accounting” merge fields:
You have now invoiced, and the order can be tracked on the "Auditing" header