An order can be invoiced directly or it can be invoiced periodically.
There are a number of options and settings that can be made for the installation, per customer, product group, product type, and billing period.
General Settings
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Payment Terms
Payment terms can be found under "Settings> Standard registries> Terms of payment".
Here you register which payment terms should be available in the system.
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Payment-Free Days
Payment-free days can be found under "Settings> Standard Registers> Payment Free Days".
Here you register which days/periods should be deducted in the periodic billing routine.
The standard holidays are entered in all Infobric databases.
Which order lines receive payment-free days can be read more about here.
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Billing Rules
Which billing rule should apply when creating new contacts (customers) is registered under "Settings> Standard Setup> Contact":
The billing rule can be changed on the contact card or on the order under the "Finance" tab.
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Invoice Settings
Invoice settings can be found under "Settings> Standard Setup> Invoice"
Here you also find print settings for invoices.
Contact Card (Customer Card)
The values entered on the contact card are used as default when creating quotes and orders.
Order view
When creating new orders, the billing rule and other billing settings are inherited from the contact card.
These values are located under the "Finance" tab at the bottom of the order screen and can be overridden on the order:
RFI can be checked on and off inside the order screen on each individual order line, but the rule for when a product should be set to "Ready for Billing" is set inside the product card.
RFI
When products are set to "Ready for Invoice" (RDI), they will appear for invoicing in the invoice screen (periodic or direct) on the specified billing date.
You cannot set RFI on an accessory as these products should not be invoiced. These are products that often accompany a main product and should not be charged to the customer.
Inside the product card, the rule for when a product should be "Ready for Invoice" (RFI) is set.
The rule varies depending on the product's characteristics.
Inside the product card, you can choose which status (ordered, delivered, or returned) RFI should be automatically set to for Second-hand sales and sales products:
For rental and leased products, there is a fixed rule that RFI is automatically set at status "Delivered".
You can toggle automatic RFI upon delivery of rental and leased products under "Settings> Standard Setup> Quote/Order".
When automatic RFI upon delivery of rental/leased products is checked, you can see this inside the product card.
Then RFI is automatically set to "Delivered".
When this setting is not checked, it shows "None selected" inside the product card.
Then RFI must be checked manually on each order line inside the order.
Consolidated Billing per Customer
Inside the customer card, you can check the option for Collective invoice.
If you create multiple orders for a customer who has collective billing, this customer will receive one invoice for all orders in the current billing period.
The option can be overridden per order in the "Finance" tab.
When you have collective invoice, the billing rule on the order is locked. If you want to change the billing rule, this must be done inside the contact card (customer card).
When invoicing, select Collective invoice under "Type" in the invoice screen:
Project Billing
If you want collective invoice per project, this can be activated inside the project, which is registered on the contact card (customer card) if it is a customer project.
This checkbox is inherited on the order and can be overridden there (same as consolidated invoice).
If you want to change the billing rule when you have project billing, this must be done inside the customer card.
Collective invoices and project invoices must be invoiced in the periodic billing screen if you want to have multiple orders on one invoice.
Direct invoicing is opened inside each order and you then invoice only the current order.
Search for a Specific Invoice Number
The search options are found at the top right in all Onlet screens.
To get invoice numbers in the search results, invoice must be selected under the "gear" icon.
Enter the invoice number in the universal search and click directly on the search result
You will then go directly into the periodic billing screen and the selected invoice number is displayed:
Sending the Invoice
- Invoice by mail
- Invoice by e-mail
- Electronic Commerce Format (EHF)