Invoicing / Payment Plans

Under the Accounting menu in the Global Settings module you find the Invoicing / Payment Plans procedure used to create the "templates" for the invoicing and payment plans, that are to be used during registration of quotes, customer orders and purchase orders.

Sample of an Invoicing plan.

Each row is given a partial invoice number which corresponds to an invoice.

In the field Partial invoice type you enter the invoice type:

• Advance - the invoice will be sent before the order is delivered. One invoice is created for each advance partial invoice. Advance invoices including VAT will be managed in a special way regarding the VAT accounting. The VAT will be recorded when the invoice is paid instead of during the invoice registration.
• Delivery - the invoice will be sent when the order is delivered. This invoice will in fact be based on a "regular" invoice basis which is created during the delivery reporting. Partial invoices of type "Advance" and "Subsequent" will automatically be deducted from this invoice (depending on settlement). This partial invoice type may generate several invoices for the same partial invoice number. This can occur when several partial deliveries are made of a customer order and you select to send one invoice for each partial delivery.
• Subsequent - the invoice will be sent separately in arrears, for example when the delivery has been approved by the customer. An invoice is created for each subsequent partial invoice.

You may enter an optional number of partial invoices. However, you can only have one partial invoice of type Delivery.

A service code is used and linked to each respective partial invoice. The service code will be regarded as an invoice row when the invoice basis is created (not on the delivery invoice).

The Percent column indicates how large a portion of the order value that will be invoiced at each occasion.

In the Terms of Payment column the payment term for each invoice is entered. You cannot select payment terms for delivery invoices. The payment term will instead be loaded from the order header. This column is not available in the Payment plans tab that is used for purchase orders.

The Invoice text button is used in case the customer order is to be inserted as text rows on advance or subsequent invoices. This way the customer can receive more detailed information about the contents of the invoice. Several selections can be combined. The Invoice text button is not used on payment plans for purchase orders.

The Invoice Text Button.

Settlement of Delivery

For the partial invoice of Delivery type you can select if deductions of partial invoices shall be performed. The settlement can be performed as follows:

• Complete - total deduction of partial invoices when the order is delivered. This is the most common alternative and it is used when the entire order is delivered on one occasion. Complete deduction for partial invoices is made for orders with status < 5. In other words, the deduction takes place during the first delivery.
• Question - deduction takes place during an optional delivery occasion. A question then appears during delivery asking if complete deduction or no deduction shall be made. This is useful when partial deliveries are preferred and you want to perform the deduction after the last delivery. You can then print a comprehensive invoice containing all partial deliveries.
• Proportionate - the deduction for partial invoices takes place automatically in proportion to the delivered value. This method is used if partial deliveries are performed and you want to send separate invoices for each partial delivery.
• None - no deduction of partial invoices. This might be useful if an incorrect delivery has been made and you want to undo the delivery reporting without creating any bases for partial invoices.

Read more about settlement of deliveries under Delivery of Customer Order.

Unpaid Advance Invoice Check

The setting Check of unpaid advances when invoicing delivery has the following options:

• No check - no check will be made if the advance invoice has been paid during delivery.
• Warn - a check will be made if the advance invoice has been paid during delivery and a warning will be given when unpaid. It is still possible to make the delivery, if so desired.
• Block for delivery - no delivery of the order can be made if unpaid advance invoices exist.

The last setting is applied by default for new orders, but can be changed individually per order.