3. Invoice

This is the step where you will be creating the contents of the invoice. The content consists of invoice lines. An invoice line indicates the object that must be paid for and the amount. The total amount of all invoice lines will be calculated automatically and is displayed at the bottom of the invoice.

You can create two kinds of invoice lines: static and dynamic. A static invoice lines applies to all beneficiaries without exceptions. A dynamic invoice line only applies to certain groups of beneficiaries.

You can combine static and dynamic invoice lines on a group invoice. The static invoice line indicates the standard rate and the dynamic invoice line indicates a surcharge or discount.

Static invoice line

Click on ‘New invoice line’ in the toolbar. You will see a new screen with several fields.

  • Line – Enter a description of the product, e.g. ‘Contribution 2020’.
  • Number – Enter the number of times the amount of the invoice line should be charged.
  • Amount – Enter the amount of the product.
  • VAT - If the community is VAT liable, you need to specify how much VAT should be payed over the product. If the community is VAT liable, select ‘Percentage’ in the field ‘Type’ and enter the percentage in the field ‘VAT’. If the community is not VAT liable, select ‘Exempt’ in the field ‘Type’.

Click on ‘save’. The invoice line will appear in the overview.

Edit static invoice line

To edit a static invoice line, click on  on the right side of the invoice line in the overview. You will see the same fields as when creating the invoice line. Make the changes and click ‘save’.

Delete static invoice line

To delete a static invoice line, click on  on the right side of the invoice line in the overview. Confirm with ‘yes, delete’, or cancel with ‘Back’.

Dynamic invoice line

Dynamic invoice lines serve the purpose of personalizing invoices for individuals. You can give certain groups discount or a surcharge over the invoiced amount. For example, if you are going to collect contribution, you can use a dynamic invoice line to give honorary members discount over the fee.

There are three types of dynamic invoice lines:

  • Rate based on group
  • Rate based on field
  • Import orders

Rate based on group

With this type of dynamic invoice line, you can give discount or a surcharge over the invoiced amount to groups, dynamic groups and committees from the Organization Application.

  1. Make sure that the correct groups exist in the Organization Application. Read more about groups here.
  2. Go back to step 3: Invoice of the group invoice. Click on ‘Rate based on group’ in the toolbar.
  3. Fill in the fields:
    • Group – Type the name of the group for which you want to create a dynamic invoice line. Suggestions will appear based on the typed text. Click on the correct group.
    • Line – The description of the dynamic invoice line, e.g. ‘honorary member discount’ or ‘premium surcharge’. This is the invoice line that will be displayed on the invoice.
    • Surcharge – If you are charging an amount of surcharge, enter the amount here.
    • Surcharge % – If you are charging a percentage of surcharge, enter the percentage here.
    • Discount – If you are giving an amount of discount, enter the amount here.
    • Discount % – If you are giving a percentage of discount, enter the percentage here.
    • VAT – Choose whether or not VAT is applicable. If it is not, choose ‘exempt’. If it is, choose ‘percentage’ and then fill in the percentage of VAT in the next
  4. Click on ‘save’. The dynamic invoice line will appear in the overview.

Rate based on field

With this type of dynamic invoice line, you can charge amounts from fields in the Organization profiles. We recommend to only use this option in exceptional situations.

Before you can use this type of dynamic invoice line, the profiles of the correct object types need to contain the correct type of Organization field. The required field type is ‘numbers with decimals’. This field should contain the amounts.

Hover your cursor over ‘dynamic invoice’ in the toolbar. Click on ‘Rate based on field’ in the drop-down menu. On the left, you will see the relevant object types. When you click on the object type, you will see an overview of the number fields from this object type.

Go to the correct field. You can then enter the invoice line and a VAT percentage. The amounts will be taken from the Organization, so you don’t need to enter them here.

Click on ‘save’. The dynamic invoice line will now appear in the overview.

Edit or delete a dynamic invoice line

Dynamic invoice lines cannot be deleted or edited directly from the overview. To edit or delete a dynamic invoice line, click on ‘Rate based on group’ or ‘Rate based on field’ under ‘Dynamic invoice’ in the toolbar. Here you can view and edit the invoice lines that were created. To delete a dynamic invoice line, empty the fields behind the group or field. Click on ‘save’ after making the changes.

After creating all invoice lines, you can proceed to step 4: Preview.