1. Properties
Properties
- Subject – Enter the subject of the group invoice, e.g. ‘Contribution 2020’.
- Send by e-mail – Select this option if you want to send the invoices by e-mail. If you want to send the invoices by regular post, you can use EA5 or C5 envelopes.
- Invoice template – Choose an invoice template. Invoice templates can be created in Settings – Invoice templates. Important settings of an invoice template are the salutation, language and standard e-mail texts.
Payment
- Payment – Here you can indicate how the beneficiaries are going to pay the invoiced amount. This choice will be mentioned on the invoice explicitly. There are two possibilities:
- Bank transfer – The relations will be asked to transfer the invoiced amount to the community’s bank account within a certain number of days set by the community.
- Direct debit – With direct debit, you can generate a bank file to debit the invoiced amount from the account of the relations. If a relation did not authorize the community to use direct debit or if the information for the authorization is not complete in a relation profile, for that relation the system will generate an invoice with a transfer request instead of a direct debit notification.
- Term (days) – Indicate the payment term. This is the number of days you want to give relations to pay the invoiced amount. This payment term is relevant for invoices with a transfer request.
- Bank account – Choose the bank account on which you want to receive the invoiced amounts. You can add bank accounts in Settings – Bank accounts.
Collection
If you chose for payment with direct debit in the field ‘payment’, you will see the element ‘Collection’.
- Required contract – You can only execute direct debits under a direct debit contract. In this field, you can choose from the contracts that were added under Settings – Direct debit contracts.
- Collection date – Optional: enter the first minimum date on which the collection will be carried out. Based on SEPA guidelines, there are requirements for first and subsequent collections, which may cause the collection date to be later than planned. Thus, this function is mostly relevant if you want to collect later than the minimal period based on the guidelines.
- Payment in installments – Select this option if you want relations to pay the amount in installments.
Payment in installments
If you selected the option ‘Payment in installments’, you can make further settings regarding the installments here. The installments will be divided between the first collection date and the last payment date.
- Number of installments – Indicate the number of installments in which the invoiced amount must be paid.
- Last payment date – Enter the date on which the invoiced amount must be fully paid.
If you indicated that you will send the invoices by e-mail, the element ‘E-mail’ will appear. The fields have already been filled out based on information filled in earlier. You can edit all fields.
- Salutation – The kind of salutation is indicated in the invoice template. You can change the salutation for this specific invoice here.
- Subject – The subject of the e-mail is the same as the subject of the invoice. You can change the subject of the e-mail here. This doesn’t have an effect on the subject of the invoice.
- Text – This field contains the e-mail text as determined in the invoice template. You can edit this text here. You don’t need to write a salutation in this field.
- Sending date – This is the sending date of the mailing with the invoices. If you send the invoices (step 5: Process) before this date, it will be placed in the Outbox, from which it will automatically be sent on the the sending date.
Click on ‘save’. You will proceed to step 2: Beneficiaries.
At this point, the groups invoice will also be saved in ‘Drafts’. Thus, it is possible to proceed with the next step at a later moment by editing the group invoice from drafts. The invoices will not be sent before you have clicked ‘send’ in step 5: Process, even after the indicated sending date.