1. Properties

When you click on ‘New’ under ‘Invoicing’, you will see the first step of creating an invoice: Properties. After entering the information required in this screen and saving it, the invoice will be saved as a draft. Thus, it is possible to finish creating the invoice at a later moment.

Beneficiary

Here you can select the person to whom you are sending the invoice.

Relations are persons or companies imported from the Organization. In the Financial Application, they have a relation profile. These profiles synchronize with their linked Organization profile whenever the Organization profile changes. The relation profile contains the financial information of the relation, as well as the invoices, bank accounts and direct debit mandates.

Properties

  • Subject – Enter the subject of the invoice.
  • Send by e-mail – Select this option is you want to send the invoice by e-mail. If you want to send the invoice by regular mail, you can use an EA5 or C5 envelope.
  • Invoice template – Choose an invoice template. Invoice templates can be created in Settings – Invoice templates. Important settings of a template are the salutation, language and standard e-mail texts.

Payment

  • Payment – Here you can determine how the relation is going to pay the invoice. Your choice will be indicated on the invoice explicitly. There are two options:
    • Transfer – The relation will be asked to transfer the amount within the set payment term to the bank account of the community.
    • Direct debit – With direct debit, you can generate a bank file to debit the invoiced amount from the relation’s account. If the relation did not authorize the community to use direct debit or if the information for the authorization is not complete in the relation profile, 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 the relation to pay the invoiced amount. This is relevant for invoices with a transfer request.
  • Bank account – Choose the bank account on which you want to receive the invoiced amount. You can add bank accounts in Settings – Bank accounts.

Collection

If you chose direct debit as the payment method, the element ‘Collection’ will appear.

  • Required contract – Direct debit can only be executed under a direct debit contract. In this field you can choose from the contracts that have been added in 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 the relation to pay the amount in installments.

Payment in installments

If you selected ‘Payment in installments’, you can make further settings for the installments here. The installments will be divided over the period between the first collection date and the last payment date.

  • Number of installments – Indicate the number of installments in which the invoiced amount should be paid.
  • Last payment date – Indicate the date on which the invoiced amount must be fully paid.

E-mail

If you indicated that you will send the invoice 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.

  • Addresses (; separated) – The e-mail address of the relation has already been placed here. You can change the e-mail address, or add addresses. Separate the addresses with a ‘;’.
  • 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 (without salutation) – 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 e-mail with the invoice. If you send the invoice (step 4: 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: Invoice.

At this point, the invoice will also be saved in ‘Drafts’. Thus, it is possible to proceed with the next step at a later moment by editing the invoice from drafts. The invoice will not be sent before you have clicked ‘send’ in step 4: Process, even after the indicated sending date.