Invoicing module FAQ


Infradox XS + invoicing module

Last updated

  • 29 November 2016, added description re invoicing organizations

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The invoicing module is web based and it is used to both create invoices for files in orders (repro) and to create free format invoices. The Infradox report broker software - which runs on your web server - is used to create printable PDF and/or Word versions of your invoices. This article lists a number of frequently asked questions. If you can't find the answer to your question then feel free to create a ticket.

Can you create a single invoice for multiple orders?

Invoices for orders are created for order details that are 1) marked for invoicing and 2) not already invoiced. It is of course not possible to create more than one invoice for one and the same order detail, but you can create invoices for order details from multiple orders provided that these orders are linked to the same account. Once an order contains details that are marked for invoicing, the order overview will show two buttons for such orders. Click the create invoice button if you want to create an invoice for the selected order only. Click the invoice account button to create a single invoice for all the orders from the same client that are 1) marked for invoicing and 2) not invoiced to date.

Can you create a single invoice for orders from several user accounts belonging to the same organization?

You can create invoices for orders that were created by one or more users belonging to the same organization. The invoice however, needs to be linked to a user account. Therefore you must configure the user account that will be used to link invoices to. For example, an organization can have five different user accounts linked to it and all of these accounts may have been used to create orders. One of these five user accounts must be configured as the account for invoicing. To do this, find the organization in user management (by searching for either the organization name or by searching for one of the user accounts belonging to the organization). Then click on the organization name to open the organization properties. On the "Finance" tabsheet, select the user account for invoicing (the drop down will show all linked accounts). Save the organization properties when you're done. You can now create invoices for the organization from the order management overview. Orders marked for invoicing will show a button "Invoice Organization" in addtion to the "Invoice Account" buttons - if the order was created by a user that is linked to an organization.

Is it possible to create an invoice for only some of the images in an order and to invoice the other images separately?

When you create an invoice for an order, only the order details that have been ticked for invoicing will be part of the invoice. To invoice only certain images in an order, untick the order details that you do not want to invoice yet. If you want to create an invoice for the other order details later, you can edit the order and tick the "invoice" box for those order details. The order overview will again show the invoice buttons after you save the order.

Can you only create invoices from the order overview?

You can create invoices from the order overview and from the order pages. The bottom of the order page shows a blue button Save & Create invoice that allows you to immediately create an invoice for the order.

Can you create invoices that are not related to orders in the system?

It is possible to create an invoice that is not related to an order. You can create invoices from the user overview (with the create invoice link) and you can also create an invoice from the Invoices overview. To create an invoice while in the invoices overview, enter the first few letters from the organisation or user name and then click the account for which you want to create an invoice in the suggestion box that will appear. The account number and name of the selected user will now show in the input boxes. Next click the New button to create a blank invoice for the user account.

How do I add files that are NOT part of any of the user's orders to an invoice?

You can add invoice details for files (e.g. photos) that are not part of any of the user's orders as long as the invoice is still a draft. Click the add file link when viewing an invoice to display the file look up dialog. Locate the file and click the properties in the look up list. Next click the OK button.

How do I add invoice details that do not relate to files?

You can add invoice details as long as the invoice is still a draft. Click the add detail link when viewing an invoice to create a new invoice detail. You can simply enter the information in the input boxes. It is also possible to create products for invoice details that you need regularly. A product is not necessarily a physical product, it can also be a service, e.g.Research feePostage and so on. New products can be added from Tables & Config in the Admin menu.

Why are invoices that I create Draft invoices?

Apart from the Notes, the Nominal Code and the Supplier payable properties you cannot change an invoice once it is saved as final. This is why each invoice is created as a Draft invoice. Draft invoices have an internal id only but get a formal invoice number assigned only when the invoice is being saved as Final. While an invoice is a draft you can add and remove invoice details, change prices, TAX percentages, discounts, address details and so on. To save an invoice as Final, tick the box at the top of the invoice page. It is also possible to mark multiple invoices as Final from the invoice overview page.

How do I change multiple invoices from Draft to Final?

Use the invoice overview to display the draft invoices that have been previously created. You can do this by changing the Download filters drop down box to Draft / Not final. Next tick the Ignore Date settings box and click the Retrieve invoices button to list all such invoices. Each invoice in the list shows a square box on the left. You can select each invoice by ticking these boxes but you can also select all the invoices in the overview by clicking the square box in the header bar. Next click the Final button in the toolbar to change all the invoices to Final. Invoices that are already Final will be ignored by this action. Look at the pagination properties in the toolbar to make sure that there aren't more invoices then there are currently showing. You can change the number of invoices per page at the top of the page above the retrieve invoices button.

I need to change a final invoice

You can't change an invoice once it is saved as "final". If you need to cancel an invoice, then you can create a credit note for it. If you just want to change something on the invoice but that change doesn't have to be stored, then download the invoice as a Word document (click the Doc button in the toolbar). You can then make your changes to that document and send it to your client.

Why do I have to select the correct TAX percentage after I have created an invoice?

When you create a new invoice, the TAX code and percentage is taken from the user's account properties. If new invoices do not show the correct code and percentage it is because you have not specified these for the user account that you are invoicing. You can edit the defaults on the Finance tab of the user properties dialog. Changing the defaults for a user does not affect any invoices (draft or final) that are already created for that user. This is also true for discount percentages and other user settings.

How do I correct the amount on a collection report if an invoice is not paid in full?

You can create a "payment correction". The corrected amount will be deducted from the amount that will appear as payable on the collection reports. Open the invoice and scroll to the bottom of the page. Underneath the overview of received payments, you'll find the payment correction link.

How do I create a credit note?

Click the Credit note button in the toolbar at the top of the page. This will create a copy of the original invoice and it will load this copy. The page will now show two checkboxes that are important:
1) Remove order information from invoice [the number of the invoice] so that the order(s) can be invoiced again, and
2) Create technical payments for this invoice and for invoice [the number of the original invoice].
Click the "Final" checkbox which will automatically check the two aforementioned checkboxes as well.
Make the required changes to the new invoice and then click Save and close, which will take you back to the invoices overview page.

Why can't I create a credit note for an invoice?

You can't create credit notes for invoices:
  • that are not final i.e. are still draft invoices
  • for which you've already received payments
  • that already have a credit note attached
  • that are a credit note

How do I delete an invoice?

Invoices cannot be deleted once finalized. It is however possible to delete draft invoices. Find the draft invoice in the invoice overview and tick the box on the left of the invoice row. You can tick multiple invoices. In the toolbar at the top of the page, click the Delete button. To cancel a final invoice, create a credit note for it as described above.

Can I create "Repeat invoices"?

Open the invoice and click the Copy button in the toolbar. This will create and load a copy of the invoice that you can then change as required before making it final.

Can I send reminders for invoices?

You can create reminders for single invoices (open the invoice, scroll down to the bottom and click Add reminder) and you can send reminders for many invoices at once. To do the latter, go to the invoices overview page and click Generate reminders on the top right of the page. A dialog will appear that allows you to specify a number of selection parameters. Click Generate list to open a window with all the invoices that meet your criteria. You can still remove invoices that you want to exclude from the list before you finally click Send reminders. You can chose to attach the original invoice to the e-mails.

Does the invoicing module support multiple currencies?

Yes it does. 

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