Introduction
With AdminPulse you can automate the preparation of invoices. The invoice proposals are then prepared for you so that they only have to be numbered and sent.
You activate invoice scheduling by setting up an invoice schedule in a relationship file.
Invoice schedules
AdminPulse comes with a number of predefined invoice schedules. Adjust those schedules or create completely new ones.
There are three types of billing schedules that coincide with the three types of invoicing: Registration based, Fixed amount and Advance / Settlement.
Registration based invoicing means that every invoice simply invoices what has been registered up to a certain date.
With fixed amount invoicing, a fixed amount is always invoiced, regardless of how many were registered in that period. Only registrations for items that are not included in the fixed price will be placed on additional invoice lines. Per item you can set which items are within the fixed amount or not.
In the case of an advance / settlement, advances are first invoiced and then settlements are being made at specific times, whereby all registrations are invoiced and the advances already paid are deducted.
Create and edit invoice schedules
Open the page with invoice schedules via Settings > Invoice schedules.
With every invoice schedule you will see an arrow to open it, a name, a type and the three symbols for editing, copying and deleting. To create a schedule, you can copy an existing schedule or start from scratch if you start with the "+ Add" button at the bottom.
In the modal that opens, enter a name and type and add at least one line:
Give the scheme a recognizable name.
For each line that you add, set the data correctly. "Registrations until" determines which registrations will be included for that invoice. In an advance / settlement schedule this date is irrelevant for an advance line, but it is important to set this date correctly for a settlement line. This is because no registrations are linked to an advance line, but only to a settlement line.
Finally, you can also select an invoice text for each line. This is then entered for that invoice at the corresponding location on the invoice template. You can create or edit these texts yourself under Settings > Invoice texts.
Tip: Because the invoices are made at 1 am, the date of registrations must be at least one day before the date of the preparation. You can still number those invoices on the previous day, so that they get that invoice date.
Example:
As an example, let's take a scheduling line with registrations until 31/08 and invoice proposal creation date the 01/09.
So on 01/09 you will see your invoice proposals in the morning.Any registrations you create at that moment on date 31/08 will appear under "open registrations".
You then have two options:
- You add them yourself (manually or through batch operations) to the invoice proposals.
- You wait until the next day: every night the invoice planning process runs: if open registrations are found that belong on an open invoice proposal (within the date "registrations until") we add them automatically.
Setting an invoice schedule
To set up automated invoicing for a relation, do so in the relation file under the section Invoicing > Invoice scheduling.
Click below Invoice schedule to open the dialog. Choose a schedule and a start date. You can also set an end date.
For a fixed amount invoice and an advance invoice you also have to set an amount.
As soon as you click Save, the chosen schedule becomes active. You will see an info icon appear on the left.
If you click on this you will get a dialog with an overview of the planned invoices. Here you can make changes for a specific planned invoice.
If the set schedule is of the fixed amount type, you will see a second icon.
If you click here you can set for this file which registrations fall under the fixed amount and which do not. Without changing anything here, the general setting from the price list is applied.
