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<< Click to Display Table of Contents >> Navigation: Time and invoicing > Invoicing > Invoicing time, disbursements and fees |
Besides a (single) manual invoice, invoices can be made for time, disbursements and fixed fees automatically.
This is only possible for active debtors.
A debtor is active when his status is within the range of status codes defined at Settings.
See also the help topic Status debtors.
Per debtor, at tabpage Invoicing, specific invoice settings can be set.
Automatic invoices can only be made in the current book year.
See also the help topics Prolongation bookyear and Invoicing upcoming bookyear.
Start the invoicing module by pressing the Invoicing button in the toolbar or select Invoicing in the Bookkeeping menu. The Time, Fixed fees and Disbursements screen will be opened by pressing the clock button (at the window top next to the Salesman (AM) field).
At the Time, Fixed fees and Disbursements screen
–in the Print section, the action to be taken can be selected,
–a selection of debtors to be invoiced can be made,
–in the Invoicing section, a selection of time, fees and disbursements to be invoiced can be made.
The following options are available:
–Report
–Adjust concept
–Allocate drafts
–Print (optional order)
–Print and book
Report
This option displays the screen Report time and fees with the time, disbursements and fixed fees to be invoiced per debtor.
The values shown in the Disb, Fee and Total columns are in the debtors currencies. The values in the Total Adm column are in the bookkeeping currency.
The list can be used for checking the selection made and the invoice totals.
At the report screen the following options are available:
–<Show all debtors>
The <Show all debtors> button toggles the selection between only debtors with an amount or all debtors.
–<Show amounts below minimum>
When in the settings a minimum amount is set the <Show amounts below minimum> button will show debtors with an amount lower then this minimum. These debtors are then shown in red.
–<Report> / Print time L on report>
The <report> button will create an Excel sheet in accordance with the selection on the screen.
When the option <Print time L on report> is set the report shows an extra column Time L with per debtor the amount of outstanding time with status L.
Every invoice first appears as a draft on the screen Change invoice.
See the help topic Manual invoices for the field descriptions of this screen.
With the Print button the invoice can be booked, printed, saved and sent by e-mail.
Unlike manual invoices these invoices are only saved in Mill7 when they are booked.
The next invoice will be presented by choosing the clock button again followed by the option Adjust concept.
When the Setting Allocate draft invoices is not activated this option will not be available.
Draft invoices are created and saved in Mill7 and can be printed, saved or sent by email.
Before a draft invoice can be booked, it needs to be approved.
The corresponding time, fees and disbursements are allocated to the draft invoice and cannot be changed unless the draft invoice is deleted.
When the Setting Allocate draft invoices is activated, this option will not be available.
With this option, invoices are printed to the default printer of the user.
In a pop-up screen, it can be indicated which documents need to be printed.
If, at the debtor, the option Print time specification is off, no time specifications will be created for that debtor.
By selecting the option Always print time specification, the setting at the debtor will be ignored.
Print (optional order)
When the Setting Allocate draft invoices is activated, this option will not be available.
With this option, invoices are printed to the default printer of the user.
In a pop-up screen, it can be indicated which documents need to be printed.
If, at the debtor, the option Print time specification is off, no time specifications will be created for that debtor.
By selecting the option Always print time specification, the setting at the debtor will be ignored.
Invoices are printed in the optional order defined in the Settings.
Print and book
When the Setting Allocate draft invoices is activated, this option will not be available.
With this option, invoices are printed to the default printer of the user.
In a pop-up screen, it can be indicated which documents need to be printed.
If, at the debtor, the option Print time specification is off, no time specification will be created for that debtor.
By selecting the option Always print time specification, the setting at debtor will be ignored.
Booked invoices are stored in Mill7 and can be printed, saved or sent by e-mail.
Several selection options can be made to reduce the number of debtors that will be invoiced.
The selections can be combined.
From debtor, Until debtor
A range of debtors can be set.
Select Case, Cases
Cases can be used in time and fees. When the Select Case option is activated, the debtor selection will be restricted to the debtor mentioned at the From debtor field and only one the cases of that debtor can be selected at the Cases field.
By selecting a case, only the time and fees for that case will be invoiced.
All Bookk.
A debtor is always related to one service company.
By activating the All bookk. option, debtors of all service companies can be invoiced in one run.
When the option is not activated, only the debtors of the selected service company will be invoiced.
All salesman (AM)
A salesman or account manager can be entered at the debtor.
By activating the All salesmen (AM) option, debtors of all account managers can be invoiced in one run.
When the option is not activated, only the debtors of the selected account manager will be invoiced.
All cost centres
A cost centre can be entered at the debtor.
By activating the All cost centres option, debtors of all cost centres can be invoiced in one run.
When the option is not activated, only the debtors of the selected cost centre will be invoiced.
All Groups
A group can be entered in Relation Management file General (file F111, field 7).
By activating the All groups option, debtors of all groups can be invoiced in one run.
When the option is not activated, only the debtors of the selected group will be invoiced.
Invoice date and period
The invoice date is used for the invoice and serve as the book date in the journals.
The period will be determined from the invoice date, but can be adjusted, and is used in the journals.
Fixed Fees / <Select fees> / Invoice month
Per debtor fixed fees can be entered in
–relation management file F117 or in
–tabpage Periodical invoices at the debtor.
To invoice fixed fees, activate the Fixed fee check box and enter the invoice month and year.
All fixed fees (relation management file F117, fields 16, 20 - 23 or Periodical invoices at debtors) that comply with this selection will be invoiced.
When in the settings Article selection for invoicing fee is activated, it is possible to select one or more specific fees (relation management file F117 field 16) to be invoiced by using the <Select fees> button.
If a fixed fee or a periodic invoice has no article, the amount will be shown on the invoice without a text.
Time, Disbursements
When in the settings the option Only invoice approved time by supervisor is activated, time and disbursements must be approved first.
Time and disbursements can be invoiced together or separated.
Which time and disbursements are invoiced is determined by the date entered at Time and disbursements until.
When the setting Always invoice disbursements until today is selected, all disbursements until the current date will be invoiced.
The month at Invoice month debtors will be used for the selection of debtors in combination with the debtor field Invoice time/disb., indicating the frequency and the starting month for invoicing.