Open the invoice module by pressing the button Invoicing 
in the tool bar or select Invoicing in menu Bookkeeping. To open the invoice screen press the print button 
.
With this screen the following actions can be processed:
–Book
This option can be executed in combination with one of the other options for not booked manual invoices and for draft invoices.
–Show on screen
–E-mail (Local client)
–E-mail (SMTP server)
–Save in file
–Transfer invoices to client bookkeeping
E-mail options are only available when the user has the right 'E-mail invoices'
Actions can be processed for
–A single invoice selected on the invoice screen
–A selection of booked invoices
–A selection of allocated draft invoices.
This option is only available when 'Allocate draft invoices' is checked in the settings.
Also the type of output can be chosen and several additional selections can be made.
With the <OK> button the action is executed.
In case of <Booked invoices> and <Draft invoices> a Proposal screen shows all invoices that match the given selection criteria.
The following output can be chosen
–Cover letter, reminder
–Invoice
–Time specification
By checking the box the specific output is created.
When the output is sent to the printer per document the number of copies can be set.
Layout
The layout of invoices, time specifications and cover letters are build with Crystal Reports or dataflex reports. The reports are saved as a .rpt file or a .dr file in the Mill7\reports\custom folder.
The name of the file that contains the correct layout must be entered per bookkeeping in Settings> Invoicing> Layout.
When a debtor has a different layout, this layout can be entered at the debtor on tabpage Invoicing.
Cover letter
A cover letter, including a reminder, can only be printed if the cover letter address is entered at the debtor.
Timespecification
A time specification will only be printed if the option Print time specification is set at the debtor.
Printing a time specification regardless the setting at the debtor can be forced by checking the option Always print time specification.
When the invoice does not contain invoiced time, the time specification will not be printed.
For the options <Booked invoices> and <Draft invoices> the following selection criteria are available.
The selections can be combined.
Bookkeeping
A debtor is always related to one service company.
By activating All the invoices of debtors of all service companies are selected.
By activating Selection only the invoices of debtors of the selected service company are selected.
Salesman (AM)
A salesman or account manager can be entered at the debtor.
By ac7tivating All the invoices of debtors of all account managers are selected.
By activating Selection only the invoices of debtors of the selected account manager are selected.
Debtors
By activating All the invoices of debtors are selected.
By activating Selection only the invoices of the selected debtor are selected.
Debtor section, send by
The preferred method to send invoices is set per debtor on the tabpage Invoicing in the field 'Send invoice per' .
With the selection option 'Debtor section, send by' a selection can be made on the debtor field 'Send invoice per' .
Invoice selection
This selection criteria is only available for 'Booked invoices'.
Only invoices within the range of invoice number and within the period of invoice date will be selected.
When a selection of invoices or draft invoices is made, the 'Proposal' screen will appear with all invoices that match the selection.
By clicking on a column header, the data on the screen is sorted in ascending or descending order by the values in that column.
The invoices will be proceed in the same order as they are displayed on the screen.
Only invoices ticked 'OK' will be proceed.
If printing has been selected in the output options and the option for redirection via PDF viewer has been activated in the settings, the option will be offered at the bottom of the screen to apply a delay of a number of seconds between the different print jobs. This may be necessary to prevent print jobs from being executed in the wrong order.
When the invoices has to be sent per E-mail, only invoices where an e-mail address is found can be checked OK.
For invoices that have already been sent via SMTP or direct outlook the last sent date is shown.
When the option 'Book invoice' is active in combination with 'Draft invoices' the proposal swill shown only approved draft invoices.
With the button <Change date> the date and/or period for all selected draft invoices will be changed.
When the selection is set to "Draft invoices", the Proposal screen has an extra option 'Delete drafts'. Deleting drafts will "free" the time and fees included in the draft.
If the option "Book invoice" is set, this screen will only contain approved drafts. The button to delete drafts will not be available.
Actions
When an invoice is booked the invoice and journal entries are created.
1.The invoice number is determined based on the last used invoice number in the settings. The invoice is saved in Mill7. Booked invoices can be viewed via the invoice module and at the debtor tabpage Outstanding invoices.
2.The invoice details are translated to journal entries.These journals are booked in the bookkeeping of the service company of the debtor. The debtor daybook is determined from the diagrams based on the debtor number.
For each invoice a new daybook page is created.
When the setting 'Use invoice text in journal entry' is set the invoice text is copied to the journal description.
The book date of the journal entries is equal to the invoice date.
For each combination VAT percentage - Type of VAT a journal entry debtor is created. When there or more invoice lines with the same combination VAT percentage - Type of VAT but with different VAT codes these lines will be summarized to one journal entry using the first found VAT code.
For each invoice line an opposite journal entry is created with the general ledger from the invoice text (article) as account number.
If a fixed fee or a periodic invoice has no article the journal is created with the general ledger account set at Settings> Book> General ledger no. daybook differences.
The debtor journals are always in the debtor currency. For manual invoices the used rate can be changed on the invoice screen. For automatic invoices the rate is determined regarding the settings.
3.The invoice status of invoiced time lines is set to 'Y' and the invoice number is saved at the invoice line.
4.For invoiced Periodical invoices and Fixed fees (relation management file F117) the fields 'Next month' and 'Next Year' are adjusted counting the fields 'Invoices per Year' and 'Non-recurrent'.
Non-recurrent fees are deleted unless the setting 'Do not delete non-recurrent fees' is set.
The chosen output is shown in separate screens using the layout as set in the settings or at the debtor.
The invoices at the proposal are shown in the chosen sorting sequence:
–Invoice number
–Debtor number
–Optional (as set in the settings on tab page Invoicing> Layout
The chosen output is printed to the default printer of the user using the layout as set in the settings or at the debtor.
The invoices at the proposal are shown in the chosen sorting sequence:
–Invoice number
–Debtor number
–Optional (as set in the settings on tab page Invoicing> Layout
Email (Local client) / Email (SMTP server)
Both individual invoices as a group of selected invoices can be sent by e-mail.
The chosen output is attached to the e-mail.
Depending on the settings the invoice can also be attached to the e-mail as a UBL file.
The action Email (SMTP server) is only available when In the settings the option Use SMTP server is set.
With the option Email (Local client) e-mails are sent by using the local e-mail client. The sender of the e-mail will be the default e-mail profile of the user.
For each invoice to be send an e-mail will be presented to the user in the local e-mail client (like Outlook).The e-mail will not be sent automatically. The user must close or send each e-mail him self.
At the proposal the option 'Send e-mail direct' can be set. That way the e-mails will be sent or saved as draft automatically.
When saved as drafts you can use the following script to send all E-mails from the Drafts folder in outlook.
E-mailing invoices in the background via the local e-mail client, when applicable, will be preceded by a message with the possibility to cancel the process. This security warning can be disabled in Settings> E-mail.
For invoices sent via SMTP or direct outlook the last sent date is saved in the database and presented on the proposal screen.
When using Outlook, activate the option 'Local client: Use Outlook driver'.
E-mail options and settings
Group e-mail
With this option invoices will be combined to one e-mail.
The output is still created per invoice.
–Invoice
one e-mail is sent for each invoice
–Debtor
all invoices of the same debtor are sent in one e-mail
–Salesman(AM)
all invoices of debtors from the same accountmanager are sent in one e-mail
–Person CL address
all invoices of debtors with the same person at cover letter address are sent in one e-mail
Address e-mail
This option specifies to whom the mail should be sent.
An e-mail is always sent to a person. To be able to send invoices through the mail the e-mail address should be filled on the addresses tab of the appropriate person.
On the proposal are in the columns ' To ' and ' CC ' the found e-mail addresses shown.
The following address options are possible. Which option is available depends on 'Group e-mail'.
–Default
the e-mail is sent to the person as set in the e-mail settings
–Person cover letter address
the e-mail is sent to the person as set in cover letter address at the debtor
–Person CL, CC:Account manager
the e-mail is sent to the person as set in cover letter address at the debtor with a CC to the account manager of the debtor
–Account manager
the e-mail is sent to the account manager of the debtor
–RM file: Other relations
the e-mail is sent to all persons in the relation management file Other relations (file F115) where for the field 'Invoice by e-mail' (field 9) is yes.
–Name attachments
The output is attached to the e-mail given the selected name as a PDF document.
In case of a draft invoice, the draft number is used in the file name instead of the invoice number.
–Subject prefix
The text in this field is used as subject in all e-mails followed by the default text.
In case of 'Group e-mail' is Invoice the default text is: <Name debtor> Invoice <Invoice number>.
In all other cases the default text is: Invoices.
–Add Mollie payment link
For more information on this subject please read Mollie payments.
This option is available when Mollie payments is activated in the settings at Invoicing > E-mail.
| By default, when the Invoices screen pops up, the option is disabled. |
| The following conditions apply for adding a payment link. |
•The invoice needs to be booked when creating the e-mail or in an earlier stage.
•The invoice amount must be above zero.
•No payments may have been booked for the invoice.
•The e-mail option for grouping must be 'per invoice'.
When adding a payment link the application of user texts for the composition of the e-mail message is mandatory
The payment link will be inserted in the e-mail body text, between the leading text and the closing text.
Adjust the leading text accordingly so that the payment link is preceded by a matching text.
E-mail body
–User text
The default text used in the e-mail body can be selected. When no text number is entered user text 15 is used.
Per debtor an adjusted text number can be set in the field 'Adjusted text e-mail'. The adjusted text is only used when 'Group e-mail' is Invoice or Debtor.
User texts are maintained via menu Maintenance> User text.
The moment the email is created, the user text will be retrieved from the applicable service company.
–Rich text
This option makes it possible to provide text for the email body with various formatting properties such as color and font. Images are also supported.
Use the prompt button to create, select or maintain body texts. With the 'New' button in the toolbar, a new text can be created.
English and Dutch texts are supported. The language applied in the e-mail is determined by the language of the debtor.
Body texts can be saved and edited for future usage.
To select a body text, use the Open button in the toolbar.
The phrase "{opening}" can be incorporated into a body text. When generating an email, this code is replaced by the opening sentence that can be entered by the person for this purpose.
–External HTML file
Instead of a user text a HTML file can be selected to be used as e-mail body text for all e-mails to be send.
–Outlook default
This option is only available in case of using the outlook driver.
The e-mail body is filled with the default outlook body of the user.
Default location
Select the location where the output files should be saved.
Sub folder
By selecting a sub folder files can be saved per debtor.
When the subfolder does not exist it will be created when needed.
When the folder doesnot exist files will be saved at the default location
Export format
Different export formats can be selected by saving to file such as DOC (Word), RTF (RichTextFormat) en PDF (Adobe Portable Document).
The format Win2pdf printer is only available when win2pdf is activated in the settings.
When using an invoice layout type .dr, a PDF file will be created for the export formats 1 to 6.
Name file
The file name can be composed of various fields.
One of the options to name the files is 'Optional order/invoice no'. This option uses the fields entered at the settings at 'Invoice sort'.
In case of a draft invoice, in file names with an invoice number will not the invoice number used but the draft number.