Setting up and activating invoice configuration

In this article, you will learn how to create, edit and activate an invoice configuration and how to export the generated invoices.

Contents

• Quick Guide
• General
• Create invoice configuration
• Edit invoice configuration
• Activate invoice configuration
• Export invoices

Quick Guide

1. Go to Settings / Invoicing / Invoice configuration.
2. Click Create invoice configuration, enter a name, select the Type of invoice generation and click Save.
3. Adjust the settings in the detail view of the configuration.
4. In the overview, open the three-dot menu of the configuration, click Activate Invoice configuration, select the Start date and click Activate.
5. To export invoices, go to Finance / Tax consultant / Export lists, click Create export list and select Invoice list.

General

With an invoice configuration, you activate automatic invoice runs in the software. Invoices are generated and sent automatically based on your settings. This saves you the effort of creating invoices manually, and you can deliver your invoices to your members automatically.

You find the invoice configurations under Settings / Invoicing / Invoice configuration. The overview lists every configuration with its name, the type of invoice generation and the payment method.

Create invoice configuration

Click the Create invoice configuration button in the upper right corner. The Create Invoice configuration dialog opens.

1. Via Edit sharing settings, specify the facilities for which this configuration is shared. By default, it is shared with the current facility.
2. Enter a meaningful Name for the configuration.
3. Select the Type of invoice generation. You have two options:
   • Full payment: An invoice is generated automatically as soon as a debt claim has been paid in full.
   • Due date of the claim: An invoice is generated automatically as soon as a debt claim becomes due.
4. Click Save.

Important: Debt claims of a member that are invoiced in the same invoice run are combined on one invoice. For example, if three debt claims of a member are paid in full and invoiced in the same run, they appear together on one invoice.

After saving, the detail view of the invoice configuration opens, where you can edit the configuration.

Edit invoice configuration

Open a configuration from the overview to see its detail view. Via the three-dot menu at the top, click Edit Invoice configuration to change the configuration itself. The settings are grouped in tiles, each with its own three-dot menu.

The three-dot menu of the Invoice generation tile offers the following actions:

• Edit Delayed billing: With Delay for invoice generation, the invoice is generated only a set number of days after the full payment or the due date of the debt claim. Here you also decide whether to Automatically finalize preview invoices.
• Edit Invoicing: Under Payment methods, select for which payment methods invoices are generated automatically. The payment method refers to the member's payment method. This action also covers the Additional invoicing options.
• Activate Invoicing for sales via a vending device: Sales at vending devices usually receive a receipt from the device itself, so this option is deactivated by default. When you activate it, the date under Invoicing from determines the day from which invoices are generated for device sales. No invoices are generated for sales before that date.

Via the three-dot menu of the Invoice delivery tile, click Edit Invoice delivery. With Make invoices available in self-service, your members can download their invoices as a PDF document in the self-service of the Member Platform.

To send invoices to your members automatically, activate the notification rule Invoice run. The tile contains a link to it. Alternatively, go to Communication / Notifications / Notification rules.

Tip: Making invoices available in self-service saves you from sending them by letter and prevents invoices from not reaching the member because of an invalid email address.

Via the three-dot menu of the Credit note on payment reversal tile, click Edit Credit note on payment reversal. Under Automatic credit notes, choose whether a credit note is created automatically when a payment is reversed:

• Deactivated: No credit note is created automatically.
• Full reversal: A credit note is created automatically only when a payment is reversed in full.
• Any reversal: A credit note is created automatically for every payment reversal.

Activate invoice configuration

An invoice configuration can be shared across facilities, but it must be activated for each facility in which it should be used.

1. Go to Settings / Invoicing / Invoice configuration and select the facility in which the configuration should be activated.
2. Open the three-dot menu at the end of the row of the configuration and click Activate Invoice configuration.
3. Select the Start date from which automatic invoicing begins.
4. Click Activate.

The configuration is activated only for the currently selected facility. Invoices are created for all debt claims with a due date on or after the selected date.

Important: If you select a date in the past, invoices are also created retroactively for the debt claims due since that date.

The Activation history tile in the detail view of the configuration shows for which facility the configuration was activated, the Activation date and the Start date for invoicing.

Export invoices

To export the invoices generated by your invoice runs, go to Finance / Tax consultant / Export lists.

1. Click the Create export list button at the top right. The Create Export list dialog opens.
2. Under the type, select Invoice list. The dialog also offers Invoice detail export and Grouped invoice export.
3. Choose the facilities with the facility selector (default Current facility) and set the Period. Optional: enter a Description (up to 100 characters).
4. Click Create.

Once the export appears in the overview, start the download via the three-dot menu at the far right of its row. Select Download as excel file for the full list, or Export List as summarized Excel file for a summary.

This way, you have all invoices from your invoice runs in one place and can forward them to your accounting department or tax consultant.

Note: This article was created with the help of artificial intelligence and editorially reviewed.