Create Invoice

Target & Invoice Date

Target Date: the date when the order(s) will be invoiced from, including all previous periods that have not been invoiced yet. Affects the order(s).

Invoice Date: the actual date that the invoice will have. Affects journals and due dates.

Target dates are handled differently depending on the billing period and billing timing. Every example in this article is for an order with a monthly service period, that we want to invoice for June.

Recurring In Advance

If an order is recurring and has billing timing in advance, to capture the coming month we want to invoice for, we just need to have the target date at any day of that month, for example, the first day:

  • Target Date: 2019-06-01
  • Invoice Date: 2019-05-31

Recurring In Arrears

If an order has billing time in arrears, the month will not be billed until after the month, so we need to choose a target date that is after the month, for example, the first day of the next month:

  • Target Date: 2019-07-01
  • Invoice Date: 2019-07-01

Usage

Usage always has billing timing in arrears, as all the usage information for the period needs to be gathered before we can invoice for the complete usage of that month. Therefore, the target date choice is the same as recurring orders with billing in arrears:

  • Target date: 2019-07-01
  • Invoice date: 2019-06-30

One-Off

A one-off charge just has a start date, so only the invoice date is necessary for invoicing such a charge. If the start date of the One-Off is after the invoice date, the charge will be invoiced. For example, if we have a one-off from 2019-06-01, we need the invoice date to be at or after that date:

  • Invoice date: 2019-06-01

Customized Target Dates

If we are invoicing one order and it has multiple charges with different billing timings, we can use customized target dates. We can also use this when we are creating a batch with multiple orders that have different billing timings.


Create Invoice from a order

  1. Go to the header Orders
  2. Open the order that you want to invoice
  3. On the top header press Create invoice
  4. On the invoice order pop out set, 
    1. Target date - To what date the invoice should charge for, this will dictate what unprocessed usage should be invoiced for
    2. Invoice date- The actual date on the invoice when it is issued
  5. Press Create invoice button
  6. Once the invoice is created it needs to be Posted. Once a invoice is posted it can no longer be deleted but must be created. 

Invoicing Via Batch

Invoice via batch means to create a invoice for open and not invoiced orders that is caught by the target date you set. Meaning its a tool to invoice all your customers at once. 

  1. Go to the section Invoices
  2. Press the Invoice batches button 
  3. Configure how you want to run your batch. Either buy invoicing all accounts or a subset of accounts. There are two ways of selecting a subset of accounts. 
    1. Select the accounts you want to invoice manually by unchecking the Invoice all accounts and selecting the accounts you want to inlcude. 
    2. By using invoice batch groups functionality. The invoice batch group is added to the account and if selected you will then create a invoice batch for the accounts included in that group. 
  4. Set target date 
  5. Set invoice date
  6. You will get a batch log, if there are no errors press Back to Batches, otherwise, look into the errors and potentially resolve them.
  7. When back in the batch:

Post Invoice: Selected Invoice will be posted

OR

Post Batch: All invoices in the batch will be posted

Add Notes to Invoice Line

There might be a situation where you want to add notes or comments to your invoice. The note is then added to the invoice object in Younium. If that notes field also is added to your Invoice template it will also be included on your generated pdf. For more info on invoice templates, check out this article.

On the invoice

1. Press product line: This will dictate where the note will be on the invoice, the note will be below the product selected

2. Write note

3. Save

Invoice proposals

Generate invoice proposals to get a list of proposed invoices on your Orders. When you generate proposals Younium will go through all your Orders and create an invoice proposal item for the next invoice that should be created. 

Invoice proposals assume:

  • For charges that are invoiced in advance, you want to send the invoice so the invoice due date is the day before next service period.
  • For charges that are invoiced in arrears, you want to send the invoice the day after the service period.

To use Invoice proposals Invoices>> three dot menu>> Invoice proposals

 

To start, click "Generate proposals"

You will now get a list of invoice proposals, these are the proposed invoices that should be sent for each order, you can find your proposed invoice date as part of the table.

When you select an invoice proposal line you can see the order charges that are to be invoiced in the bottom section.

From the invoice proposal you can select one or multiple items and directly create invoices. Use the checkbox and the "Create invoice" menu item.