Contract automatically generates sales invoices. Their formation is controlled on the "Invoicing" tab of the contract.
The invoicing contract can be created by clicking "New Contract," which allows you to fill in the contract details. This guide examines the contract's invoicing tab and contract invoicing.
1. Navigate to contracts in the system administration area by selecting Sales -> Sales -> Contracts.
-> Locate the desired contract from the list and open it by clicking on the contract number.
2. Navigate to the contract's invoicing tab by clicking on "Invoicing."
If there is a red warning triangle on the invoicing tab, it means that the contract cannot be invoiced yet. Hovering over the warning triangle will provide the reason for this.
Reasons may include:
- The contract is not active (the contract has not been approved).
- The contract does not have recurring data (missing from the invoicing tab).
- The contract does not have a next invoice date (missing from the invoicing tab).
When transitioning to the contract's invoicing tab, the view appears empty.
3. Invoicing Recurrence.
- No invoicing
- The contract does not generate invoices.
- Recurring
- Invoices are generated automatically based on the "Next invoice date" on the Invoicing tab and the settings in Sales Invoices.
- After the invoice is generated, the contract's "Next invoice date" is updated based on the "Recurrence" information.
- Various options can be set here, such as "1 month or 4 weeks".
- If invoices are to be sent automatically, "Yes" should be selected in this field. In this case, the invoices are generated in "Scheduled" mode and are automatically sent to the customer on the invoice date.
- The invoicing method is "Fetch from CRM," meaning that the invoicing details are retrieved from there, and they are updated on the contract if changes are made.
4. Invoicing recurrence.
- In installments (partial payments)
- At the time of contract creation, installments are added in the "Paid in x installments" field.
- For each installment, a fixed invoice date is set. The system automatically divides the total contract amount into installments. However, the user can edit this information if needed, in which case the system compares these details in the summary panel at the beginning of the "Invoicing Details" section.
- Lump sum (payment in one installment)
- Functionally similar to "In installments," but invoicing in one installment.
5. Saving and approving the contract.
Once the contract details, including invoicing information, are saved, the contract still needs to be approved.
Process -> Contract approved.
Once the contract is approved, any remaining warnings on the contract are removed, including the warning triangle on the invoicing tab.
6. Invoicing and monitoring the situation.
The contract begins to generate invoices according to the aforementioned conditions. Invoices can also be manually generated from the contract by clicking "Create Next Invoice." In this case, the invoices are left awaiting automatic sending according to the set conditions.
The status of the contract's invoicing can be monitored in the "Invoices" section.
In the example, the customer has paid the first invoice, and its status is "paid," with an open balance of 0.00€. During the dispatch, the invoice has been assigned an invoice number and reference number.
The second invoice is still in draft mode and is in the "Scheduled" status. It will be automatically sent to the customer on the invoice date.
Other status codes visible on the invoicing tab may include:
- Draft: The invoice has been created but will not be sent to the customer automatically; it needs to be manually sent.
- *Verify: Send invoices automatically setting
- Open: The invoice has been sent to the customer but has not been paid.
- Credited: Credited invoice and credit note.
- Past due
- 1. Reminder and 2. Reminder
- In collection
