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Learning Objectives

After reading this article, you’ll be able to:

  • Tell the difference between ….Schedule an invoice run

  • Create you own …

  • Import xxx

Invoice runs

Invoice Run An invoice run is a batch job for generating invoices in bulk. You can generate invoices ad hoc or schedule the periodic invoicing of your contracts. You can create weekly, quarterly, and yearly (depending on the agreements stated in the contract) invoice runs, which activates X days, a setting you can change before the period needs to be invoiced.

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titleInvoice run schedule

Invoice run schedule

The period and number of invoice runs need to be generated is determined by the invoice run schedule.
For example you can create a schedule for the period you want to invoice 01-04-2023 to 30-04-2023, a monthly returning period (every month an invoice). You can enter how many invoice you want to generate X times or until a certain date.

To create a invoice run navigate to the option “Invoice runs” in the menu under “Invoicing.”

  1. Click on the button “Invoice run schedules”

  2. Click on the button “Create invoice run schedule”

  3. After filling in the details for your invoice run:

    1. You can generate the invoice runs by pressing the button “Generate invoice runs”

    2. Save your schedule by pressing “Save and return” button.

On the bottom of the page you can see a list of the generated invoice runs for this schedule.

Field name

Description

Name (1)

The name of the invoice run schedule

Description (1)

The description of the schedule

From

The start date of the invoice period

To and including

The end date of the invoice period

Name (2)

The name of your invoice run template

Description (2)

The description of your invoice run template

Cycle

The cycle of your invoice run (Weekly/Monthly/Yearly etc.)

Invoice name

The name of your invoice

Invoice name format

You can select a format for the invoice name:

  • Invoice name + contract name

  • Invoice name + contract name + debtor

  • Invoice name + debtor

Invoice category

Select the invoice category.

Expand
titleInvoice run

Invoice run

After generating the invoice runs, to open the invoice:

  1. you navigate to invoice runs by using the option “Invoice runs” in the menu under “Invoicing”

and

  2. open the invoice run by clicking on the reference of the invoice.

You will see the general tab of the invoice run.

  • An invoice run starts in the status “Draft”

  • It moves automatically to the status “On hold”

  • The invoice run moves X days (depends on setting) automatically to the status “Submitted.” This also can be done manually.

  • The next step is to generate the amounts to be invoiced in the Amounts “Tab”. This also can be done automatically (setting)

  • The last step is to generate the invoice(s) in the “Invoices”, depending on the setting this executed automatically or manual

After generating the invoices the next step is to send out the invoices, see article XXXXX.

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Summary

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