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Learning Objectives

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

  • Schedule an invoice run

  • Edit a invoice run

Invoice runs

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.

Invoice runs are always part of an invoice run schedule. The period and number of invoice runs that need to be generated are determined by the invoice run schedule.

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titleOpening an invoice run (schedule)

To open an invoice run:

  1. Navigate to the option “Invoice runs” in the menu under “Invoicing”

  2. In the search box you can search for invoice runs

  3. Click the IVR-reference to open an invoice run

To open an invoice run schedule:

  1. Navigate to the option “Invoice runs” in the menu under “Invoicing”

  2. Click on the ‘Invoice run schedules’ button

  3. In the search box you can search for invoice run schedules

  4. Click the IRS-reference to open an invoice run schedule

Expand
titleInvoice run schedule

Invoice run schedule

Creating an invoice run schedule

To create an invoice run:

  1. Navigate to the option “Invoice runs” in the menu under “Invoicing”

  2. Click on the button “Invoice run schedules”

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

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

    You can

    generate the invoice runs by pressing the button “Generate invoice runs”

    1. Save your schedule by pressing “Save and return” button.Note: if you do not want to create the invoice runs yet, click ‘Save and return’

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

Info

Note: at this stage, no invoices have been created. Invoices need to be created manually or are created automatically depending on the module setting 'Automatically generate invoices run = yes/no'.

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 first invoice period

To and including

The end date of the first invoice period. For a monthly run, this will be one month after the ‘From’ date

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

Invoice date 

Select the invoice date for the first invoice run. If the invoice periode is 4/1/23 to 4/30/23, the invoice day could for example be 4/3/23.

Due date 

Set the due date of the first of the first invoice.

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After generating

Invoice run

Expand
titleInvoice run
Create invoices via the invoice run (automatic)

Create invoices via the invoice run (automatic)

If is possible to fully automate the invoice generation proces using the setting below. If one of the settings is set to ‘no’ additional manual tasks need to be done. This is explained in the next section.

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Expand
titleCreate invoices via the invoice run (manual)

Create invoices via the invoice run (

s), to open the invoice:you navigate to invoice runs by using

manual)

When one of the following settings if set to ‘no’ a part of the proces needs to be done manually:

  • Automatically approve run

  • Automatically generate amounts invoice run, or

  • Automatically generate invoices run

  1. Navigate to the option “Invoice runs” in the menu under “Invoicing”

  2. In the search box you can now directly search for the invoice run OR open the invoice run via the invoice run schedule

  3. open the invoice run by clicking on the reference (the blue hyperlink) of the invoice.

The steps of an invoice run

1. An invoice run always starts in the status “Draft”

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2. It moves automatically “Draft”, but will move to the next status “On hold”

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

4straight away.

2.The next status is “On hold” (awaiting activation) . When the activation date of the invoice run is reached the status changes (manual or automatic) to ‘Submitted’.

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

  • Navigate to the tab “Amounts”

  • > Press the “Generate” button

  • Note: generating the amounts can take a while, this is done in the backgroung.

5 4. The last step is to generate the invoice(s) in the “Invoices” , depending on the setting this executed automatically or manualtab.

  • Navigate to the tab “Invoices”

  • > Press the “Generate” button

  • Note: generating the invoices can take a while, this is done in the backgroung.

65. After generating the invoices the next step is to send out the invoices. That will be explained in separate article.

Info

Settings for the invoice runs can be found through the menu via Admin - Module settings - Contracts:

  • Activate invoice run x days before start date

  • Automatically approve run

  • Automatically generate amounts invoice run

  • Automatically generate invoices run

Summary

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  • The period and number of invoice runs that need to be generated are determined by the invoice run schedule.

  • You can create weekly, quarterly, and yearly (depending on the agreements stated in the contract) invoice runs.

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