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Content

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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.

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titleInvoice run schedule

Invoice run schedule

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.
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 invoices you want to generate X times or until a certain date.

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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

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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

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titleInvoice run schedule

Invoice run schedule

Creating an invoice run schedule

To create an invoice run navigate :

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

“Invoicing.”

  1. “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:

    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.

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titleInvoice run

Invoice run

After generating the invoice run(s), to open the invoice:

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

  2. 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 starts in the status “Draft”

2. It moves automatically to the status “On hold”

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

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

  1. Navigate to the tab “Amounts”

  2. Press the “Generate” button

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

  1. Navigate to the tab “Invoices”

  2. Press the “Generate” button

6. 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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