Difficulty: starter/ novice/ expert/ legend
Content
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.
To open an invoice run:
Navigate to the option “Invoice runs” in the menu under “Invoicing”
In the search box you can search for invoice runs
Click the IVR-reference to open an invoice run
To open an invoice run schedule:
Navigate to the option “Invoice runs” in the menu under “Invoicing”
Click on the ‘Invoice run schedules’ button
In the search box you can search for invoice run schedules
Click the IRS-reference to open an invoice run schedule
Invoice run schedule
Creating an invoice run schedule
To create an invoice run:
Navigate to the option “Invoice runs” in the menu under “Invoicing”
Click on the button “Invoice run schedules”
Click on the button “Create invoice run schedule”
After filling in the details for your invoice run:
You can generate the invoice runs by pressing the button “Generate invoice runs”
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:
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Invoice category | Select the invoice category. |
Invoice run
After generating the invoice run(s), to open the invoice:
you navigate to invoice runs by using the option “Invoice runs” in the menu under “Invoicing”
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” | 
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2. It moves automatically to the status “On hold” |
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3. The invoice run moves X days (depends on setting) automatically to the status “Submitted.” This also can be done manually. |
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4. The next step is to generate the amounts to be invoiced in the Amounts “Tab”. This also can be done automatically (setting)
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5. The last step is to generate the invoice(s) in the “Invoices”, depending on the setting this executed automatically or manual.
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6. After generating the invoices the next step is to send out the invoices. That will be explained in separate article. |
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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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