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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.

 Opening 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

 Creating an invoice run (schedule)

Creating an invoice run (schedule)

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

    1. 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.

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.

 Create invoices via the invoice run (automatic)

Create invoices via the invoice run (automatic)

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

 Create invoices via the invoice run (manual)

Create invoices via the invoice run (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

Opening an invoice 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”, but will move to the next status straight 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”.

    • Navigate to the tab “Amounts” > Press the “Generate” button

    • Note: generating the amounts can take a while, this is done in the background. Refresh the page if needed.

  4. If you want to see the details regarding the amounts, click on the magnifying glass behind “To be invoiced amounts. It will show an overview of the amounts.

  5. After the amounts are generated, the amounts can be deleted by using the “Delete amounts” button. A reason for deleting the amount is that mutations (deleted/ added/ amounts changed) where done to the contracts. This button is only available if the invoice run is not yet approved or if invoices are created.

  6. After generating the amounts, the invoice run needs to be approved by the Invoice run reviewer. It is possible to automate this step in the settings.

  7. The last step is to generate the invoice(s) in the “Invoices” tab.

    • Navigate to the tab “Invoices” > Press the “Generate” button

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

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

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

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