Billing the reception

Employees with the relevant access rights can create invoices:

  • from a reception,
  • From a billing table;
  • directly from the purchase invoices management module.

You can create several types of invoices or credit notes:

  • an independent invoice: which means you create a header and one or multiple invoice lines,
  • an internal invoice: if you offer internal services, you may have to standardize the transaction via an internal order that must be issued for an internal customer. Each invoice line will be built from a sold product associated with a class 9 account;
  • a Group invoice: you must use this option when issuing an invoice for an external company that belongs to the same group (of companies) than your company. Each invoice line will be built from a sold product linked to the group;
  • a receivable invoice.

The creation process stays the same.

1 Go to Management > Purchases > Invoices > .
2 Under the Header tab, enter the following information and save:
  • Number: Invoice number. Akuiteo automatically generates a number when the user doesn't enter one.
  • Journal: the purchase journal linked to the invoice. If the connected user is linked to a default purchase journal, then this field is automatically filled in but can be modified.
  • Invoice's creation, validation, sending and payment dates.
  • Entity and purchaser names.
  • Supplier's contact details.
  • Supplier reference: the supplier's invoice number.
  • Payment authorized on / by: the payment's date and type. Permitted payment authorization (%): the permitted payment authorization.
  • Project's information.
1 Click on the Lines tab > .
2 Select the type of VAT to apply:
  • Without VAT: allows you to issue a tax-free invoice. This option is checked by default if the customer is exempted from taxes.
3 In the Multiple criteria sub-section, fill in the different fields and save:
  • Grouping: the grouping of charged services.
  • Reference: the products' references.
  • Quantity: the number of billed products in the line.
  • Unit price: the purchased product's unit price.
  • Discount: in amount or percentage.
  • Account / Reconciliation account: the account and reconciliation account's numbers.
  • Project / phase / sub-phase: the project's code to which the offer line is linked and the project's phase and sub-phase. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES).
  • Start and end dates.
  • Resource: the labour and other resources used to perform the service.
  • Reception associated with the invoice.
  • Holdback: enables you to mark the line as a holdback (subject to DMF 040653).
4 Right-click on the lines to indicate if they are rebillable or have already been re-billed. As such, you must enable the DMFs 040637 PURCHASES PURCHASE INVOICE MARK AS REBILLABLE and 040722 PURCHASES CREDIT NOTE MARK AS REBILLABLE.
5 Save.

You can add due dates, recipients or other information by clicking on the relevant tabs.

You can create a new invoice by duplicating another invoice via the Edit > Duplicate the invoice menu.

Note

If the FF_RETENUE_GAR management rule is enabled, a line with the due date will be created for each invoice line marked as Holdback. The due date is established based on the No. Days indicated in the Holdback section, at:

  • the project;
  • the supplier (if not indicated on the project);
  • the company (if not indicated on the supplier);

Due dates related to the Holdback cannot be modified nor deleted

1 Double click on the search result to open the reception to be billed.
2 Go to Edit > Bill the reception.
3 Fill in the invoice's record sheet.

Grouping multiple receptions in a single invoice

You can also group multiple receptions in a single invoice.

To do so:

1 Search for non-billed receptions.
2 In the search results, choose the receptions and click on .
3 In the opening window, enter the information about the invoice to be created.

The new invoice is created.

Entering general information

1 Go to Management > Purchases > Supplier billing schedule > .
2 Under the Header tab, enter the following information:
  • Number: the billing table's number. Akuiteo automatically generates a number when the user doesn't enter one. This numbering can be set up in the Sales management module depending on the company, the accounting period and the journal.
  • Journal: the purchase journal linked to the billing table. If the connected user is linked to a default purchase journal, then this field is automatically filled in but can be modified.
  • Invoice creation date.
  • For the customer:
  • Validated on: the validation date.
  • Subscription: enables you to take the accounting's subscription set on the purchased product.
  • Order date: the date when the order was created.
  • Mgr: the name of the employee in charge of the billing table.
  • Entity: the entity associated with the order.
  • Currency: the code of the currency used. By default, the currency indicated in the billing table is the reference currency.
  • Currency rate: the currency rate applicable on the invoice date. The default rate is 1.00000000.
  • Supplier references
3 Enter the name of the supplier linked to the table. Contact details are automatically added.
4 Enter the project's information:
  • Multi-project: enables you to specify whether the billing table is linked to several projects, phases or sub-phases.
  • Single-project and multi-phase: enables you to link the billing table to a project's phase.
  • Contract: the default contract date if it is indicated in the header. Matches the date when the company begins to provide the service described in the line.
  • Expected: the expected service delivery or end dates.
  • Project: the project, phase and sub-phase codes.

Adding billing lines

1 Click on the Lines tab, then on .
2 In the VAT section, check Without VAT. As such, you will be able to create a tax-free billing table. This box is checked by default.
3 Under the Multiple criteria section, fill in the following fields:
  • Product's reference.
  • Expected sold quantities and the product's unit price. Akuiteo automatically suggests the sales price when this latter is associated with the selected product.
  • Discount: in amount or percentage.
  • Subtotal: the subtotal amount in euros.
  • Project, phase, sub-phase: the project's code linked to the offer line. This information can only be entered if the billing table is multi-project / phases / sub-phases (Multi = YES).
  • Contract date, expected billing date and start and end dates.
  • Resource associated with the invoice.
4 If the price on the billing line has to be revised, then fill in the following fields in the Revision section:
Field Description
Index

Select the revision index from the help list. If an index is set on the purchased product associated with the billing line, then that index is automatically filled in.

The indexes are set up from the menu General setup > Cross-cutting > Indexes.

The following fields are not displayed when the Index has no entered value.
Periodicity

Select the periodicity in the drop-down list. A default periodicity is displayed when a periodicity is set on a purchased product linked to the billing line.

The periodicity enables the user to automatically indicate the date for the next revision when reviewing prices.

Example

The next revision date indicated in a line was 01/01 and the periodicity is defined on Half-yearly. When calculating revised prices, the next revision date will therefore be 07/01.
Next revision Enter the date for the next revision. This date enables you to retrieve the relevant billing schedule when using the price revision feature in the billing schedules module.
Date Y-1

Indicates the date when prices were last revised.

This field is automatically filled when the price on the billing line is revised. When this field is empty, that means the price on the billing line was never revised.
Value N-1

Indicates the index value entered during the last revision.

This field is automatically filled when the price on the billing line is revised. When this field is empty, that means the price on the billing line was never revised.
U. Price Ex. tax Y-1

Indicates the unit price Ex. tax entered on the billing line during the last revision.

This field is automatically filled when the price on the billing line is revised. When this field is empty, that means the price on the billing line was never revised.
Date Y

Enter the index's current reference date. Depending on values entered when setting up the index, this reference date enables the user to determine that index's Value Y.

Example

The index setup (monthly periodicity) indicates 275.0 as the value in June. If you enter 06/10 as the reference Date Y, then 275.0 will be the default Value Y.
Value Y Indicates the current index's value based on the reference Date Y. This value is automatically filled in and cannot be modified.

Validating the billing table

Once your purchase is delivered and billed, your dashboard must be closed to avoid any modification.

To do so, go to Edit > Validate without printing or Edit > Validate and print if you want to validate and print your dashboard.

The current date is automatically entered as the validation date. The window's title confirms that the object was already validated.

You must review your billing table if you want to generate a new version that can be modified.

The billing table can now be modified. You can:

  • review the budget and only modify some authorized fields;
  • update the billing table if you made some modification, via Edit > Administration > Update the billing schedule.
  • duplicate or delete the schedule via the Edit menu.
DMF

Modify multiple custom data

DMF

040821 PURCHASES BILLING SCHEDULES MODIFY BY BATCH

040811 PURCHASES BILLING SCHEDULES MODIFY VALIDATED BILLING SCHEDULES

Prerequisite: Custom data must be created (see Custom data).

Custom data can be modified on multiple objects or third parties at once.

1 Start a search and select the results to modify.
2 Right-click on the selection and click on Edit custom data.

The Modify custom data window opens.

3 Check the custom data to modify and enter the new value for each checked element.
4 Click on Validate.

Custom data are modified in the selected management objects.

DMF

040817 PURCHASES BILLING SCHEDULES REVIEW PRICES

Depending on the duration of billing for a billing table, you may have to review service prices based on the value of the relevant revision index.

Important

To be able to review the lines in a billing table , you must have filled the fields in the Revision section for the relevant billing lines.

The billing table must be validated but not delivered.

Search for billing tables to be reviewed.

1 Click on Management > Purchases > Review prices > Billing schedules.

The search screen opens. This screen is similar to the one that displays when searching for billing tables that have an additional tab for Price Review.

2 Enter the search criteria of your choice. In Price review, enter the following criteria:
Criterion Description
Reference date

Enter the reference date that will be used to update prices in the billing lines, based on the index value entered on that date. The current date is filled in by default.

Example

The index setup (monthly periodicity) indicates 275.0 as the value in June. If you indicate 06/10 as the reference date, then 275.0 will be the value used when reviewing prices.
Index

Select the relevant index in the help list.

The indexes are set up from the menu General setup > Cross-cutting > Indexes.
To be reviewed between ... and ... Enter the revision period that matches with the date for the next revision entered in the billing lines.
3 Start the search.

The validated and reviewable billing tables matching with the search criteria are displayed in the results window.

Calculating reviewed prices

The feature for calculating prices enables the user to simulate new prices in the billing lines based on the index value entered on the selected reference date. Values displayed in the table are therefore updated but the data remain unchanged.

From the results in the reviewable billing tables, click on at the top right of the screen to display the calculation for reviewed prices in the table lines:

  • Values in the Date Y, Value Y and U. Price Ex. tax Y columns are respectively moved to Date Y-1, Value Y-1 and U. Price Ex. tax Y-1 columns.
  • The Date Y column now displays the first day of the month – for the reference date that was indicated (for example, for a reference date entered on 06/20/2020, the Date Y column displays 06/01/2020).
  • The Value Y column now displays the index value entered on Date Y.
  • The U. Price Ex. tax Y now displays the unit price for the billing line, calculated based on the index's Value Y.
  • The Next rev. column displays a new due date, calculated based on the initial next revision date to which the associated Periodicity is added.

Example

The next revision date indicated in a line was 01/01 and the periodicity is defined on Half-yearly. When calculating revised prices, the next revision date will therefore be 07/01.

Updating prices

From the results list for reviewable billing tables, click on , then confirm the price review. All displayed lines are reviewed based on the index's value entered on the selected reference date. Data linked to price review are therefore updated.

Note

The results list is updated. Depending on the criteria indicated in the search screen, you may not be able to modify the billing lines, for example if the next revision date you have entered in To be reviewed between ... and ... is no more included in the indicated period.

Prerequisites: the billing table must be validated.

1 Open your billing table and click on the Lines tab.
2 Select one or several lines to bill and right-click on the selection.
3 Select Bill the selected lines.
4 In the opening window, enter the billing parameters and validate.

It is possible to automate requests approval when booking a purchase invoice in order to ensure coherence between information on the invoice and requested and received approvals.

To generate automatic requests approvals, two parameters must be configured:

  • In General Setup > Purchase > Saving of purchase invoices, check YES: If you want the application to require a signature or payment authorization on purchase invoices [...].
  • In the supplier record sheet, check the Payment authorization, via Finances > Accounting parameters.

Requests can also be manually approved. For more information, refer to Requesting an approval.

When all requests have been approved, the invoice's payment authorization changes to 100%. The date on the payment authorization is the last approval date.

Important

The booking process can be monitored if the Check existence of original PDF option is selected in the original PDFs parameters when booking purchase invoices and credit notes. To be booked, a purchase invoice / credit note must have an original PDF document.

Reference

For more information about the sealing of the original PDFs, refer to Documents - Managing original PDFs by document type.

Booking is essential to make sure the invoice payment is taken into account in Akuiteo. A booked invoice can neither be modified nor deleted.

There are several ways to book an invoice:

1 Open an invoice.
2 Go to Edit > Book the invoice.

This operation automatically books the invoices if the integrated management was activated. The generated accounting entry is automatically validated on the current date.

1 Open an invoice.
2 Go to Edit > Book and print the invoice.
3 In the printing screen, select the relevant template and confirm.

This operation automatically books the invoices if the integrated management was activated. The generated accounting entry is automatically validated on the current date.

This option also allows you to print the invoice.

This option enables you to book multiple invoices at once.

In the sales invoices search results window, select the invoices of your choice and right-click on your selection, then click on Book the selected invoices/credit notes.

This operation automatically books the invoices if the integrated management was activated. The generated accounting entry is automatically validated on the current date.

This feature allows you to view the supplier's accounting situation (list of invoices and payments).

1 Open the invoice.
2 Go to Edit > Accounting situation of the supplier.

This feature allows you to save the invoice summary in the project flows.

1 Open the invoice.
2 Go to Edit > Administration > Add the invoice to the flows.

This feature allows you to simulate a payment. Note that this process is specifically used when retrieving data or errors.

1 Open the invoice.
2 Go to Edit > Administration > Mark as paid.

If you want to mark the invoice as not paid, follow the same procedure and select Mark as not paid.

When requests for approval are generated, you can force the payment authorization in order to reverse the invoice approval system, even if there are still pending requests for approval. This feature is subject to the DMF 040614.

1 Open the invoice.
2 Go to Edit > Administration > Force payment authorization.

Pending invoice approval requests are deleted. Approved or denied requests are saved.

This feature allows you to cancel and balance the selected invoice. The invoice must be booked.

  • From the invoice record sheet, go to Edit > Global credit note. The new credit note is now paid.

This feature allows you to partially cancel the selected invoice.

  • From the invoice record sheet, go to Edit > Partial credit note. The invoice and the credit note are not paid.

A non-booked invoice with a negative total sum can be converted to a credit note. Only a limited number of users must access this feature, preferably the person in charge of the invoice.

1 Open the invoice to convert to a credit note.
2 Go to Edit > Administration > Convert the invoice to a credit note.

A confirmation message is displayed.

You can create a credit note by retrieving the information contained in the original invoice.

1 Open an invoice.
2 Go to Edit > New > Duplicate the invoice as a credit note.

A new independent credit note opens.

It is possible to link a credit note to an invoice without updating the balance.

1 From the relevant credit note, click on Edit > Administration > Linking the credit note to an invoice.
2 In the window, specify the Invoice number to which you want to link the credit note and the Linking date.
3 Click on Validate.

The credit note is linked to the invoice. The balance is not updated. It is possible to find the invoice linked in the History tab.

To detach the credit note of the invoice without updating the balance, go to Edit > Administration > Detach from the invoice.

To detach a credit note from an invoice while correctly recalculating amounts, you must follow the actions below:

4 To use this feature, go to Edit > Administration > Detach from the invoice.

It is possible to modify an invoice before validating it.

This feature enables you to modify the Header tab of an invoice.

1 Open the invoice.
2 Go to Edit > Administration > Update the invoice header or click on the arrow at the right of the icon.
3 Modify the desired information then click on to take it into account.

You can update the list of invoice recipients. Recipients are filtered according to the customer's name, and can either be direct recipients or in copy.

1 Open the invoice.
2 Go to Edit > Update the recipient list.

This feature allows you to modify the payment schedule.

1 Open the invoice.
2 Go to Edit > Modify the payment schedule.
3 The Due dates tab opens and you can therefore enter the dates and the due dates in each line.

Note

Some suppliers may choose to pay 95% of issued invoices and pay the remaining 5% at the end of the warranty period. To exclude these holdbacks from the supplier's aging schedule, a due dates line can be marked as a Holdback. To be able to use this feature, you must enable the FF_RETENUE_GAR management rule.

DMF 040652 PURCHASES PURCHASE INVOICES NEUTRALIZE VAT

This feature allows you to neutralize the VAT in a due date line. Lines with Neutralized VAT are excluded from VAT declarations.

1 From the invoice record sheet, open the Due dates tab.
2 Right-click on the desired line, then click on Neutralize VAT.
3 Confirm.

The indicator in the Neutralized VAT column is now checked.

To remove the Neutralized VAT indicator, right-click on the desired line, click on Mark VAT as not neutralized, then confirm.

Rebilling enables you to create a new order. The information relative to the supplier is pre-filled.

1 Open the invoice.
2 Go to Edit > Rebill to the customer.
DMF 040640 PURCHASES PURCHASE INVOICES BATCH UPDATE

You can quickly modify an item in several purchase invoices, by batch.

1 Start a search for suppliers.
2 Select the purchase invoices you want to modify and click on Modify by batch at the top of the search result.
3 In the dialog box that opens, enter the information to be modified and validate.

The information is updated.