FacturationPrestationsDevis batch

The FacturationPrestationsDevis batch is used to automatically generate non-booked invoices from the services specified manually in the Services menu and then validated in the Manager module of the Web Portal.

This batch can also be used to manually start the automatic generation of invoices, from Management > Sales > Services billing. The parameters set up in the batch are used, except for some filters that can be specified directly in the start window by the user.

References

For more information about entering and validating services from the Web Portal, see Services.

For more information about the manual starting of the invoices generation, see Creating an invoice from services.

When creating the batch, select FacturationPrestationsDevis in the Batch template drop-down list.

When the batch is started, the non-booked invoices are created from services validated by the manager. If there are multiple validated services linked to the same quotation, the different services lines are grouped in a single invoice.

The batch only processes the services that, from the batch's last execution date or from the status date specified in the parameters:

  • are linked to a signed quotation containing services lines,
  • have a validation date reached or exceeded,
  • have a period end date reached or exceeded.

Important

If the PERIODICITE_LIGNE parameter is entered, the batch only processes lines to bill whose periodicity matches the value in the parameter.

When the batch is done processing:

  • A summary is sent by email to the employees specified in the managers fields of the batch setup.
  • An email is also sent to the relevant project managers to let them know invoices are pending validation. If several draft invoices have been generated for the same project manager, the different invoices are grouped in a single email.
  • The expected billing date of the lines to bill is updated based on the CALCUL_DATE_FAC parameter.

Integration of the fixed price

The fixed price is added on the base or customer rate (Management > Sales > Base price or Customer price) of a sold product.

When the sold product is added on a quotation containing services lines, a fixed price line will be created per service line on the generated invoice when the batch is executed. This line contains the following information:

  • Information of the service line specified in the quotation (Reference, Project, Billing type etc);
  • Label: Fixed price label;
  • Quantity: Quantity is forced to 1;
  • Unit price: The unit price is the fixed price matching the relevant price applied.

Down payments integration

When a sold item has the Linked to down payments box checked on the sold item record sheet or the quotation containing services lines and down payments have been payed via the billing schedule (Management > Sales > Billing schedules). A retrieved down payment line is created on the invoice generated by the batch. This line contains the following information:

  • Information of the service line specified in the quotation (Reference, Project, Billing type etc);
  • Label: Down payment retrieve;
  • Quantity: Quantity is forced to 1;
  • Account: Account for down payments (class 419);
  • Same customer;
  • Same Project/Phase/Sub-phase;
  • Same sold item;
  • Text on line: Down payment on (date of the invoice for the down payment) for an amount of (Pre-tax amount of the down payment line).

Reference

For more information about sold products linked to down payments, refer to A sold product must be created..

Simulation

Thanks to the SIMULATION parameter, the batch can be run in simulation mode in order to ensurer the batch runs well before its execution in real conditions.

When simulation is enabled, the batch does not generate any invoices. Instead, the batch sends a summary email to the desired recipients. That email contains an Excel spreadsheet that corresponds to the list of services for which an invoice would have been generated if simulation had been disabled.

The parameters in the following table correspond only to the parameters specific to the FacturationPrestationsDevis batch.

Reference

To view the parameters common to most batches, refer to Setting up the common parameters.

Code Description Type Required
ACTIVITES

Codes of the activities to be included in the batch process. Each code must be separated by a semicolon.

If no activity code is specified, all activities are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: ACT1;ACT2;ACT3

 No
AFFAIRES_A_INCLURE

Codes of the projects to be included in the batch process. Each code must be separated by a semicolon.

If no project code is specified, all projects are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: PRO1;PRO2;PRO3

 No
CALCUL_DATE_FAC

When the batch is done processing, the expected billing date of the lines to bill is updated. This parameter is used to specify if the calculation method for this new date is based on the anniversary date or on the civil calendar.

If the parameter is not entered, the anniversary is used by default.

The following values are available:

  • Birth date so the calculation on the provisional billing date is done on the service quotation's birth date.

Example

For the monthly billing anniversary, we will take the same day of the next month: 08/15 09/15

For the quarterly billing anniversary, we will take the same day + 3 months: 08/15 11/15

Note

If the anniversary is on, for example, the 02/29 of a non leap year or the 31th of a 30days month, the last day of the month will be specified.

  • Calendar days so the calculation on the provisional billing date is done on the last day on the yearly period to bill +1.

Example

If the billing is done quarterly, we will take the last day of the quarter +1, so the 04/01 to bill the 01/01 to the 03/01 period.

List of values

Ex: Anniversary

 No
CLIENTS_A_EXCLURE

Codes of the customers to be excluded in the batch process. Each code must be separated by a semicolon.

If no customer code is specified, all customers are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: CUS1;CUS2;CUS3

 No
CLIENTS_A_INCLURE

Codes of the customers to be included in the batch process. Each code must be separated by a semicolon.

If no customer code is specified, all customers are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: CUS1;CUS2;CUS3

 No
DATE_FACTURATION

Billing date of generated invoices during the batch running.

If this parameter is left empty, the batch's execution date is used by default.

Date

Ex: 01/01/2022

 No
DATE_SITUATION

Status date of the invoices generated during the batch process. By default, the batch's execution date is used.

The batch only processes services with a date that is before or the same as the status date.

Date

Ex: 01/01/2022

 No
DEPARTEMENTS

Department codes to include for the batch process. Each code must be separated by a semicolon.

If no department code is specified, then all departments are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: DEP1;DEP2;DEP3

 No
DIVISIONS_A_INCLURE

Codes of the divisions to be included in the batch process. Each code must be separated by a semicolon.

If no division code is specified, all divisions are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: DIV1;DIV2;DIV3

 No
ETABLISSEMENTS_A_EXCLURE

Codes of the entities to exclude in the batch process. Each code must be separated by a semicolon.

If no entity code is specified, all entities are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: ENT1;ENT2;ENT3

 No
ETABLISSEMENTS_A_INCLURE

Codes of the entities to be included in the batch process. Each code must be separated by a semicolon.

If no entity code is specified, all entities are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: ENT1;ENT2;ENT3

 No
FAMILLES_AFFAIRES

Projects families codes to include in the batch process. Each code must be separated by a semicolon.

If no projects family code is specified, all project families are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: FAM1;FAM2;FAM3

 No
MAIL_RESPONSABLE

At the end of the process, a summary is sent by email to the employees specified in the managers fields of this parameter.

The following codes can be used, separated by a semicolon: RESP_COM_AFF ; RESP_PRO ; RESP_FIN ; RESP_AFF ; RESP_COM_CLI ; RESP_COMPTE_CLI ; RESP_DIV.

An Excel spreadsheet is attached to the email and contains the list of draft invoices generated by the batch.

If this parameter is left empty, no email is sent.

String

Ex : RESP_COM_AFF;
RESP_COMPTE_CLI

 No
MAIL_USER If the parameter is set to True, when the SIMULATION parameter is set to True, the summary email will be sent to the email address of the user specified in the BATCH_USER parameter. Boolean No
PERIODICITE_LIGNE

Allows you to indicate the periodicity for the processed lines by the batch. If this parameter is specified, only the lines to bill with the corresponding periodicity will be processed by the batch.

The following values are available:

  • EMPTY
  • MONTHLY
  • QUARTERLY
  • HALF-YEARLY
  • ANNUAL

If the parameter is left empty, the batch takes into account all service lines no matter their periodicity.

The batch only process the lines for which the provisional billing date is before or equal to the batch's execution date.

Example

If the QUARTERLY value is selected, the batch only processes the service quotations lines, validated and not linked to an invoice, which periodicity is defined on quarterly.

List of values

Ex: HALF-YEAR

 No
REGROUPER_COMMENTAIRE

Note

This parameter is only taken into account if the REGROUPER_LIGNES parameter is specified.

When this parameter is set on True, comments of the services declarations are concatenated and specified in the text field on the invoice line when several services declarations are grouped on the line (in the limit of 4,000 characters).

In the case which two comments are identical, only one will be displayed on the invoice line in order to avoid duplicates.

If the parameter is set on False or left empty, the text field on the invoice will never be specified by the batch when the line correspond to several grouped declarations. The comment will always be specified automatically if the invoice line correspond to only one declaration.

 Boolean No
REGROUPER_LIGNES

Allows you to group in the same invoice line the services specified and validated which are on the same sold product, in order to take into account sliding price scale or to reduce the number of lines on the invoice.

The following values can be specified:

  • ProduitsAvecTarif - The batch groups on the same invoice line the services entered and validated which are, by priority order:
    1. On the same sold product set up with customer prices on the customer and on the same price mode as the service quotation.
    2. On the same sold product set up with base rates and on the same price mode as the service quotation.
    3. On the same sold product set up with prices.
  • ProduitsSansTarif - The batch groups on the same invoice line the services entered and validated which are on the same sold product but set up without a price.
  • ProduitsAvecTarif;ProduitsSansTarif - The batch groups the services entered and validated following the grouping rules of ProduitsAvecTarif and ProduitsSansTarif.

In each case, the unit price specified by default depends on the grouped quantity according to the maximum threshold.

Example

In the customer price, the following prices are set up:

Threshold Unit price
Between 1 and 9 100
Between 10 and 19 95
Between 20 and 99 85

If the grouped quantity equals to 3, the unit price of the grouped line is 100.

If the grouped quantity equals to 18, the unit price of the grouped line is 95.

If the parameter is left empty, then the lines will not be grouped and the batch creates an invoice line by service line processed by the batch.

String

Ex : ProduitsAvecTarif;
ProduitsSansTarif

 No
REGROUPER_MOIS_PRODUCTION

Note

This parameter is only taken into account if the REGROUPER_LIGNES parameter is specified.

When the parameter is set on True, services inputted on the same production month are grouped on the same line on the invoice generated by the batch.

When the parameter is not specified, it is considered as set on True.

 Boolean No
REGROUPER_PERIODE

Note

This parameter is only taken into account if the REGROUPER_LIGNES parameter is specified.

Allows you to define a grouping period for the service lines processed by the batch. On a specified period, service lines entered and validated are grouped on the same invoice line when they possess the same following characteristics:

  • same product sold according to the REGROUPER_LIGNE parameter
  • same resource according to the REGROUPER_RESSOURCE parameter
  • same period according to the REGROUPER_PERIODE parameter

The following values are available:

  • Week - Services on the same calendar week (from Sunday to Saturday) are grouped on the same invoice line
  • Month - Services on the same calendar month (from the 1st to the last day of the month) are grouped on the same invoice line
  • Quarter - Services on the same calendar quarter (T1 = January the 1st to March the 31th / T2 = April the 1st to June the 30th / T3 = July the 1st to September the 30th / T4 = October the 1st to December the 31th) are grouped on the same invoice line
  • Half-year - Services on the same half-year calendar (Half-year 1 = January the 1st to June the 30th / half-year 2 = July the 1st to December the 31th) are grouped on the same invoice line
  • Year - Services on the same calendar year (from January the 1st to December the 31th) are grouped on the same invoice line

If this parameter is left empty, the lines are not grouped by period.

List of values

Ex: Quarter

 No
REGROUPER_RESSOURCE

Note

This parameter is only taken into account if the REGROUPER_LIGNES parameter is specified.

Allows you to define if the service lines processed by the batch must be grouped according to the resource or not. Service lines entered and validated are grouped on the same invoice line when they possess the same following characteristics:

  • same product sold according to the REGROUPER_LIGNE parameter
  • same period according to the REGROUPER_PERIODE parameter
  • same resource according to the REGROUPER_RESSOURCE parameter

The following values are available:

  • Without resource - Services are grouped on the same line whether the resource. If all the grouped lines have the same resource, then the latter is indicated on the invoice line. If the resource is not the same for all the grouped lines, then the resource is left empty on the invoice line.
  • Per resource - Services are only grouped on a same line if all lines have the same resource. This resource is indicated on the invoice line.

If this parameter is left empty, the lines will not be grouped per resource.

List of values

Ex: Par ressource

 No
RESP_AFFAIRE

Codes of project managers to include in the batch process. Each code must be separated by a semicolon.

If no project manager code is specified, all project managers are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: MGR1;MGR2;
MGR3

 No
SIMULATION

When the parameter is set to True, the batch runs in simulation mode. Thus, when the batch runs:

  • No invoices are created;
  • A summary email is sent and contains an Excel spreadsheet that lists the services to be billed. Those services are those for which a draft invoice would have been created if simulation had been disabled. The email is sent:
    • to the recipient specified in the MAIL_RESPONSABLE parameter.
    • to the email address of the user specified in the BATCH_USER parameter, only if the MAIL_USER parameter is set to True.

When the parameter is set to False, simulation mode is disabled thus the batch runs normally and invoices are really generated.

 Boolean Yes
SOCIETES_A_INCLURE

Codes of the companies to be included in the batch process. Each code must be separated by a semicolon.

If no company code is specified, all companies are taken into account by the batch.

String

Ex: COM1;COM2;COM3

 No
SOUS_FAMILLES_AFFAIRES

Codes of project sub-families to include in the batch process. Each code must be separated by a semicolon.

If no project sub-family code is specified, all project sub-families are taken into account by the batch.

Note

This parameter is ignored when manually starting the batch from Management > Sales > Services billing so the user can define the desired filters.

String

Ex: SSFAM1;SSFAM2;
SSFAM3

 No