Billing the customer for an order

Employees with the relevant access rights can create invoices:

  • From a delivery;
  • From a billing schedule;
  • Directly from the invoice management module.

Invoices can be generated by batch, from multiple delivery notes for instance.

The user or another user with necessary rights must book the invoices to automatically generate sales account entries in the Account module.

The invoice will be booked and printed in the indicated number of copies.

The payment terms can be set up in the customer and/or project's record sheet. When creating an invoice, Akuiteo calculates the projected payment date based on these payment terms. The user can modify this date if necessary (the initial deadline is kept).

You can create several types of invoices or credit notes:

  • an independent invoice/credit note: consists in inserting a header and one or several invoice lines;
  • an internal invoice/credit note: if you offer internal services, you may have to standardize the transaction via an 'internal' order that must be emitted for an 'internal' customer. Each invoice line will be built from a sold product associated with a class 9 account;
  • a group invoice/credit note: you must use this option if you issue an invoice for an external company that belongs to the same group (of companies) as your own company. Each invoice line will be built from a sold product linked to the group;
  • Invoice/credit note to issue.

The creation process stays the same.

1 Go to Management > Sales > Invoices > .
2 Under the Header tab, specify the following information and save:
  • Number: the invoice's number. Akuiteo automatically enters the invoice's number if the user didn't enter one and the numbering was configured from the sales management module.
  • Journal: the sales journal associated with the invoice. If a sales journal is set up by default for the connected user, this field is automatically filled in but can be modified.
  • The creation date.
  • The name of the manager in charge of the invoice in the Manager field.
  • The associated entity and the currency code.
  • The customer's references, i.e. the invoice's number at the customer's.
  • The customer's billing address. The icon enables you to access the customer's addresses.
  • The project's information
1 Click on the Lines tab, then on .
2 Fill in the fields in the lower part of the screen:
  • Grouping and reference of products to bill.
  • Quantity: the number of billed products in the line.
  • Unit price: the sold product's unit price. If a sales price is associated with the selected product, it is displayed by default.
  • Discount %: the discount amount in 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.
  • Delivery note and task linked to the invoice.
  • Holdback: enables you to mark the line as a Holdback (subject to the DMF 020568).
  • Non-publishable: check this box if you want to hide the line in the billing table report.
3 Check the boxes if you want to keep the information on the line and lock the existing data.
4 Select the type of VAT to apply:
  • Receipts / Debits: the classification of the invoice depending on its type in order to break out invoices by VAT regime in the reporting tool
  • Without VAT: allows you to issue a tax-free invoice. This option is checked by default if the customer is exempted from taxes.
5 Save.

There are multiple ways to bill a delivery from Management > Sales > Deliveries:

If you want to bill multiple deliveries at once:

1 In the search results of deliveries, select the unbilled deliveries that you want to bill.
2 At the top right of the search results, click on .
3 Enter the Billing date.
4 Check Open generated invoices in search result if you want generated invoices to be automatically displayed as search results at the end of the processing.
5 Click on Start billing.

Invoices are generated. You can find them in Management > Sales > Invoices.

The To process, Processed and Failed checkboxes are displayed in order to filter lines based on the processing status.

If you want to group several deliveries in only one invoice

1 In the results list, select deliveries to group and click on .
2 Enter the number of invoices to generate per customer or employee.
3 Fill in the invoice's record sheet.

If you want to directly create an invoice from a delivery document

1 Double-click on the search result to open the delivery note to bill.
2 Go to Edit > Invoice the delivery.
3 Fill in the record sheet: billing date, planned payment, text on invoice.

Note

If the billed delivery note is generated from a contract, the next schedule payment indicated in the contract is updated - only if there is no pending non-billed delivery associated with that contract.

If this type of invoice is deleted, then the next payment schedule indicated in the contract reduces the number of due dates each time an invoice is deleted. In this case, the date on the contract must be manually modified before generating delivery notes.

It is recommended to create a billing table prior to the creation of an invoice. You can view and automate the sales process using this tool.

Entering general information

1 Go to Management > Sales > Billing schedules > .
2 Under the Header tab, enter the following information:
  • Number: the billing table's number. Akuiteo automatically generates a number if the user doesn't enter one. This numbering can be configured in the sales management options depending on the company, the accounting period and the journal.
  • Journal: the sales journal linked to the billing table. If a sales journal is set up by default for the connected user, this field is automatically filled in but can be modified.
  • Order and invoice creation date.
  • Mgr : the name of the employee in charge of the billing table.
  • The Entity to which the offer is linked.
  • Currency and currency rate. The default rate is 1.00000000.
  • Customer ref: the invoice's reference at the customer's.
3 Enter the name of the customer 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.
  • Project: the project, phase and sub-phase codes.

Adding billing lines

1 Click on the Lines tab, then on at the top right of the screen.
2 Under the Multiple criteria section, fill in the following fields:
  • Products' grouping and reference (e.g. products' maintenance).
  • Expected quantity to be sold and article's unit price. Akuiteo automatically suggests the sales price when this latter is associated with the selected product.
  • Discount %: discount amount in percentage
  • Billing type: select the type of billing in the drop-down list.
  • 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.
  • Non-modifiable: check this box if you want to hide this line on the printing of the billing schedule.
3 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 sold 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 sold 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 rev. 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 in the billing line is reviewed. When this field is empty, that means the price in the billing line has never been reviewed.
Value N-1

Indicates the index value entered during the last revision.

This field is automatically filled when the price in the billing line is reviewed. 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 in the billing line is reviewed. 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

Your dashboard must be closed to avoid any modification.

1 To do so, go to Edit > Validate without printing or Edit > Validate and print if you want to validate and print your dashboard.
2 Enter the validation date and add a comment.

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

You can make the following modification in the billing table:

  • Review the table and therefore modifying some authorized fields only.
  • Update the billing table if you made some modification, via Edit > Administration > Update the billing schedule.
  • Change the customer to bill and modify the customer's delivery address, via Edit > Administration > Billing address or Change the customer to bill, while selecting the associated customer.
  • Duplicate or delete the table from the Edit menu.
  • Split or break down, in a right click, the lines that have not yet been billed.
Modify multiple custom data
DMF

020723 SALES BILLING SCHEDULES BATCH UPDATE

020711 SALES BILLING SCHEDULES MODIFY VALIDATED BILLING SCHEDULE

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.

Modify billing site
DMF

020724 SALES BILLING SCHEDULES MODIFY BILLING SITE VALIDATED BILLING SCHEDULES

Prerequisite: The billing schedules must be Validated or Billed.

1 From the Header of the billing schedule > Customer section:
  • click on the icon > Modify billing address, or
  • go to Edit > Administration > Billing address.
2 If the billing schedule is:
  • Validated, the billing site can be modified and the VAT is recalculated.
  • Billed, the delivery or billing site can only be modified if the new site is located in the same country as the previous site.
3 Click on Save.

The billing site is modified.

DMF

020717 SALES 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 > Sales > 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 Right-click on the selected line(s) to bill.
3 Select Bill the selected lines.
4 In the opening window, enter the billing parameters and validate.
DMF 020722 SALES BILLING SCHEDULES BILL BILLING TABLE

The FacturationTdfCliGen batch is used to automatically generate unbooked invoices from customer billing tables. This batch can be manually started from Management > Sales > Bill billing tables. 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.

1 Open Management > Sales > Bill billing tables.
2 In the billing window, fill in the following fields:
Field Description
Status date

Enter the status date to choose billing tables to take into account.

Only lines from the table with an expected billing date earlier or identical to the status date will be processed by the batch.
Invoice date If the invoice date is entered, it will be used for invoices generated by the batch. Otherwise, today's date will be used.
Batch template

Select the batch template to use from the help list. This help list displays all batches with the FacturationTdfCliGen type set up in Akuiteo.

If only one batch is set up with this type, it will be entered by default.
Service filters

Specify one or more filters (activity, division, etc.) to include in the batch process.

Filters can also be defined in the batch setup but these filters are ignored when the batch is manually started from the Services billing. This way, the user can define the desired filters for the batch.
3 Click on Validate.

The FacturationTdfCliGen batch is manually started and invoices are generated from the billing tables.

DMF 020570 SALES INVOICES BILL SERVICES

The FacturationPrestationsDevis batch is used to automatically generate non-booked invoices from the services entered manually from the Employee module > Services menu and validated from the Manager module > Services menu. This batch can be manually started 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 on services, refer to Managing services.

DMF 020573 SALES INVOICES MERGE DRAFT INVOICES

Prerequisite: Invoices to merge must be in the Draft state.

From the search results of sales invoices, a selection of draft invoices and/or lines of draft invoices can be merged into one or multiple invoices. Among the selected invoices, a merge invoice will be generated for each group of invoices that meet all the following conditions:

  • The same customer;
  • The same customer to bill;
  • The same delivery site;
  • The same billing site;
  • The same payment terms;
  • The same journal;
  • The same grouping criterion, only if it is selected before the merge.
1 Go to Management > Sales > Invoices, start a search for draft invoices.
2 Right-click on a selection of invoices or invoice lines and click on Merge of draft invoices.

The Merging draft invoices tab opens.

3 Enter the information:
Field Description
Grouping

Select a grouping criterion if you want to add a grouping criterion in addition to the aforementioned conditions.

All invoices that have the same base conditions and grouping criterion will be merged into one invoice.

If you do not enter the grouping criterion, invoices will be grouped based only on the base conditions.

Important

If the grouping criterion is selected, only lines for which the grouping criterion is entered are processed. For example, if the grouping criterion selected is Project family and an invoice line is on a project not linked to a family, then that line will not be processed and will stay as a remainder line on the original invoice.

Example

All invoices selected meet the following conditions:

  • The same customer;
  • The same customer to bill;
  • The same delivery site;
  • The same billing site;
  • The same payment terms;
  • The same journal.

The Project family grouping criterion is selected:

Original invoice Grouping Reference Project family Merged invoice
FC0001 Assistance Legal advice ADVICE FC0004
Mail writing Legal advice ADVICE FC0004
FC0002 Service (misc.) Legal advice ADVICE FC0004
Administrative monitoring Admin - FC0002 (remainder)
Pay slip Accounting CERTIFIED ACCOUNTING FC0005
FC0003 Pay adjustment Accounting CERTIFIED ACCOUNTING FC0005
Service (misc.) Legal advice ADVICE FC0004

The FC0001 and FC0003 are deleted at the end of the process.
Date of created invoices

Enter the date of invoices.

It must be comprised in the current accounting period.

It will be entered in the following fields:

  • Billed on in the lines of the original billing schedules for each invoice that was created from a billing schedule.
  • Date in the header of the merge invoice.
Open the list of merged invoices Check this box if you want new merged invoices to be automatically displayed as search results at the end of the processing.
4 Click on Run invoices merge.

Invoices are merged. The numbers of the created invoices are shown in the Details column.

The To process, Processed and Failed checkboxes are displayed in order to filter lines based on the processing status.

The lines of the original invoices are deleted automatically. If all the lines in the original invoices were transferred to the merge invoice, those invoices are deleted.

Note

If you delete a merge invoice, related services as well as related lines of deliveries and billing tables will no longer be considered billed.

The FusionFacture batch can also be used to merge draft invoices based on certain criteria. For more information, refer to FusionFacture Batch.

It is possible to modify an invoice before booking it.

Updating the recipient list

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.
3 Under the Recipients tab, click on at the top right of the screen to add a recipient or to delete a recipient.
4 Save. The recipient list is updated in the table.
Changing the customer to bill
1 Open the invoice.
2 Go to Edit > Administration > Change the customer to bill.
Modifying the payment receipt schedule

This feature allows you to modify the payment receipt schedules.

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

Note

Some customers 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 customer's aging schedule, a due dates line can be marked as a Holdback. To be able to use this feature, you must enable the FC_RETENUE_GAR management rule.

Neutralizing the VAT
DMF 020566 SALES 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.

Creating a quote or an order from the invoice

The information about the invoice is automatically retrieved in the new management object.

1 Open the invoice.
2 Go to Edit > Administration > Create quote from invoice or Edit > Administration > Create Order from invoice.
Updating the invoice's header

In general, a booked invoice cannot be modified; a credit note must instead be created. However, some non-financial sections can be updated, for instance the contractual or delivery dates as well as the billing table's number.

1 Open the invoice.
2 Go to Edit > Modify > Update the invoice header.
Modify multiple custom data
DMF

020572 SALES INVOICES BATCH UPDATE

020625 SALES CREDIT NOTES BATCH UPDATE

Prerequisites:

  • Prerequisite: The VEN_RUB_LIB management rule must be enabled.
  • Invoices and credit notes to modify must not be booked.

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.

You can generate an invoice payment schedule if you want for example to give your customers the possibility to make multiple payments without additional fees when they purchase licenses.

Note

A payment scheduled can also be set up on a customer or project record sheet in order to automatically apply the payment schedule when creating invoices related to this customer or project.

For more information, refer to Creating a customer / prospect's record sheet or Creating a project.

Important

This feature is not available if a payment schedule is already set up on the customer or project record sheet related to the invoice.

DMF 020526 SALES INVOICES NEW PAYMENT SCHEDULE

Prerequisite: Invoices must contain no more than one due date

1 Open an invoice and go to Edit > Administration > Generate the invoice payment schedule.
2 In the window, specify the payment schedule generation rules:
Field Description
Start date

Specify the start date of the first due date.

If the End of month box is checked, only the month and year are taken into account. The day is then the last day of the month.
End of month Check this box so that each payment due date corresponds to the last day of the month.
Periodicity Select the periodicity of due dates (monthly, quarterly, etc.).
Number of due dates Specify the number of payment due dates to apply on each invoice.
3 Validate.

The payment schedule is available in the invoice's Due Dates tab.

You can also add recipients or other information by clicking on the relevant tabs.

You can create an invoice from an existing one by copying it via Edit > Duplicate the invoice.

Note

If the FC_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 customer (if not indicated on the project);
  • the company (if not indicated on the customer).

Due dates related to the Holdback cannot be modified nor deleted

DMF 020574 SALES INVOICES GENERATE MULTIPLE AUTOMATIC PAYMENT SCHEDULES

Prerequisite: Invoices must contain no more than one due date

1 From a search of unpaid invoices, right-click on a selection of invoices then click on Generate payment schedule for selected invoices.

The screen displays a table containing the current due dates of the selected invoices.

2 In the window, specify the payment schedule generation rules:
Field Description
End of month Check this box so that each payment due date corresponds to the last day of the month.
Periodicity Select the periodicity of due dates (monthly, quarterly, etc.).
Number of due dates Specify the number of payment due dates to apply on each invoice.
3 Click on Validate.

The payment schedule is displayed in the Due dates tab of invoices.

Note

The date of the first due date is determined based on the payment terms in the following priority order:

  • Project record sheet;
  • Customer record sheet;
  • Company record sheet.

Note

If the FC_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 customer (if not indicated on the project);
  • the company (if not indicated on the customer).

Due dates related to the Holdback cannot be modified nor deleted

DMF 020574 SALES INVOICES GENERATE MULTIPLE AUTOMATIC PAYMENT SCHEDULES

Prerequisites:

  • The customer to bill must be the same on all invoices.
  • None of the invoice due dates must be subject to an ongoing direct debit.
  • The invoices must not be subject to a receivable, which means no due dates must be partially or totally charged on a receivable.
  • The invoices must not be submitted to the factor.
  • The invoices must not contain any holdback.

The consolidated schedule is used to restructure payment due dates of multiple invoices into a single global payment schedule.

Example

A customer must pay €10,000 for multiple invoices. They would like to set up a payment schedule of 5 due dates of €2,000 for all invoices. In this case, the consolidated payment schedule feature can be used.

1 From a search of unpaid invoices, right-click on a selection of invoices then click on Generate consolidated schedule on selected invoices.

The screen displays a table containing the current due dates of the selected invoices.

2 Specify the desired due dates:
  • To add a due date, click on at the top of the screen, specify the amount and due date at the bottom of the screen. Click on at the top of the screen to save the new line.
  • To modify the amount or due date of a line, click on the line and modify the fields at the bottom of the screen.
  • To delete a due date, click on a line and click on at the top of the screen.

Below the table, the Still to be planned line shows the difference between the total amount of due dates and the total balance of invoices.

Important

In order to validate the payment schedule, the amount Still to be planned must be null.

3 Click on Validate schedule.

Due dates are updated on the selected invoices based on the allocation rules.

The dunning level of invoices is reset.

Allocation rules of the consolidated payment schedule

When validating a consolidated payment schedule, the due dates specified on the consolidated payment schedule will be distributed to invoices based on the following distribution rules:

  1. The age of the original due dates is taken into account: Akuiteo first allocates to the oldest original due date, then to more recent due dates.

Example

Invoices Invoice due dates
Number Invoice date Amount Due date Due date amount
Invoice A 09/30/2024 €2,000 10/31/2024 €500
11/30/2024 €1,500
Invoice B 06/30/2024 €3,000 09/30/2024 €3,000

Here, the oldest due date belongs to Invoice B. Upon validation of the consolidated schedule, Akuiteo will therefore allocate first to the due date of Invoice B, then to the more recent due dates of Invoice A: the one on 10/31/2024, followed by the one on 11/30/2024.

  1. If some original due dates have the same date, the age of the invoices is taken into account: Akuiteo first allocates to the original due date of the oldest invoice, then to the due dates of the more recent invoices.

Example

Invoices Invoice due dates
Number Invoice date Amount Due date Due date amount
Invoice A 09/30/2024 €2,000 09/30/2024 €500
10/31/2024 €1,500
Invoice B 06/30/2024 €3,000 09/30/2024 €3,000

Here, a due date from Invoice A has the same date as the due date from Invoice B. In this case, the invoice date is taken into account. Upon validation of the consolidated schedule, Akuiteo will therefore allocate first to the due date of Invoice B because its invoice date is the oldest. Then, Akuiteo will allocate to the €500 due date from Invoice A.

  1. If original due dates have the same date, and the associated invoice dates are also identical, Akuiteo will randomly allocate to one of these original due dates.
DMF 100122 OFFICE AUTOMATION WRITE UNLOCK LINKED DOCUMENT

Booking is essential for the invoice to be 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.

The invoice is booked and can no more be modified nor deleted. The generated accounting entry is automatically validated on the current date.

Note

This feature is not available if the Generating an original PDF option is selected for sales invoices or credit notes when setting up original PDFs (see Documents - Managing original PDFs by document type).

1 Open an invoice.
2 Go to Edit > Book and print the invoice.
3 In the window, fill in the following fields:
Field Description
Template selection Select the report template from the drop-down list. The list displays all the report templates set up for the Customer invoice in the shared reports.
Print Select Print to print the original PDF that is generated.
Preview Select Preview to open the original PDF that was generated when booking the invoice.
4 Click on Validate.

Depending on the selected report template, a window opens to display printing parameters.

5 Enter the printing parameters and click on Validate.

The invoice is booked and can no more be modified nor deleted. The generated accounting entry is automatically validated on the current date.

Specific cases

  • If the Generating an original PDF option is selected for customer invoices and credit notes when setting up original PDFs, then a PDF is printed from the selected printing template and marked as Original during the booking.
  • If the box with Lock other linked documents is checked for sales invoices and credit notes when setting up original PDFs, all the receipts linked to the invoice will be locked. These receipts can only be modified or deleted by users with the DMF 100122.

Reference

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

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

The screen for booking multiple invoices opens and displays the selected invoices and credit notes.

2 In Parameters, enter the following information:
Field Description
Invoices template selection

Select from the drop-down list the report template to use for invoices. This list displays all the report templates set up for the List of sales invoices type in the shared reports.

This field is only displayed if the selection includes invoices.
Credit notes template selection

Select the credit notes report template from the drop-down list. This list displays all the report templates set up for the Customer credit notes list type in the shared reports.

This field is only displayed if the selection includes credit notes.
Open booked invoices in search result

When this box is checked, booked invoices will automatically be displayed as search results.

Tip

For example, this option is used to directly download original documents of booked invoices by right-clicking on the search results > Download original documents.
Merge into a single document (only if PDF) When this box is checked, invoices printed based on a printing template in PDF format are merged in a single document, one after the other.
Add a blank page after the odd reports back front

This box is only available when the option to Merge in a single document (only if PDF) is checked.

When this box is checked, blank pages are added in the merged document for each invoice to be displayed in an odd page.
Print

This option is only available when the option to Merge in a single document (only if PDF) is checked.

Select this option to print the merged document once booking is done.
Preview

This option is only available when the option to Merge in a single document (only if PDF) is checked.

Select this option to print the merged document once booking is done.
3 Click on Start booking and confirm your choice.

Invoices and credit notes are booked. The relevant accounting entries are generated, the invoices and credit notes can no longer be modified.

DMF 020571 SALES INVOICES DOWNLOAD ORIGINALS

Prerequisite: The Generating original PDF option must be selected for customer invoices and credit notes in the setup of original PDFs (see Documents - Managing original PDFs by document type).

1 Start a search for customer invoices with an original document.
2 Select the desired invoices and credit notes.

Note

If your selection contains invoices without any original document, those invoices will not be downloaded.

3 Right-click on the selection and click on Download original documents.

The Download original documents window opens.

4 Check the desired option:
  • One document per customer invoice to generate one PDF per original document.
  • Merge into a single PDF to merge originals in one PDF. You can also check Add blank page at the end of two-sided reports to get even document in order to add a blank page after each original document that ends with an odd page.
5 Click on:
  • Preview to open the original documents on the computer's PDF reader.
  • Save as... to select a directory and save the original documents inside.

Original documents are downloaded.

Important

This feature requires the feature flag Sales portal Domain > Vente FacturX Label.

As part of the future legislation, companies established in France must be in capacity to receive and issue dematerialized invoices.

Prerequisites:

  • Managing original PDFs by document type must be setup before hand. For more information on the setup of original PDFs for sales invoices and credit notes, see Sales invoices and credit notes.
  • The SIRET no. on the customer billing site (People > Customer > Sites tab > Site information) must be specified.
1 Save the invoice in creation.

The Transmission status, that can be seen on the Header tab of the invoice is To transmit.

2 Go to Edit > Book and print the invoice.

From the Linked documents tab, the Factur-X in the PDF format is marked as Original document.

3 The invoice can then be transmitted via the DematFacturesVente batch.

Reference

For more information about the DematFacturesVente batch, refer to DematFacturesVente batch.

Note

Editing an invoice's list from the search results does not allow you to generate the XML file associated to the Factur-X.

This feature enables you to generate accounting entries from the invoice lines. Only booked invoices can be cashed.

Note

This feature is not available for invoices managed through factoring.

1 From the invoice record sheet, go to Edit > Cash the invoice in EURO.
2 In the invoice payment screen, check and modify - if necessary - the accounting characteristics.
3 In the Payment receipt properties section, enter the banking information:
  • Invoice payment method. By default, the payment terms specified in the Overview section are filled in.
  • Bank: the customer's bank name
  • Banking center
  • Comment
  • Reference #: the cash number.
  • Amount: the amount to cash indicated on the invoice.
4 Click on Validate.

The customer receipt screen from the Banking module opens.

There are several ways to create a credit note from an invoice:

Creating a global credit note

This feature allows you to create a global credit note from the invoice. The invoice must be booked.

1 Go to Edit > Global credit note.

Note

If the invoice contains fixed lines, a windows suggests you to delete the corresponding fixed assets.

2 Enter the credit note's date, number, reason and a comment.
Creating a partial credit note

This function allows you to create a credit note based on part of the overall amount indicated in the invoice. The invoice must be booked.

Note

This feature is not available for invoices managed through factoring.

1 Go to Edit > Partial credit note.

Note

If the invoice contains fixed lines, a windows suggests you to delete the corresponding fixed assets.

2 Enter the credit note's date, number, reason and a comment.
Converting an invoice to a credit note

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.

A confirmation message is displayed.

Duplicating the invoice as a credit note

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.

Linking and detaching a credit note from an invoice without updating the balance

Note

A credit note cannot be linked to an invoice managed through factoring.

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.

Detach the credit note from an invoice by updating the balance

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

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

Modify credit note reason

DMF 020602 SALES CREDIT NOTE MODIFY

It is possible to modify the customer credit note reason when it is not booked.

1 From the credit note record sheet, go to Edit > Administration > Modify credit note reason.
2 In the modification window, specify the reason from the drop-down list. If needed, specify a comment.
3 Click on Validate.

The new credit note reason is taken into account and visible in the Information tab > Credit note reason section.