Case.

Why?
are planned and participants are registered. The applications are ready and have been checked. You can therefore invoice, but you want the invoicing process to be automatic and therefore more efficient. This ensures that the invoices are created and sent more quickly. Payments will therefore come in faster.

What's happening?
Automatic invoicing consists of two steps:
  1. A draft invoice is created automatically. This is done by means of an action at the request. The request is invoiced in its entirety.
  2. By creating the draft invoice, a new action is prepared with the invoice, which sets the draft invoice to final. The invoice is then sent using the settings in the action template.


What's needed?
  1. An action template that creates an automatic action at the request. The action creates the draft invoice.
  2. An action template that creates an automatic action with the invoice. The actionsets the invoice to final and sends it.


Step 1: action template creation concept invoice:
Name: Factureren stap 1 - Maak conceptfactuur voor aanvraag: [Aanvraag:AanvraagNr] | [Aanvraag:EindDatumOpleiding] of [Aanvraag:StartDatumOpleiding]
Execution:Automatic
Data group:Request
Proces:Creating an invoice
Event:Request has been created
Timing:
Related to the training:
  1. X number of days, weeks, months after occurrence of event, when the request is made. Send an invoice directly at registration of the participant.
  2. X number of days, weeks, months before or after start of training. You can set a time.
  3. X number of days, weeks, months before or after end of training. You can set a time.
Conditions:
  1. Status (request): planned or completed. This prevents a registration on the waiting list or an expired registration from being invoiced.
  2. Sales status: Order. If the sales status is not on order, it is not possible to invoice and the action will be rejected.


Stap 2: actie template factuur op definitief zetten en versturen:
Name: Factureren stap 2 - Maak definitieve Factuur [Factuur:Nummer] en verzend [Debiteur:AdresseringSamengesteld]
Execution:Automatic
Data group:Invoice
Proces:Submit and send a draft invoice
Event:Invoice has been created.
Timing:
  1. X aantal dagen, weken, maanden na optreden gebeurtenis, wanneer de conceptfactuur is aangemaakt.
  2. X aantal dagen voor/na factuurdatum.
Sender e-mail address:This e-mail address will be used as the sender of the accompanying letter when sending the invoice. Is this determined via the menu 'Service center' and the menu item 'Options', see option 'Invoice sender e-mail address' in the panel 'Send/print invoice'? Then it will be filled in automatically. You can select a sender yourself via the magnifying glass. To do this, you must have created one or more e-mail groups.
E-mail-template:This document template is used as an accompanying letter when sending an invoice. Is this determined via the menu 'Service center' and the menu item 'Options', see the option 'Invoice accompanying letter' in the panel 'Send/Print invoice'? Then it will be filled in automatically. You can select a template yourself via the magnifying glass.
Invoice template:This document template is used to generate the invoice as a PDF when sending an invoice. Is this determined via the menu 'Service center' and the menu item 'Options', see option 'Invoice e-mail template' in the panel 'Send/Print invoice'? Then it will be filled in automatically. You can select a template yourself via the magnifying glass.
Add UBL attachment:Specify whether to attach a UBL invoice during the sending of an invoice. Want to know more about the UBL attachment? eInvoicing: sending an invoice electronically in UBL format.
Use the invoice template provided with the payment method:Did you set up a payment method with the request / invoice and tick this option? Then the invoice template will be used to generate the PDF attachment, which is indicated with the payment method.
Use sender and recipients of the e-mail template:Do you check this option? Then the sender and recipient(s) will be used that are set in the document template that sends the cover letter.

Timing:X number of days, weeks, months when the event occurs, when the invoice is created.
Conditions:None

Activate:
For each course, you decide whether it can be invoiced automatically by linking the two action templates to the Course definition. Do you use originals and variants? If a participant can be enrolled using the original course definition, you must add both action templates to this course definition. If a participant can be enrolled using a different definition of course, you will need to add both action templates to this course as well.

If you link the action templates to a Course definition, it is not possible to set it up automatically with retroactive effect.

Points of attention:
  1. Automatic invoicing in instalments is partly possible. Step 1, creating the draft invoices, has to be done manually. Are the term concept invoices made? Step 2, the submission and sending, is done automatically. Make sure that the timing is set to x number of days before/after the invoice date.
  2. The request is invoiced 100%. Do you still want 70% of the invoices to be invoiced first and 30% later? Then first create the first draft invoice for 70% manually. Submitting and sending is done automatically. Adjust the conditions in the action template for step 1, creating the draft invoices. Add as a condition 'Financial status' -> 'Partial invoicing'. As soon as you have manually created the first draft invoice, the action for step 1 appears with the request. The rest will now be invoiced automatically.
  3. Has the request already been invoiced for 100%? There will be no error message, the action will be completed.
  4. Is the invoice already final? There will be no error message, the action will be completed.
  5. The automatic sending of the invoice is only done once. Is the price changed in the request by making changes to one or more sales rules? Then you will have to send the invoice manually.

When will the action be rejected?
* Multiple accounts receivable, laid down in the sales rules, not yet possible.
* The sales status is not on 'order'. 
* No sales line(s) have been added to the request.
* E-mail address 'sender' and/or 'to' cannot be determined.
* In the accounts receivable file, the option 'Unknown' or 'Print' has been selected as an option for 'Way of sending invoices'.

An error message rejects the action but does not complete it. The action remains visible in the action tab. When you open the action you will find information about the error message. Solve the problem, go back to the action and click on the button 'Execute'..