Trainings are planned and participants are registered. Applications are ready and have been checked. Invoicing is allowed, but you want the invoicing process to be automatic and therefore more efficient. This ensures that invoices are made and sent faster. Payments will therefore also come in faster.

What's going on??
Automatic invoicing consists of two steps:
  1. A draft invoice is created automatically. This is done by means of an action with the application. The application will be 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 it takes?
  1. An action template that creates an automatic action with the request. The action creates the draft invoice.
  2. An action template that creates an automatic action with the invoice. The action sets the invoice on final and sends the invoice.

Step 1: action template creation concept invoice:
Name: Invoicing step 1 - Create draft invoice for request: [Aanvraag:AanvraagNr] | [Aanvraag:EindDatumOpleiding] of [Aanvraag:StartDatumOpleiding]
Execution:Automatically
Data group:Request
Proces:Creating an invoice
Event:Aanvraag is aangemaakt
Timing:
Related to the course:
  1. X number of days, weeks, months after the occurrence of the event, when the request is made. Directly at registration participant send invoice.
  2. X number of days, weeks, months before or after starting training. You can also set a time.
  3. X number of days, weeks, months before or after end of training. You can also set a time.
Conditions:
  1. Status (request): scheduled 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, no billing can be done and the action will be rejected.


Step 2: action template invoice on final setting and sending:
Name: Invoicing step 2 - Create final Invoice [Factuur:Nummer] en verzend [Debiteur:AdresseringSamengesteld]
Execution:Automatically
Data group:Invoice
Proces:Concept factuur definitief maken en verzenden
Event:Invoice has been created.
Timing:
  1. X number of days, weeks, months after the event, when the draft invoice is created.
  2. X number of days before/after invoice date.
Sender's e-mail address:This e-mail address will be used as the sender of the accompanying letter when sending the invoice. Is it determined via menu 'Service center' and menu item 'Options', see option 'Invoice sender email address' in panel 'Send/print invoice'? If so, it will be filled in automatically. You can select a sender yourself via the magnifying glass. To do so, 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 it determined via menu 'Service center' and menu item 'Options', see option 'Invoice accompanying writing' in panel 'Send/print invoice'? If so, 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 it determined via menu 'Service center' and menu item 'Options', see option 'Invoice e-mail template' in panel 'Send/print invoice'? Then it will be filled in automatically. You can select a template yourself via the magnifying glass.
Add UBL attachment:Indicate whether a UBL invoice should be added as an attachment when sending an invoice. Would you like to know more about the UBL attachment? eFactureren: het elektronisch versturen van een factuur in UBL formaat.
Use the invoice template indicated with the payment method:Did you set a payment method with the application / 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 email template:Do you check this option? Then the sender and receiver(s) that are set in the document template that sends the accompanying letter will be used.
Timing:X number of days, weeks, months when event occurs, when invoice is created.
Conditions:None

Activate:
For each course you determine whether it can be invoiced automatically by linking the two action templates to the course type. Do you use originals and variants? If a participant can be enrolled using the original course type, then you need to add both action templates to this course type. If a participant can be registered using a variant type of training, then you have to add both action templates to this type of training as well.

If you link the action templates to a type of training, 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, the creation of the draft invoices, must be done manually. Have the term concept invoices been created? Step 2, finalizing and sending, is done automatically. Make sure that the timing is x number of days before/after the invoice date.
  2. The application will be invoiced at 100%. Don't you want 70% to be invoiced first and 30% later? Then first manually create the first draft invoice for 70%. The finalisation and sending is done automatically. Adjust the conditions in the action template for step 1, creating the draft invoices. Add as condition 'Financial status' -> 'Partial invoicing'. Once 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. Is the application already 100% billed? 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 done only once. Does the request change the price by making changes to one or more sales rules? Then you will have to send the invoice manually.

The action is dismissed:
If more than one debtor is defined in the sales rules.
* The sales status is not on 'order' staat.
* No sales rules have been added to the application.
* E-mail address 'sender' and/or 'aan' cannot be determined.
* In the debtors' file, the following are chosen 'Unknown' of 'Print' for the option 'Shipping method invoicing'

Bij an error message rejects the action but does not complete it. The action remains visible in the action tabs. 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 'Run'.