Batch Invoicing Transactions

With Subscription Management, you can automatically create invoices for more than one subscriber at once. Likewise, these invoices can be issued collectively as e-Invoice or e-Archive invoices with a single step. All these transactions carried out over the subscribers save a significant amount of time for the business. Payment plans must be predefined in order to manage batch invoicing transactions.

Invoicing Transactions are divided into two as Batch Invoice and Group Invoice.

Batch Invoicing

Subscriber Batch Invoice Creation screen; It works in relation to the subscription. From the payment plans defined in the subscribers, from the payment plan lines on the date that falls between the start and end date selected in the filter, the active payment plan lines of the active subscribers who are not invoiced and whose amount is greater than zero, included in the batch invoicing.

Filtering can be done by Customer Type and Payment Method. The resulting list lists which subscribers can be invoiced for which payment plans and under what conditions. Invoicing is done by entering the invoice date, transaction type, and exchange rate information based on the selected lines.

The batch transaction performed here assigns an invoicing record and information to the batch invoicing list, but it can create different numbers of invoices depending on the conditions. In the batch invoicing list, it is possible to track how many invoices were issued and under what conditions.

In a batch invoicing transaction, invoices are generated according to some conditions;

First of all, the date is checked from the listed payment plan lines, and even if a different payment plan line belonging to the same system is received - if the dates are different - a separate invoice is created for each line.

A new invoice is also created for each payment schedule line with a different payment method and currency. But, for example, multiple lines in the same currency with the same payment method on the same date, belonging to the same subscriber, can create lines of the same invoice.

Group Invoicing

It uses the same screens as Batch Invoicing. If Group Invoicing is selected, the current account for the Invoicing must be selected. Accordingly, the Invoicing lines of the subscribers whose Invoicing company is current (invoiced information is not set and the options included in group invoicing are selected) are displayed. Invoicing is done by grouping these lines according to product, unit, description, currency, and discount. The amount can also be grouped according to "Don't calculate average prices in batch invoicing" option.

Invoicing

The Batch Invoicing function is an important component of the Subscriber Management module. When periodic and batch invoicing is desired, the required fields are filled in the screen opened by clicking the “+” icon from the Subscription Management > Invoice Transactions screen.

In the Invoice Date field, you select the date on which you will make registered subscription invoicing. The system lists all not invoiced subscriber payment plan lines between the start and end date you selected, taking into account your selections in other fields.

For example; If you forgot to send the invoice dated 01/11/2021 in the payment plan, you can list and send it from the Invoicing Transactions section.

Transaction Type: The batch invoicing transaction type is selected here. For Example; Different transaction types such as Wholesale Invoice - Retail Invoice can be defined. In this list, Subscriber management fuseaction must be added in the definitions screen for the transaction type to appear. You can multiply the transaction types according to the user's needs. It is recommended to define a separate transaction type for Batch Invoicing Transactions, since action and display files are used in Invoice Transaction Types, and the invoice screens that are issued one by one with the Batch Invoice are different.

e-Invoice: Select as e-Invoice user or non-user and listing is made. If users are selected, you can issue e-Archive invoices if those who do not use e-Invoice are selected.

If Group Invoicing is desired, this box should be ticked. If checked, the Current Account should be selected.

NOTE: In order to be able to make group invoicing, the GI box must be checked beforehand in the payment plan lines subject to the invoice of the relevant subscriber.

After the fields such as Starting Date, Warehouse, Stage, Payment Method are optionally determined, a listing is made. All invoices that were not created in the selected date range are listed. When you select the subscriber and payment information to be invoiced from this list and click the "Create Invoice" button, the system automatically generates invoices for all selected subscribers and payment plan lines.

Different functions such as currency type and minimum price can be selected in Invoicing Transactions.

After creating your invoices, you can view how many invoices you have issued and the total amount of these invoices by clicking the “Search” button on the “Invoicing Transactions” page. By clicking the blue “e” or “a” icon next to the invoices, you can send them as an e-Invoice or e-Archive invoice in the same way, and when the “-” button is clicked, all associated invoices are deleted.

If you send the invoices you have created, the "-" delete button will not appear.

TIP: If you want to check the invoices before sending them, you can check them in Invoice > Invoices, make and save any special changes you want in each invoice, and then click on the batch invoice sending icon. The updates you make are preserved even when batch invoicing is done. If you wish, you can send your invoices one by one by clicking the blue "e" icon on the invoices.

TIP: If you are going to issue an invoice for a single subscriber, you can make invoicing by clicking the “Issue Invoice” icon at the top right of the Payment Plan page. When you select and save the payment plan lines you want to issue, it automatically brings you to the Sales Invoice screen.

When you perform batch invoicing transactions for subscribers, the Subscriber Payment Plan line appears as invoiced.

You can also access the relevant invoice from the payment plan details. You can also access the e-Invoice or e-Archive invoice image in detail.