Envibe: How to configure Invoicing for Bookings

Envibe: How to configure Invoicing for Bookings

Question

What are the steps to configure invoicing for Bookings?


Answer

Invoice configuration consists of the following steps:
      1. Payment Contacts
      2. Invoice Types

1. Payment Contacts

Payment contracts specify payment terms that can be displayed on the booking letter and optionally determines when raised invoices become outstanding (and appear on the Aged Debt report).

To configure a Payment Contract:

  1. 1. Launch DATA MANAGEMENT.

  1. 2. Search and Click Payment Contracts.

  1. 3. Click NEW.



  1. 4. Add a Name for the contract – e.g. 30 Days from Raise Date.

  1. 5. Add Description e.g. Payment Due 30 Days from date of issue.

  1. 6. Click Check Box if you wish to specify the invoice due date on your Sales Invoice design.

  2. 7. Add Days in numerical value – e.g. 30.

  3. 8. Select From option from the drop-down list– Raised Dates, Collation Dates, Incurred Dates

  4. In screenshot of configuration the invoice will become outstanding 30 days from the date the invoice was raised



  8. 2. Invoice Types

  9. Invoice Types are used to assist with streamlining the process of raising Invoices for Bookings in line with a facilities business process. Businesses tend to choose whether they raise invoices immediately or on ongoing monthly schedules.

    To add a New Invoice type:

    1. 1. Launch DATA MANAGEMENT.

    1. 2. Search and Click Invoice Types.

    1. 3. Click NEW.



    1. 4. Add a Name – e.g. Immediate, Monthly. 

    1. 5. Select the Collation - The invoice collation determines how the various charges for a booking are grouped together to create invoices. There are three options available:

      1. a. Comprehensive. 

      All charges for the booking appear on a single invoice.

      1. b. Date.

      All charges for a specific date appear on one invoice, e.g. one invoice is raised per date.

      1. c. Month.

      All charges for a specific month appear on one invoice, e.g. one invoice is raised per month.


    3. For automatic raising of invoices click check box ‘is automatically reissued’. 


    4. Note: Bookings can be configured to be automatically re-issued, meaning that Envibe completely handles the raising of invoices. Any time booking options are modified, prices are changed, or allocations are rescheduled or cancelled, Envibe will automatically update the raised invoices appropriately.


    5. If automatic re-issuing is not being used, an invoice Generation can be configured which determines when the charges on a booking are ‘ready’ to be invoiced. This setting determines which bookings appear on the CREATE INVOICES work list, available from the Bookings > FUNCTIONS page. 


    6. The available options are:

    7. a. Start/end of day/month: Specifies the point at which (based on the incurred time of the charges) the booking will appear on the CREATE INVOICES work list



    10. b. Immediate: The booking will appear on the CREATE INVOICES work list if there are any un-invoiced charges present. 


    11. Select the appropriate Line Grouping - This determines how the charges on each invoice are grouped together to create lines. Select from available options:

      1. a. Comprehensive

      Each charge results in a separate line on the invoice.

      1. b. Department

      The departmental allocations for each charge are grouped together based on the sales department, showing a total quantity and charge amount for each date.

      1. c. Item

      2.       Charges are grouped together based on sales item, showing a total quantity and charge amount for each date.


    13. 6. Click the Show zero amount lines checkbox – Check this box if you wish for lines with a $0 amount are to show. Leave unticked if you do not wish for $ values to be displayed. Note that lines which have a total quantity of 0 are always omitted.


    15. 7. Payment Contract – Select one of the preconfigured Payment Contracts.