Invoicing is one of the main tasks which BaccS allows to solve. Here is the list of goals, which need a solution to handle this task:
- Set invoice rules, which include customer requirements for issuing invoices, standard terms, etc.
- Provide capabilities to create invoices on a base of uninvoiced completed jobs.
- Print invoice or send it to the customer
- Control payments against invoices
- See unpaid overdue invoices and take corresponding measures
- Archive paid invoices and mark corresponding translation projects as paid too
Below you will find out how all these points are solved in BaccS.
How to set invoicing rules for the clients. When you edit a client, there are a number of fields intended to store information about invoicing. These fields include Default payment term and Invoicing threshold settings, as well as Comments field (allows to add a free text describing invoicing process for the particular client). You can read detailed information about these settings in the Customers article. In addition to this data, each customer's contact has an Invoicing matters checkbox, which tells the system that this person may be contacted for invoicing matters. Such, there could be a number of invoicing emails for each client. In this case, when you intend to send an e-mail, these contacts will be automatically added to the To filed of any composed message. Of course, it is possible to edit them before actually sending an e-mail.
A dozen of settings which affect invoice creation process can be found in the program Settings, on the Invoice settings tab. Here you can setup default invoice file names, default tax used in a newly created invoices, different numbering options, logo for your invoices and signature text. Also, information about unpaid invoices can be added to a Google Calendar! Detailed information about all these options can be found in a corresponding article.
After setting up invoicing settings, e-mails, default terms we can start to prepare invoices. There are a number of ways to prepare invoices: in auto and manual modes. To automatically prepare an invoice, open Translation jobs list, select necessary jobs and click Create invoice button. In a result a new invoice form will be opened with pre-filled data from selected jobs. Please note that selected jobs must belong to one customer and have one common currency (you have to repeat invoice creation operation for all existing customer/currency pairs when creating invoices in a such way). A new invoice will be created, and you will see some details of the included jobs. In the following example you can see a list of jobs with 3 selected translation jobs:
Then Create invoice button is clicked to generate a new invoice:
The program generated next invoice number based on the program settings, automatically selected Customer, Currency and Payment method. Program also automatically detect Payment term on the base of a customer's settings. Don't forget to check if a term was detected correctly.
Each row in Invoice details
table is linked with a job. It allows to track invoiced and uninvoiced amounts for each job. This means that you can create multiple invoices over a single job (for example, for long jobs which require partial invoicing). However, it is not necessary to link each invoice row with any job. You can manually add new rows to Invoice details
table and leave Job
column empty. In this case you can manually provide description and amount for a service included in an invoice. This could be additional expenses or special corrections. If you wish to charge your customer with additional expenses linked with some activity (provided that this expense is entered in the Expenses
table), you can use Add expense
button above this table. List of expenses will be opened, allowing you to select necessary expense. Click OK
and selected expense will be added to an invoice.
Invoice details table contains information about 3 selected jobs (Description column is populated in the base of the Job name field). The Job contents column shows a source of job amount and a number of included rows (job tasks or job receivables). This number corresponds to a number of rows per each job which will be actually printed in the generated invoice. To preview these rows, switch to the Rows to print tab:
Here you can see detailed information about each job included in an invoice. Job group column helps to find out corresponding row in the Invoice details table.
Before saving an invoice, make necessary corrections: edit Description and Notes fields in the Invoice details table, select taxes and discounts when needed, and check final amount. Tax field may be filled automatically if Default tax 1and Default tax 2 fields are set for a selected customer. When ready, click Save or Save and close button to save an invoice.
When you create invoice for the first time, short interactive tutorial will show main elements on the invoice editing form. To manually open this tutorial later, click Show hints button on the ribbon:
INVOICE CREATION ON THE BASE OF INVOICING THRESHOLD
Another way to automatically prepare an invoice is to set invoicing threshold for the customer. When jobs amount will reach this threshold, you will see a notification on the dashboard that it is possible to create an invoice. Double click on it and you will be switched to the invoice creation form with all uninvoiced jobs included for the particular client.
Example of the dashboard widget:
When you double click on any card, default invoice editing form will be opened, where you can make final edits of a created invoice.
INVOICE EDITING FORM
In the top area you have to specify invoice number, date, term, client, client contact (if needed to show it in the printing form), currency, contract details and additional notes (for example, you can use notes to type amount in words, or just to provide some specific instructions).
Invoice status can be changed manually or automatically. For example, when you create a payment over an invoice, its status automatically changes to Paid. Or, when you send an invoice using built-in mail sender, its status changes from Created to Sent. You can also quickly change invoice status in the invoice list by selecting necessary invoices (or one invoice) and clicking Change status button on the ribbon (or right click in the table to open a context menu and select Change status item).
Then, in the table below, we specify invoice details. When you create an invoice manually (not from the job list or dashboard widget), you can add (link) jobs to an invoice by pressing Add job(s) button above the Invoice details table. You will see a list of uninvoiced jobs for a currently selected customer:
Select necessary jobs and click OK. These jobs with corresponding amounts will be added to the Invoice details table.
The first column named Sort is used to sort invoice rows in the invoice printing form. You can use Move Up and Move down buttons to change the order. Alternatively, you can manually type sort order in the corresponding cell.
Partial factor column allow to issue partial invoices. Here you specify percentage of th total job's amount which must be included in an invoice. In this case corresponding jobs will be marked as Partially-invoiced. Quantity and Amount values will be decreased correspondingly. To see how this feature works, try to change a factor and then switch to the Rows to print tab to see that Quantity and Amount were correspondingly decreased.
If a customer uses few currencies to estimate jobs, then it's needed to issue separate invoice for each currency.
In manual invoice creation mode you simply go to Invoices page, click Add or Copy buttons, and start filling invoice data: select date, payment term, payment method, customer, currency, add necessary jobs, specify taxes and discounts, etc.
On the right of invoice details table there are a number of fields which allow you to specify discounts (in percent and fixed amount), taxes (up to three), additional charged expenses, applied to the invoice total amount, and correct currency rate used to convert invoice amount to the base currency. Taxes are selected from Taxes list. Since each customer may have default taxes which you may select in the customer editing form, then after customer selection these fields will be filled automatically. Of course, you can change taxes selected by default or simply clear them. Currency rate field contains a button to apply this rate to all jobs included in the invoice. This allows to recalculate amount in base currency in all jobs using one single currency rate. In the result, total sum of jobs expressed in the base currency will equal to the invoice amount in the base currency.
Sometimes you may issue invoices before completing a job. By default, when invoice gets paid, all job linked with that invoice will be automatically marked as paid as well. In case of in-advance invoice such behavior is not desirable. To prevent marking jobs as paid, tick In-advance invoice option in the invoice editing form:
Now, when you create a payment over such invoice, invoice itself will be marked as paid, but linked jobs won't be affected. Later, when you deliver them, you have to manually change their status to Paid.
MAKING CHANGES IN INVOICES
Sometimes it is required to edit a job which has already been invoiced. In such cases, you have few options to reflect these changes in an existing invoice:
1. Open an invoice, select a job in the Invoice details table, and click Reload job data. New amount will be loaded from a job, and invoice total amount will be automatically re-calculated.
2. When editing a job, click drop-down button near Save options button and select Save and add to existing invoice. If a job has multiple invoices, you will see a list to select which invoice you wish to update. After that, a job will be saved and underlying invoice will be updated. It is recommended to open an invoice and check if new amount is correct.
3. After editing a job, just click Save button. If this job has been previously invoiced in full (and if only one invoice exists for that job) and job's amount has been changed, the system will offer to make corresponding changes in an linked invoice. Click Yes, and amount of invoice will b updated. Again, after such automatic change it is recommended to open an invoice to confirm that everything is correct.
SENDING A MESSAGE TO A CUSTOMER
You have 3 options to send a message with invoice file attached to a customer.
1. Select invoice and click Print button. In the print preview window, click Email via BaccS button.
Currently viewed invoice will be saved as PDF, new mail message will be created with attached PDF file. All customer contacts with Invoicing matters option marked will be added to the Recipients list.
If you have message template defined as used by default for sending invoices, its text will be automatically applied in a new message.
2. Select invoice and click Print button. In the print preview window, click Save as PDF and attach to a current document button. Currently viewed invoice will be saved as PDF and attached to invoice document. Close print preview window and open invoice editing form. You will see attached file at the bottom in the Invoice file field.
From invoice list or invoice editing form, click Write a message to customer button. Again, email composing window will be opened with invoice file attached. Difference of this approach is in a moment of sending a message. After saving a file to PDF and attaching it to an invoice, you can send it later, when needed.
3. In the invoice list, switch to Main (with details) view:
Select an invoice, and then select customer contact in the bottom list. Then click Write e-mail message button. This approach allows to create a message not to all customer contacts with Invoicing matters option, but to a specific selected customer contact.