Tracking your invoicing activity: the Invoices tab

The Invoices tab: introduction

For each Contract (or Contract Out in the Rights module) at status Active, an Invoice entry is automatically added to the Invoices tab. This allows you to define the payment(s) to be made in conjunction with that Contract, and track payment status.

The Invoices function is not an invoicing system. There is no functionality to print invoices, automatically track payments, interface with external software, or similar.

Entering payments

Editing an Invoice

Editing an Invoice

To enter the payment(s) due for a Contract, go to Workflow > Invoices and click Edit next to an Invoice when hovering your mouse pointer over it in the list view. Note that any new Invoice is initially at the Draft stage.

You will see the following:

  • Contract Information: basic details taken over from the corresponding Contract. You may modify the Contract fee if required.
  • Invoice Information: here you may modify the total by entering taxes and reductions. Totals will be adjusted automatically.
  • Installments: click the “+” icon to set up a new Installment. Enter the required data. You may add as many Installments as required. Be sure to set the Status as well. The status can be updated at any time later on in order to reflect the latest information on the Installment.The Invoice date, Due date and Paid on dates as well as an Installment’s Status will be relevant for the Overview and Financials tabs.
  • Documents: You may upload additional files such as PDF copies of sent invoices.

Tracking payments

Entering Invoice Installments

Entering Invoice Installments

To keep track of the payment(s) for a Contract, the Status of each Installment is crucial. The status reflects back both onto the Invoices list view, and also onto the Overview tab, where the Payments section lets you keep track of all individual Installments’ status. Furthermore, sent and paid Installments are added to the calculations in the Financials tab.

Therefore, you should always take care to keep the Status of each Installment up to date.

An Invoice can carry any of the following status:

  • New:
    • Applies when an Invoice has had no Installments defined yet.
  • Draft:
    • Applies to Draft Installments with no Due date or a Due date in the future.
    • Will appear as Not Due in the Payments section of the Overview tab.
  • Due/Draft:
    • Applies to Draft Installments with a Due date between the present day and 8 days in the past.
    • Will appear as Due in the Payments section of the Overview tab.
  • Overdue/Draft:
    • Applies to Draft Installments with a Due date more than 8 days in the past.
    • Will appear as Overdue in the Payments section of the Overview tab.
  • Sent:
    • applies to Sent Installments with a Due date no more than 8 days in the past.
    • Will appear as Due in the Payments section of the Overview tab.
    • Will also be listed as Invoiced in the Financials tab under the Invoice date‘s month.
  • Overdue/Sent:
    • Applies to Sent Installments with a Due date more than 8 days in the past.
    • Will appear as Overdue in the Payments section of the Overview tab.
    • Will also be listed as Invoiced in the Financials tab under the Invoice date‘s month.
  • Paid:
    • Applies to Paid Installments.
    • Will be listed as Paid in the Financials tab under the Paid on date’s month.
  • Rejected:
    • Applies to Rejected Installments.
The overall status of an Invoice is always dependent on the status of its least advanced Installment.For example: for an Invoice with three Installments, if two have been paid but one is overdue at status Sent, the Invoice’s overall status will be listed as Overdue/Sent. (Furthermore, the Payments section of the Overview will show one item as Overdue.)
2017-05-19T10:24:16+00:00