Module Customers Invoices
From Dolibarr Wiki
| Invoice | |
|---|---|
| Numero/ID of module | 30 |
| User doc. of module | This page |
| Developer doc. of module | Module Customers Invoices (developer) |
Contents |
Introduction
The customer invoices module can be used to create or update customer invoices that contains several invoices lines. It's also this module you use to create payments on invoices. This module provides also features to generate documents for each invoice in a format like PDF. Suppliers invoices are managed by Module Suppliers Invoices.
Installation
This module is provided with standard Dolibarr distribution, so there is no need to install it.
Configuration
To use this module, you must first enable it. For this, with an administrator account, go on page "Home - Setup - Modules".
Choose the tab where the module stand. Then click on "Activate".
If an icon appears at end of module line, click on it to access the setup page, specific to this module.
The module should be ready to be used.
The page Invoice configuration explains you how to setup the invoice module.
Create invoice
There is no complete accountancy into Dolibarr. So you must stll have an accountancy software or use services of an accounter.
However, Dolibar can build for you customers invoices for all customers you have created before (see Module Third Parties).
You can create an invoice directly from a customer record, or from a command enclosed in the state "accepted", or from a service contract.
Types of bills
If you create an invoice from a customer record, you can choose 4 types of invoices:
- The "standard invoice"
This is a standard bill. There are no prerequisites.
- The "replacement invoice"
A replacement bill can redo an invoice on which there would be mistakes and that nothing would have been done (before any payment). We can create only one replacement invoice for each invoice. When you create a replacement invoice R, you choose the invoice F you want to replace. Once R is created, it is no more possible to do actions on F even if invoice status of F has not changed. If the replacement invoice R is deleted, the bill F resume its original condition and lifecycle of the invoice F can resume. If the replacement invoice R is validated, the bill status of F goes automatically to abandoned. The cycle of life continues on the invoice R.
- The "credit note"
We create several credit notes on for a same invoice.
- The "invoice deposit"
You can create as many invoice deposit you want. They will be then used to reduce amount of other invoices.
Procedure
Once an invoice created (in draft mode), you must include, in the bill, products or services already defined in Dolibarr or you directly enter the title, the rate of VAT, the unit price. For each line of the invoice you also set an amount and possibly a relative discount (percentage).
Une fois la facture prête vous devez la valider. Attention cette opération est irréversible. Once your order ready you must validate it. Note this operation is irreversible. Quand vous validez la facture un numéro lui est attribué selon le modèle de numérotation que vous avez choisi dans la configuration du module Facture. Si une erreur est détectée après avoir validé la facture, il faudra soit faire une facture de remplacement, soit faire une facture d'avoir. When you validate the invoice number assigned by the numbering scheme that you chose in the module configuration Invoice. If an error is detected after confirming your order, you must either make a replacement bill or make an invoice have.
PDF generation, printing
When a document is generated, it is manufactured to a design chosen from a list selected in the Home Screen - Configuration - Modules - Invoice.
Enter payments
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Close invoice
An invoice can be validated definitively classified in the state:
- Paid (If the sum of payments is greater than or equal to the amount claimed).
- Partially paid (If the sum of payments is greater than 0 but strictly less than the amount claimed).
- Abandoned (If no payment has occurred).
Export invoice
Dolibarr provide a generic tool to export your invoices data. For this, you must use the Export assistant you can find in menu Tools - New export (if Module Export has been enabled).
See page Module Exports En for more informations.
Use case examples
Deposits
| UCIN01: Reception of a deposit then final invoice | |
|---|---|
| Situation | Reception of a deposit then final invoice |
| Actions | I entered a deposit invoice with the amount received. I convert this invoice into a future reduction. Later, I receive the entire invoice. I add the reduction, this reduce the rest to pay. I send the entire bill generated indicating that a deposit has been received. |
Billing and payments
| UCIN02: Billing and payment in full | |
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| Situation | I created an invoice. I receive full payment. |
| Actions | I take all the payment on the invoice. The balance goes to 0. I can sort the invoices paid. |
| UCIN03: Billing and higher payment received | |
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| Situation | I created an invoice. I get a payment exceeds the amount claimed. |
| Actions | I enter the amount received. I closed the bill to the state pays. I have created one of the overpayment. |
| UCIN04: Billing and payment in full and returned product | |
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| Situation | I created an invoice. I receive full payment. I entered and the balance becomes 0. I closed the bill to the state pays. Later, I received a return of product due to legal withdrawal. |
| Actions | one before I have on this bill. This credit can be converted to reduce the next bill or refunded money. |
| UCIN05: Billing and payment in full and on product error detected | |
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| Situation | I created an invoice. I receive full payment. I entered and the balance becomes 0. I closed the bill to the state pays. Later, I discovered an error in product. |
| Actions | One before I have on this bill that contains the product error. I have to convert this reduction. I create a new invoice with the correct product. I'm joining in to have this new bill. Eventually if I use the stock, I corrected the stock in hand. |
| UCIN06: Billing and payment for partial advance (discount) | |
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| Situation | I created an invoice. I receive a payment of the invoice amount less a discount granted for early payment. |
| Actions | I received before the payment of the value received. I file the bills paid and partly because the information "Lack is a discount. |
| UCIN07: billing and payment, partial or no return and then wait and product defect or error correction tolerable | |
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| Situation | I created an invoice. If I get a partial payment, I know. I get a return of some products (Revocation of client) or not getting more pennies missing. Optionally, the client waits for a credit pay the late bill. |
| Actions | I submitted a credit on the bill. I send the credit. Then I have to convert this reduction to the customer. I know eventually the result of payments received. Eventually I include having the list of payments invoice (otherwise it will be included in another bill). I fill the bill in the state Paid. |
| UCIN08: Billing and partial payment for deadbeat | |
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| Situation | I created an invoice. I get a partial payment, I know. After a long wait, after payment is received and abandon all hope. |
| Actions | I fill the bill in the state Paid partial information and the reason bad payer. |
| UCIN09: Billing and received no payment for deadbeat | |
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| Situation | I created an invoice. After a long wait, after payment is received and not abandon all hope. |
| Actions | I file the bill in the state Abandoned and informs the reason bad payer. |
Solving billing errors
| UCIN00 Error on the content of an invoice detected after validation. | |
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| Situation | I created an invoice. I valid. I realize the error on the contents (amount, description) after validation (see use case UCIN10 on error on client). |
| Actions | I close the invoice to abandoned with comment 'Other' (not necessary as this will be done automatically by next step). I create a new invoice by choosing replacement invoice and by selecting the invoice to replace. |
| UCIN10a: Error detected on the client after validation but before payment | |
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| Situation | I created an invoice. I valid. I realized that the invoice has been created on the wrong client. |
| Actions | I fill the bill dropped to the ground 'Other' and I fill the ground "before failure on bad customer". I created a new bill on the right customer. |
| UCIN10b: Error on the client (or invoice before 2 times) detected after sending invoice but before payment | |
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| Situation | I created an invoice. I validate and send the client. I realized that the invoice has been created on the wrong customer or invoice in duplicate with another already sent. |
| Actions | I create a credit invoice that has not yet paid the amount exact opposite. I have to convert the discount. The invoice is found to have "treated", I can send it to the customer if I wish. I returned on the card bill in error and I apply the discount after having. On the becomes zero and I Paid in full Class (payoff of 0). That the client has not received or the original invoice, the latter was canceled and closed by the credit. I reprocessed the invoice to the right customer. |
| UCIN10c: Error on the client spelling detected after payment | |
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| Situation | I created an invoice to the client X. I validated it. I add payments and set the bills paid. I realized that the invoice has been created with the wrong spelling and the client asks me about the credit note (for old name X and an invoice for new name Y). |
| Actions | I create a credit note with all the lines in reverse. I transform it into reduction. The credit note is now "used" for customer X. I edit the customer record to correct X into Y. I create the new bill on the new client Y including all lines. I valid. I include the credit note. The balance then goes to 0 (none of). I can classify the new invoice paid without recourse to other regulations (the customer has already paid). |
Pre-defined invoices
In Dolibarr a bill designated as pre-defined is simply an invoice which we will reuse most of the data to issue additional invoices based on this information, thereby saving time non-negligible Seizure
In the case of the implementation of contracts, invoices can be predefined set, corresponding to the recurring elements of the contract. This is very interesting. The only downside, the period specified for each element of the resulting bill covers the entire period of contract. It should relate to the billing month.
Use case examples
| UCRIN01: Creating a predefined invoice | |
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| Situation | I want to create a predefined invoice |
| Actions | It is not possible to create a recurring invoice itself. This is a normal invoice that is subsequently reused. So take a look at next use case. |
| UCRIN02: Transformation of an invoice into a recurring invoice' | |
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| Situation | Transformation of an invoice into a recurring invoice |
| Actions | I open an existing invoice. I click on the "Edit recurring. I enter a title (eg "Last Updated quarterly") and possibly a note, which might be an explanation of the reason for the repetition of this bill. My bill is now a recurring invoice. This will be visible only if I request the display of recurring bills or I create a new invoice. |
| UCRIN03: Using a predefined bill to create a new invoice | |
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| Situation | Using a predefined bill to create a new invoice |
| Actions | I create a new invoice ( "Create invoice"), and I'm using the selection box at bottom of page to select the Recurring Billing I want to use as a template (template).My new invoice is pre-filled, the modifications are minor. |
