Module Customers Invoices

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Invoice
Numero/ID of module	30
User doc. of module	This page
Developer doc. of module	Module Customers Invoices (developer)

Introduction

The customer invoices module can be used to manage customer invoices (create, update, delete, list) that contains several invoices lines. It's also this module you use to create payments on invoices. It 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 included with the Dolibarr distribution, so there is no need to install it.

Configuration

To use this module, you must first enable it using an administrator account, via the menu option "Home - Setup - Modules".

Choose the tab where the module is listed. Then click on "Activate".

The module is now activated.

If a cog icon appears on module thumb or at end of the line of the module, click on it to access the setup page specific to the module.

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.

Reduce total amount/remain amount to pay

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Il est possible de réduire le montant total et/ou le solde à payer d'une facture, mais il convient de faire une distinction entre une remise et une réduction, bien que ces deux termes soient un peu amalgamés par endroits.

Réduction

Une réduction est une réduction relative (pourcentage) du prix de vente d'un ou de plusieurs produits ou services détaillés dans la facture. Cette réduction doit être définie ligne par ligne lors de l'édition de la facture et être comprise entre 0% et 100% (le pourcentage de remise est alors remplacé par la mention offert).

Remise

Une remise est une réduction du prix total de la facture. Elle peut être définie de deux manières selon qu'elle est ou non associée à une autre facture, c'est-à-dire à un versement déjà perçus ou non.

Remise associée à un versement déjà perçu

Les factures d'avoir et factures d'acompte, qui sanctionnent des versements déjà perçus, peuvent être converties en réduction future (on notera d'ailleurs l'amalgame fait entre remise et réduction). Dans ce cas la réduction, une fois attribuée à la facture en cours via la section Remises, sera mentionnée dans le bas du document sous la forme d'une mention des versements anticipés considérés, qui sont donc déduis du montant total de la facture pour spécifier le solde à payer. Cette remise n'est donc PAS mentionnée comme une ligne dans le détail de la facture.

Remise non associée à un versement déjà perçu

Il est aussi possible de définir une remise qui n'est pas relative à un versement déjà perçu. Dans ce cas, il faut aller sur la fiche du client, onglet client, et définir la ou les remises fixes (montant) ou relatives (pourcentage) qu'on attribue à ce client, et pourquoi (geste commercial, compensation suite à retard de livraison, etc). Une fois ces remises attribuées au client, elles seront disponibles lors de l'édition de n'importe quelle facture de ce client, dans la rubrique Remises en haut de page. A l'inverse des remises consécutives à des versements déjà perçus, celles-ci seront mentionnées comme des lignes négatives dans le détail de la facture, et réduiront donc le montant total de celle-ci, avant déduction des versements éventuellement déjà perçus. Mais ces remises ne sont PAS associées à une facture avoir ou d'acompte.

Résumé

Il y a donc 3 possibilités pour réduire le prix d'une facture :

• attribuer une réduction en pourcentage sur certains produits/service détaillés dans la facture, ce qui aura pour effet de définir un montant total plus bas que normalement prévu;
• attribuer au client une remise globale, non associée à une facture avoir ou d'acompte, et qui sera alors ajoutée comme une ligne de montant négatif qui réduira le montant total de la facture;
• mentionner, via des factures avoir ou d'acompte transformées en réduction future, que des versements anticipés ont déjà été perçus, ce qui réduira le solde à payer mais pas le montant total de la facture;

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.

If you want the PDF to include bank account number or address for check payment (or both), this is waht to do:

1. Activate module Bank/Cash.
2. Create the bank account for your company.
3. Setup up Module Customers Invoices by going into menu Setup - Modules - Customers invoices then select into area "Payment modes", the account created at step 2, or address to use for check payments, and validate by clicking on "Modify" button..

You can now regenerated your invoice, you will see the bank number or address to use for check payment.

Enter payments

Payments can be done only on validated invoices.

If a credit note is available, you can use it to reduce the remain to pay.

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 Exports has been enabled).

See page Module Exports for more informations.

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 to create a new invoice.

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

Deposits

UCIN01: Reception of a deposit then final invoice
Situation	Reception of a deposit then final invoice
Actions	I entered a deposit invoice for the amount received (and not for total amount to pay). I input payment received. Then I convert this invoice into a future reduction. Later, I create the complete invoice (but i can also do it before the deposit). I add into complete invoice the reduction. This reduce the remain to pay. I send or resend the entire invoice generated indicating that a deposit has been received.

 

Billing and payments

UCIN02: Billing and payment in full
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
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
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
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)
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
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
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
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.
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
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
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
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).

 

Predefined invoices

UCRIN01: Creating a predefined invoice
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'
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
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.