Module Customers Invoices

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Invoice
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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.

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.

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

To complete...

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

UCIN00: Error on the content of the corrected invoice by invoice replacement

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).

Corrective actions: I file the bill dropped to the ground 'Other' (not compulsory for operation with automatic next step). I created a new bill by choosing replacement bill and invoice by selecting the bill as substituted.

UCIN01: Reception of a deposit then finale invoice

I entered a bill deposit the amount received class I paid and I send or not. I converted this bill in future reduction. Later, I cause the entire bill. I enclose the Reduta the deposit in full invoice which reduces the rest to pay. I send the entire bill generated indicating that a deposit has been received.

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.

Corrective action: 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.

Corrective action: 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.

Corrective action: 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 infine 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.

Action: 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 file 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 file 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.

UCIN10: 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.

Corrective actions: I file 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.

UCIN10: 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.

Corrective 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.

UCIN10: Standard wording on customer input detected after payment

Situation : I created an invoice to the client X. I read valid. I seized the payments. I file the bills paid. I realized that the invoice has been created on the wrong client and a client asks me about the contrefacture 'X old name and a new name on the new Y.

Corrective actions: I create a credit invoice in error with all the lines in reverse. I have transformed into reduction. The invoice is found to have "treated". I edit the customer record to correct the wording by Y. X client I create the new bill on the new client Y including all lines. I valid. J'inclut payment After having. The balance then goes to 0 (none of). I can classify the bill paid without recourse to other regulations (the customer has already paid).

Bills pre-defined

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.

UCRIN01: Creating an invoice pre-defined

It is not possible to create a recurring invoice itself. This is a normal invoice that is subsequently reused.

UCRIN02: Transformation of a normal invoice invoice predefined

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

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.