Invoices

Invoices are used for the billing of Contracts and can also be used for Purchase Orders. When Invoices are enabled, Contracts are enabled automatically. Invoices can be used to maintain the purchasing of Items as well as Contracts for these and existing Items.

Enabling Contracts and Invoices

When an Invoice is created, a Contract is automatically generated.
 

To enable Invoices:

1. Select Setup>Billing

2. Click Yes to enable Invoices
   When an Invoice is enabled, the following options become available.
   
    

   Options	Description
   Contracts	Contracts are enabled automatically when Invoices are activated.
   Payment Required	Setting Payment Required to Yes will require line items on invoices to be paid before they become active in the system. Any incidents logged against an unpaid Contract or Item cannot be worked on until payment is received. Note: Invoice payments can only be processed by a Finance User.
   Tax Rate (Percentage)	The rate used to calculate tax on an invoice subtotal.
   Request Warning Time	Where a Contract has not been paid and requests have been raised, a reminder email can be sent stating that payment is due. Use this field to specify the length of time in hours from the opening of the incident before sending a reminder email.
   Request Cancel Time	Specifies a waiting time for requests with a Status of Pending-Unpaid before they are cancelled.
   Invoice Warning Time	Enter the number of days prior to the due date to send the Customer a reminder email regarding non-payment of an invoice.
   Contract Renewal Time	The system can automatically send a Contract Renewal Invoice before the end of a contract. Enter the number of days prior to the contract expiry to send the renewal invoice.
   Default Invoice Due*	Enter the number of days to calculate an invoice due date.
   Email Notifications	Enables the system to update Finance Users, via automated emails, regarding matters relating to POs, Invoices and/or Contracts.
   Terms and Conditions	Free text entered in this field is included in the invoice emailed to the Customer.
   Purchase Order Company Details	This option is displayed if the Purchase Orders option is also enabled. Enter the Company details to be displayed on Purchase Orders.
   Currency	Select the currency for all financial transactions within the system.

*Denotes mandatory field. 

3. Enable the Payment Required and Email Notification options, if necessary

4. Complete all the necessary fields

5. Select preferred currency

6. Click Save.