In this article, you can read about invoicing.
Creating an order from an invoice
Navigate to the Order overview, located in the Economy Module:
From the Order Overview, select the order(s) you want to turn into invoices. Remember to go through the various orders and check that everything is correct BEFORE you create the invoice.
When ticking one or more lines, a green Invoice button will appear. This takes you to a summary of the orders you want to bill. Press the button Create invoice to create an invoice for the selected orders.
Should an order appear as Yellow or Red in this step, then some of the information associated with the order is incorrect. If it is Red, then you will not be able to create the invoice.
You then have a receipt of the invoices that have been generated. Click on the Invoice List to arrive at the Invoice Overview. Initially, you will only see the invoices you just created; refresh the page to see all the invoices.
In the Invoice Overview, you will find all the invoices generated in the system. Here you can filter on the date, company, department, etc. You can also search for the invoice number or customer.
For exact searches by name, customer number, and invoice number in your billing history, one can use a code snippet.
- Customer name = @name=RecMan AS
- Customer number = @companyNo=1
- Invoice number = @no=25
Please note that these precise searches are case-sensitive.
In the overview, you can clearly see what invoices have been paid or not and which ones are overdue.
To the far right, you can see a row of buttons on each invoice. The function for these are:
- You can press the Checkmark to register payment for that invoice. If the invoice is already paid, this symbol changes to an X which allows marking the invoice as unpaid.
- The next button, the Circle Arrow, is used to create a Credit Note based on the invoice. You can read more about this process further down in the article.
- The last button displays a PDF; this button can be clicked to download a PDF version of the Invoice.
Just to the left of these buttons is a row of possible icons describing different information about what has been done with the invoice.
All or none of these symbols may be present on an invoice, depending on actions taken with the invoice.
Exploring, sending and printing
RecMan can send invoices in different ways. Email invoice w/ tracking link means that the email contains a link to the invoice and that the system can track whether the invoice has been opened by the customer. Email invoice w/ attachment means that the invoice is included as an attachment in the email. This should be chosen based on the customer’s wishes; if there is none, then the tracking link is suggested. Customer billing information can be found on the Customer card, where you can edit the invoice type.
When you select one or more invoices, you get the opportunity to send the invoice(s) by email, merge them into one PDF file or export them to your external accounting system. Selection of exports is set up through System Settings -> Economy -> Invoice Export.
Creating and sending a credit note
You create credit notes based on an invoice, and they are created from the invoice overview. Press the credit note button on the invoice line, and you will get a screen displaying all of the invoice lines. The lines selected are the ones that will be credited; remove the ones you do not wish to credit. You can also add a credit line and input an amount, use this if a general amount is to be credited, not actual lines.
When satisfied, click the Validate button. This is your last chance to look over your credit memo before creating it. Click Create credit note to create a credit memo. The credit memo can now be found again in the Invoice Overview, just below the invoice which was credited. Should you wish to send or export the credit memo, you will have to change the filtering on the left side from Invoice to Credit note.
When you create a credit memo, it is important to know what happens within the system. When crediting an invoice, the invoice will reappear in the Order Overview, where it was originally invoiced. If you do not want to create a new invoice for the same order again, it can be deleted at this point.
When the order is deleted, any work associated with it will lose the Invoiced status and gain the Approved status. This means that you can change the status to To Approval again and change or delete any hour. This process allows you to make changes to invoiced hours.
If you cannot see the button for Create Credit Note, contact your system administrator. This is a permission set in the system.
The billing process illustrated
Below you can see the process for billing in RecMan illustrated. This helps you understand the more advanced aspects of the invoice process, from a logged hour to an invoice and back. Click the image to enlarge it.
The top line illustrates how you would invoice from the hours being recorded to the invoice being created. Any recorded hour must go through this process in order to be billed.
The bottom line shows how to change the recorded hours after they have been invoiced. The invoice must be credited, the order must be deleted, and the hours must be set to status To be approved. Once the changes have been made, you perform the above steps once more.
Reading OCR files from Nets
After you have set up KID in RecMan (see the administration section of the user manual under KID), you have the opportunity to retrieve OCR files from their online bank and read these into the RecMan. This can be found in the Economy module → Import.
Click Select files and select the file locally that you want to import. Then press the Import button.
Registered OCR payments are updated automatically in the invoice overview after an import has been made. If the invoice is paid in full, the invoice will be green in the overview, and there is a dollar sign showing that a payment has been made. If the invoice is not paid in full, it will have dollar signs but no green marking. If you press on the dollar sign, you get an overview of what is outstanding and what payments have been made.
Tips and tricks
If the currency on the invoice is incorrect, this is something you are able to change in the System settings. Go to Economy and select your department, and you will be able to change the currency on the invoice. Invoice pricing and salary will always just be a number in RecMan; the currency is something decided once the invoice is created.
Should you have issues finding which hours belong to which invoice, you can do this from the logged work. On a logged work line, you can press the Info button. Here you will see the invoice number as well as a clickable link to the actual PDF.