Once-off Invoices

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Where You Are At In The Process

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What is an Once-off Invoice

An invoice, bill or tab is a commercial document issued by a seller (you) to a buyer (the client), relating to a sale transaction and indicating the products or service, quantities, and agreed prices the seller had provided or will be provided to the buyer.

An once-off invoice can be created during the course of a billing cycle and all generated once-off invoices(Open, Closed and Failed) are displayed. (Refer to “Invoice Status”)

Using an Once-off Invoice

Manually Close Invoices

Invoices are usually closed when invoices are [posted to the accounting system]. Should you not wish to post a specific invoice, you could manually close the invoice by selecting the invoice and actions, close selected. The [status] will be updated to Closed, but the invoice will remain a proforma invoice without an invoice number.

Preview Invoices

All invoices (Open, Closed, Credited and Failed) can be [| viewed online] or [| downloaded] in PDF format.

When viewing the invoice online, it allows you or your client to expand the line items to view the underlying billing data relating to the line item. The Description of your line item is displayed to your client when expanding the line item.

View Invoice Online

Your customer will receive a PDF invoice via [email] which will contain a link that will allow them to view itemised billing per line item. The look and feel of this link depend on how the View Online Icon is set up under Admin, [Document Template]. Once the invoice opened in the user's browser they can select the + sign to expand line items, or the – to collapse line items. Once the line item is expanded the user can view the transactions that made up the line item.

Download Invoices

Invoices can be downloaded in PDF format. The naming convention of the PDF depends on your setup of the File Naming Convention under Admin, [Document Template].

Invoices can be downloaded individually by selecting the download icon next to the specific invoice.

Invoices can also be download in bulk by selecting the invoices and Actions, Download Selected. An email will be sent to your registered email address once it has completed. The download will be available for up to 24 hours after the request has been submitted. If this period lapsed, then a new request would need to be submitted by following the same steps described. The user requesting the download will be able to log in where after a zip file containing the downloaded PDFs will be generated.

Invoice Naming Convention

The Invoice PDF name is determined by the File Naming Convection of the Invoice Template. This can be easily changed by updating the Invoice Template.

Invoice Number

If an invoice does not contain an invoice number, the invoice has not yet been posted to your accounting system, or the posting of this invoice failed.(See [Error Resolution]

You can run the accounting connector to post your invoices to the accounting system. ([Post to the accounting system)]

Varibill receives the invoice number from the accounting system once the invoice has been posted.

Invoice Line Items

The quantity (units) of each line item of a specific product is multiplied by the selling price (rate) to calculate the line item value. Mathematical rounding is applied when calculating the transaction value, line item value and total invoice value will and always be rounded to two decimals (i.e. the third decimal is used to determine what the second decimal should be).

Rounding

Varibill may calculate transaction, line item or document totals in ways that are slightly different from other applications. No one approach is correct (or incorrect). What is important, is that the approach selected is consistently applied.

Because of this, a rounding figure may in some cases be displayed on invoices processed. This is the case if the [Invoice Template] has been set up to display rounding and will appear if rounding has been calculated for the specific invoice.

When invoices are processed, Varibill provides a rate per line item to the accounting system (This depends on what the accounting system accepts via their API - explained in more detail [here]. The accounting system then calculates the totals for the invoice and in some instances recalculates the line item totals. Varibill compares the invoice total excl. VAT calculated by the accounting system with the invoice total excl. VAT calculated by Varibill. The difference is displayed as a rounding figure on the invoice. This is done to ensure the invoice total displayed on the customers' accounting system statement and accounting system invoice matches the invoice value in Varibill.

Refer to [Rounding]

Create Once-off Invoices with Varibill's CreateInvoice API

Integrate various external systems with Varibill’s CreateInvoice API to create Once-off Invoices in Varibill [Once-off Invoice API].

Related

  • Once-off Invoice API
  • Invoice Template
  • Update Accounting System
  • Email Template
  • Accounting System
  • Manage Clients
  • Frequently Asked Questions