Several Portail ZAPP modules have estimates and invoices drawn up: CRM orders, support contracts, payment lines… They do not talk to the invoicing software themselves: they put their request in the Documents to issue queue, handled by the billing team. The screens are reserved for administrators and the Billing team group.
The queue
The Documents to issue page (/billing-documents) first shows what is left to do. Filters: type, status, payer, assignee (including "unassigned").
| Type | What to do |
|---|---|
| Estimate | Draw up the estimate |
| Invoice | Draw up the invoice |
| Paid invoice to record | Draw up the invoice and mark it paid: the payment has already been received |
| Estimate to invoice conversion | Convert the issued estimate with the given order number |
| Credit note | Draw up the credit note on the given invoice, with its reason |
Issuing a document
The record shows everything needed to enter it: payer, lines, currency, total, comment, order number, origin of the request.
- Close: enter the document number from the invoicing software, the issue date and, if you wish, the PDF. The module that made the request is notified.
- Cancel the request: with a reason. An issued estimate can also be withdrawn as long as it is not converted. An issued invoice cannot be canceled: it is credited by a credit note.
- Assign someone from the team.
Recording a payment
On an issued invoice, the Payments card shows the payment status (unpaid, partially paid, paid), the total, the credit notes issued, the amount received and the amount due.
Record the payment: amount (the amount due is suggested), date, payment reference and method. A payment never exceeds the amount due and is never dated in the future. A double click records only one payment. A payment cannot be edited or deleted: a mistake is corrected by a credit note in the invoicing software.
When the invoice of a CRM order is settled, the order becomes paid by itself: the sales rep has nothing more to enter. An accounting connector can also bring payments back; they show with their source.
Requesting a credit note
The Credit notes card lists the invoice's credit notes. Request a credit note: the reason is required; leave the amount empty for a full credit note (the invoice lines are copied), or enter an amount and a label. A credit note never exceeds what is left to credit. A full credit note on an invoice with a discount also copies the discount line: the net amount is what counts.
The credit note joins the queue like the other documents: enter it in the invoicing software, then close it with its number. It lowers the invoice's amount due; if it settles it, the invoice is paid and, for a CRM order, so is the installment. For a CRM order, the sales reps' commissions are clawed back in proportion.
Account merge
When two CRM accounts are merged, invoices and credit notes already issued stay in the name of the original organization, as they were invoiced, with a link to the kept organization: filtering the queue on the kept organization shows them too. Documents not yet issued move to the kept organization.
Notifications
The team is notified of each new request, then reminded of an item left open (48 hours by default). The templates can be customized in the template administration.