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Invoices

v5.0 - Last Mod.: 11/27/2008
With the SITEFORUM Invoices you control all incoming and outgoing invoices. With the integrated workflows outgoing invoices are verified and paid contemporary.
Note: To work in this section you need to have the user role "Invoice Manager" or "Portal Master."

1. Outbound Invoices

Outbound invoices are invoices which you or your company sends to your customers. You can use one-time or recurring positions. Add at least one invoice creator to send outgoing invoices.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Invoices.
  3. In the navigation on the left, below Outbound Invoices click Invoice Creators.
All existing invoice creators are listed:
  • Invoice Creator Shows the invoice creator.
  • Positions Shows all assigned positions.
  • Prefix Shows the prefix of the invoice number.
  • Offset Shows the number with which the invoice numbers begin.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the invoice creator.

1.1 Invoice Creators

By default there is one invoice creator active who was delivered by the portal. You can edit this invoice creator or add new ones.
Note: To manage an invoice you first have to activate an invoice creator.
Activate
  1. Choose from the selection box above the table the desired invoice creator.
  2. Click the button Activate.
Please see left menu for further options.

Add
  1. Click the tab Add.
  2. Enter in the field Invoice Creator the name of the invoice creator , e.g. Smithmouth Ltd..
  3. Enter in the field Prefix the prefix for the invoice, e.g. SM.
  4. Enter in the field Invoice Number Offset a number with which the invoice number starts, e.g. 0008.
  5. Click the button Save when ready.
Edit
  1. Choose in the overview the desired invoice creator.
  2. Click the icon Edit.
  3. Edit the invoice creator as desired.
  4. Click the button Save when ready.
Delete
  1. Choose in the overview the desired invoice creator.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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1.2 Invoices

In this area you can view unpaid, paid and cancelled invoices. Invoices to come you can create and preview them here.
  1. Activate the desired invoice creator, q.v. 1.1 Invoice Creators.
  2. In the navigation on the left below Create invoices for click Invoices.
You get to the overview of all unpaid invoices.
  • By clicking the tab Unpaid, Paid and Cancelled you can switch between the different statuses.
  • The tab Top Customers arranges all customers in descending order.
  • By clicking the icon Details you can viewe the invoice.
  • By clicking the button Actions you can change the status.
    Choose the desried status and click the corresponding button.
Create

You can create new invoices here as soon as positions to invoices exist.
  • Therefore click the button Create Invoices.
Preview

In the preview you can check all positions and delete some if neccessary.
  • Click the link Delete to delete one position from the invoice.
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1.3 Manage Positions

Positions are important to create invoices. Add all positions you need and assign them to the invoice recipients.
  1. Activate the desired invoice creator, q.v. 1.1 Invoice Creators.
  2. In the navigation on the left below Create invoices for click Manage Positions.
All exisiting positions are listed:
  • By clicking the icon you get to the editing mode.
  • By clicking the icon you can delete the group.
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1.4 Add Positions

  1. Click the tab Add.
  2. Enter in the field Name a name for the position, e.g. Customizing.
  3. Enter in the field Price the price in Euro for one unit, e.g. 900.
  4. Enter in the field Tax the tax rate, e.g. 19.
  5. Enter in the field Unit the unit of the position, e.g. per man-day.
  6. Click the button Save when ready.
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1.5 Edit Position

  1. In the navigation on the left below Create invoice for choose the position you want to edit.
  2. Click the icon Edit.
  3. Edit the position as desired.
  4. Click the button Save when ready.
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1.6 Delete Position

  1. In the navigation on the left below Create invoice for choose the position you want to delete.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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1.7 Invoice Positions

You can bill one-time and recurring positions.

One-Time Position
  1. Enter in the field Invoice Recipient the company which receives the invoice. Choose the desired company from the list.
    Note: If the company doesn't exist yet in the portal then click the link Click here to add the company. and add the company. Enter in the area Address Information all important data (Invoice schedule, Select currency, Pay sales tax, Payment terms).
  2. Choose from the selection box Position a position.
    Note: If you do not want to use a position from the selection box you can add a new one by filling the given fields below.
  3. If required enter in the field Details further details.
  4. Enter in the field Quantity the quantity.
  5. Click the button Save when ready.
Recurring Position
  1. Enter in the field Invoice Recipient the company which receives the invoice. Choose the desired company from the list.
    Note: If the company doesn't exist yet in the portal then click the link Click here to add the company. and add the company. Enter in the area Address Information all important data (Invoice schedule, Select currency, Pay sales tax, Payment terms).
  2. Choose from the selection box Position a position.
  3. If required enter in the field Details further details.
    Youn can use the given placeholders to provide the time frame.
  4. Enter in the field Quantity the quantity.
  5. If required enter in the field Discount a discount in %.
  6. Choose from the selection box Next run the next run of the invoice.
  7. Choose in the area Invoice this position every from the selection box the interval.
  8. Click the button Save when ready.
Recurring positions schedule

This overview shows all recurring positions. You can view and edit recipients, schedule, quantities and further settings.
Edit
  1. Click the icon Edit.
  2. Edit the position as desired.
  3. Click the button Save when ready.
Delete
  • To delete a recurring position click the icon Delete and confirm the erasing procedure by clicking the button OK.
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1.8 Invoice Layout

You can create an own layout for each invoice creator.
  1. Activate the desired invoice creator, q.v. 1.1 Invoice Creators.
  2. In the navigation on the left below Create invoices for click Invoice Layout.
In the upper area you can preview the layout of the invoice.
In the area Change Invoice Layout below you can change the single parts Header, Text Intro, Text Outro, Footer of the invoice:
  1. Enter in each field pure HTML text.
  2. Click the button Save when ready.
In the area Switch language selection to you can adapt the invoice layout for further languages by clicking the correspondent language.

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2. Inbound Invoices

Inbound invoices are incoming invoices which your company gets and pays. With the integrated workflow all invoices are paid inside the ppaymen date so you can save money with given cash discounts.

2.1 Folders & Invoices

Note: Depending on your role you can manage the whole folder structure, create new folders rename existing or delete other.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Invoices.
  3. In the navigation on the left, below Inbound Invoices click Folders & Invoices.
Here you see all existing folders but you can only access invoices for which you are authorized.
  • Name/Uploaded on Shows the name of the folder/file and the date of the upload.
    By clicking the den name of the folder you get to a lower level, by clicking the name of the file you can open and save it.
  • Recipient Shows the recipient of the invoice, which is the first authority.
    By clicking the the recipient you get to the invoice details, where you can change the recipient, q.v. Change Recipient.
  • In. Party/In. No. Shows the invoice party and the invoice number.
    By clicking the arrows you can sort the list.
  • In. Date/Pay. Date Shows the date of the invoice and the payment day.
    By clicking the arrows you can sort the list.
  • Total/Cost Centre Shows the invoice amount and the cost center.
    By clicking the arrows you can sort the list.
  • Status Shows the status of the invoice: red = Recipient, yellow = Verifier, green = Bookkeeper.
    By clicking the colored circle you can change the status.
  • Actions By clicking the the icon several commands are available, q.v. 2. Invoice Actions.
Add Folder
  1. Click down to the level where you want to add the new folder.
  2. Click the tab Add Folder.
  3. Enter in the field Name the name for the new folder.
  4. Click the button Save when ready.
You are now inside the new folder. By clicking the tab Parent Folder you get to a higher level.

Rename Folder
  1. Click on the folder which you want to rename.
  2. Click the tab Rename Folder.
  3. Enter in the field New Name the new name.
  4. Click the button Save when ready.
You are now inside the new named folder. By clicking the tab Parent Folder you get to a higher level.
Note: To rename the main Folder, the folder of the first level, stay in the first level and click the tab Rename Folder.
Delete Folder
  1. Click on to the folder which you want to delete.
  2. Click the tab Delete Folder.
  3. Confirm the erasing procedure by clicking the button OK.
Note: The main folder, the folder of the first level, cannot be deleted.
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2.2 Upload Invoice

  1. Click down to the folder in which you want to upload an invoice.
  2. Click the tab Upload Invoice.
  3. In the area Select Invoice in the line Path/File click Browse.
    A second window opens up.
    1. Choose the desired file from your PC/System.
    2. Click the button Open in the second window.
    The second window closes.
    The file is shown in the field.
  4. Enter in the area Invoice Details all details of the invoice.
  5. Click the button Upload when ready.
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2.3 Actions

Depending on your permissions you can accomplish several actions with an invoice.
  1. Click down to the invoice you want to edit.
  2. Click the icon Actions on the right of the table.
Depending on your permissions the following commands are available:

Download

Open the invoice on your monitor or save it on your PC/System.

Accept

The invoice details open up, q.v. Edit Details, which you can verify. In the lower area in the line Status you see what status the invoice has.
  1. Enter in the field Cost Center the cost center(s).
  2. Click the button Accept when the invoice is ready to get to the next authority.
Pause

The invoice details open up, q.v. Edit Details. In the lower area you enter a reason why the invoice is paused.
  1. Choose from the selection box Reason the reason.
  2. Enter in the field Comment a comment.
  3. Click the button Pause when ready.
The line containing the paused invoice is marked blue.

Mark paid and archive

As bookkeeper, as the third authority, you can mark the invoice as paid and archive it.
Note: After you marked the invoice as paid and archived it you cannot reset it anymore.
The invoice details open up, q.v. Edit Details.
  • In the lower area click the button Mark paid and archive.
You get back to the folder.

Reset

As bookkeeper, as the third authority, you can reset the invoice back to the recipient.
The invoice details open up, q.v. Edit Details.
  1. Enter in the area Reason a reason for the reset.
  2. In the lower area click the button Reset.
You get back to the folder.

Change Recipient

The invoice details open up, q.v. Edit Details. In the lower area you can change the recipient.
  1. Choose from the selection box New Recipient the new recipient.
  2. Enter in the field Comment a comment.
  3. Click the button Change Recipient when ready.
Edit Details

The invoice details open up. In the lower area you can enter the new details.
  1. Edit in the area Edit Details all desired details.
  2. Enter in the field Comment a comment.
  3. Click the button Save when ready.
Notes

You can view existing notes and also enter new ones.
  1. Enter in the field Your Note a note.
  2. Click the button Save when ready.
View History

You can view the complete history of an invoice here.

Delete

Here you can delete the invoice.
  • Confirm the erasing procedure by clicking the button OK.
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2.4 Manage Folders

Here you make pre-settings for single folders:
  1. In the navigation on the left, below Inbound Invoices click Manage Folders.
  2. Click the desired folder.
  3. Activate in the area Email Settings each time the option Yes or No when an email should be sent to the responsible recipient or verifier when a new invoice needs approval in this folder.
  4. Choose in the area Upload Settings from the selection box Days from invoice date the amount of days preselected between invoice date and payment date.
  5. Choose from the selection box Recipient the responsible recipient.
  6. Choose from the selection box Verifier the responsible verifier.
  7. Click the button Save when ready.
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2.5 Manage Users

Here you assign which recipient, verifier and bookkeeper gets which permission for which folder:
  1. In the navigation on the left, below Inbound Invoices click Manage Users.
  2. Select the desired user.
  3. Click the icon Assign on the right of the table.
  4. Activate the options for the folders, for which the users should get the permission(s) Recipient, Verifier, Bookkeeper or Upload.
  5. Click the button Save when ready.
Repeat this procedure for other users. TOP

2.6 Statistic

You can view the statistics for All Invoices and Expired Invoices.
  1. In the navigation on the left, below Inbound Invoices click Statistic.
  2. Click the desried tab.
You get the invoices subdivided in folders. By clicking the folder name you get to the folder.

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