Invoices

An invoice is a commercial document that specifies a transaction between a buyer and a seller. If goods or services were purchased on credit, the invoice usually specifies the terms of the deal, and provides information on the available methods of payment. An invoice is also known as a bill or sales invoice.

Splynx provides the ability to work with or without invoices. Without issuing invoices, Splynx just receives payments and charges customers each invoice period without creating an official document. When invoicing is required, Splynx is able to generate invoices automatically or an administrator can issue invoices manually.

Invoices can be created conjointly or separately. Invoices in PDF format are fully customizable with templates. All documents generated by Splynx can be exported in different formats for printing or sending to the end-users.

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• All issued Invoices can be found in Finance → Invoices. With the use of a filter, it is possible to display invoices by its Number, Period of time, Partner or Status (Any, Paid, Unpaid, Pending, Deleted). Beneath the list/table of invoices you'll find a totals table that displays a total of all invoices by their status, the number of invoices in each status and the total amount of money paid and unpaid in each status of invoices.

Let's consider the invoice statuses in details:

Status	Description
	the invoice has been created, but the customer has not made any payments towards the balance
	the invoice has not been paid and is not yet past due but payment is sent for processing. Once the invoice payment is processed successfully, the invoice will be updated to either a Paid or Unpaid status. If the due period has been exceeded and the amount hasn't been paid, the status will be changed to Pending Overdue or Overdue status
	a payment has been successfully collected
	the invoice was paid from customer's balance, a status is applied only if customer has enough funds
	no payment was received for this invoice and the Billing due date has already passed
	the invoice was marked as deleted. If Delete transactions toggle is enabled and we apply the Mark as delete option for unpaid invoice, the invoice will be marked as deleted and its auto transaction (-s) will be removed, otherwise (toggle is disabled) the invoice's transaction won't be removed. The manual transaction (-s) will remain in any case.

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To export the list of invoices for accounting purposes, open Finance → Invoices and click on Export button.

In the export window, you can choose the period of time and the export type/format (PDF, CSV, external handler, etc.).

Alternatively, once you have selected the required invoices, you can export them using one of the following actions One PDF file, PDF files in archiveor Export in the mass Actions drop down menu.

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If one of the payment add-ons is configured for customers in Splynx, you can manually charge the invoices all at once using the Charge button at the top right corner of the table or you can use the same named option in the mass Actions drop down menu by selecting the required invoices before.

In new window specify the necessary options for invoice charge:

• Period - the time period when the invoices were created;

• Partners - the service provider to which the customer is assigned to;

• Location - the customer location;

• Customer payment type - the method that is used by customer to make payments;

• Status - the status of invoice, by default is used Unpaid;

• Total - the total sum of the invoice, the amount can be specified by =(equal to), <(less than) and > (greater than) sings;

• Customer ID - the customer id within the Splynx;

• Invoice number - the number of invoice in Splynx, usually the format {year}{partner_id|2}{next|6} is used by default, it can be changed in Config → Finance → Settings;

• External handler - requires one of the payment add-ons in Splynx to be installed, as a result this determines which handler we can choose here;

• External handler parameters - the additional parameters that can be used with a specific handler. These may vary depending on the selected handler. For example with paymentexpress handler we can set chunk size parameter in order to split generated CSV file (used only for PxPay processing interface in Payment Express); With netcash_do handler we can set action date parameter to specify the date of affected transaction (-s), etc. ;

• Confirm charge - the toggle allows to confirm the charge;

• Preview - the button helps to check the invoices information before performing the charge.

Once charged successfully, bank statements and batch files will be created and sent to payment add-on side and the charged invoices will change to a Pending state. It takes some time to receive the payments or bounced payments.

To download the charge result files click on the link under the Preview button or click on the icon in Charge history tab.

Splynx checks for any payments and allocates them to the correct invoice, as a result the invoices will become paid or unpaid. You can check the status of the bank statements for the charge invoices in Finance → Bank Statements → History

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The invoice charging process can be automated using the Auto charge filter. Open Finance → Invoices, click on Charge button and select AUTO CHARGE FILTERS tab. Then press Add button.

NOTE: Auto charge filter doesn't require any confirmation from the administrator, so use it with caution.

To make Auto Charge work properly you should navigate to Config → Finance → Automation and ensure that the value in Date to use on finance elements field is set to Real date of issuing.

Explanation

Why we cannot use Date to use on finance elements value that is equal to Billing date with Auto charge filter?

Let's imagine that we have the default settings in Config → Finance → Automation:

Confirmation period (days) = 3;

Date to use on finance elements = Billing date;

And Billing day = 1 for the customers in Splynx (the option is located in Config → Finance → Settings)

Consequently, the invoices will be auto-generated and will be visible for customers on the 4th day of the next month, but the date creation of such invoices is the 1st day of the month. The Auto Charge filter won't find the invoices on 1st day of the month because they are not visible to customers. When the 4th day arrives, the Auto filter will not charge the invoices because its creation date is the 1st day of the month.

In new window specify the necessary options for auto charge filter:

• Enabled - the toggle to enable/disable the filter;

• Period - date when the filter starts;

  • Day of issue - the same day when the invoice is created;
  • Day after issue - the day after the invoice is created;
  • Day before due date -the day before the invoice is created;
  • On due date - the amount of days after the billing day the customer has to make payments before getting blocked (usually it's 15th day of the month);
  • +N days after issue - X days after the invoice was created, the number can be specified in new field Days after issue;

• Partners - the service provider to which the filter is applied to;

• Location - the customer location to which the filter is applied to;

• Customer payment type - the customer's method to make payments;

• Status - the status of the invoice to which the filter applies;

• Total - the total sum of the invoice to which the filter applies, the amount can be specified by =(equal to), <(less than) and > (greater than) sings;

• Customer ID - the customer id within the Splynx;

• External handler - requires one of the payment add-ons in Splynx to be installed, as a result this determines which handler we can choose here. External handler parameters can be specified as well for some add-ons;

Then, press Save button. To edit the created filter click on icon.

The filter will be triggered on the selected day in Period field at 11:59 PM. The result of the charge execution can be checked in Charge history tab, the value in Source column should be auto.

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• In Finance → Invoices there are a number of operations that can be executed with the icons in the Actions column:

Action	Description
	View an invoice
	View an invoice as a PDF file
	Download an invoice as a PDF file
	Send an invoice via Email/SMS or as a message to Customer portal
	Edit a payment
	Delete a payment or mark it as unpaid
	Delete an invoice with/without transaction
	Pay an invoice

The same operations with invoices you can find in Customer billing too.

• To view an invoice with the view icon, it is necessary to configure an invoice template first in Config → System → Templates and also to specify the use of the selected/modified template in Config → System → Company information.

On the Company information page, we define the partner and the PDF template ('Invoice PDF base' is selected as an example by default). Once the PDF template is defined, it will be possible to view the invoice in PDF format.

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Finance formats displayed on the invoice are customizable. Click on Config → Main → Localization, to define the currency and other finance format settings.

Please note that all templates can be customized, navigate to Config / Templates / Choose the type of templates to display/work with and simple edit or add a new template you wish to use:

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In Config → Finance → Settings can be found the Global invoices settings for all customers in Splynx system. In this menu, you can also define the Invoice number format, by default is used {year}{partner_id|2}{next|6}.

You might also be interested in Finance settings description.

Options description:

Create invoices (after Charge & Invoice) - toggle enables/disables an automatic invoice generation for specific customer when the Charge & Invoice was used in Customers → View → Billing Overview

The global option to enable automatic issuing is located in Config → Finance → Automation (see Automation).

When the toggle Create Invoices (after charge & invoice) is not enabled in customer's Billing Overview tab, you can create invoice manually using the Add One-Time invoice or Add recurring invoice buttons in Billing → Invoices tab, during the step of invoice creating you can choose the next options - Use transactions (enabled by default), type a description, select a date, add (optionally) note for the customer or memo for yourself and specify service details such as period, price, VAT etc.

The button Add recurring invoice allows the creation of invoice that will be issued on a recurring basis, separately from the global billing cycle.

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Another way to create invoice is to use Add Invoice from transaction button in the Transactions tab under Billing → Transactions.

NOTE: If a transaction was added manually using the Add Transaction button with the Add to invoice option, transaction would not be removed during the deletion of created invoice with it or using Cancel last charge button. Such unlinked transaction can be deleted manually.

click here to see the step-by-step example

So, if the invoice includes at least one manual transaction and we are going to remove this invoice, such transaction can be remove only manually. Let's check it:

STEP 1

Create a transaction with the Add to invoice option:

STEP 2

Add some service to customer, e.g. Internet service

STEP 3

In Billing → Billing Overview press Charge & Invoice button to charge the customer

STEP 4

Double check if the manual transaction has been added to newly created invoice

STEP 5

Delete the invoice in Billing → Invoices, in new window leave the toggle Delete transactions as 'enabled' and press Delete button. Or press Cancel last charge button in Billing → Billing Overview tab

The current invoice includes the auto (charge for service -step 3) and manual transactions (it was added manually in step 1). The next warning message will be shown:

If the invoice includes only manual transaction (-s), e.g. invoice was created via Add Invoice from Transactions button, the warning message will be the next:

STEP 6

Check if the manual transaction is present in Billing → Transactions. Mind, that it can be removed manually.

Also, take into consideration the following:

• during the converting a quote to the invoice in customer's profile (CRM → Quotes tabs) or the converting some lead account to customer one, the auto transaction will be created. If we remove the created invoice, the auto transaction will be removed as well;

• if we create the invoice manually e.g. using Add one-time invoice button and after that remove such invoice, the transaction will be removed automatically;

These statements and example above also apply to delete option in drop-down menu with mass Actions in Billing → Invoices. For more information about transactions, please navigate to the Transactions manual.

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If we want to delete the unpaid invoice, it's possible to use Mark as delete option in customer's profile in Billing → Invoices tab. The option can be useful when we want to have a fuller context of the customer's billing flow.

Pay attention on the Delete transactions toggle status, if we apply the Mark as delete option and the toggle is enabled, the invoice will be marked as deleted and its auto transaction (-s) will be removed, otherwise (toggle is disabled) the invoice's transaction won't be removed. The manual transaction (-s) will remain in any case.

The Deleted invoice status can be canceled, click on icon again and press on the Unmark as deleted option. But if the auto transaction was removed, it wouldn't be restored again.

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To edit an unpaid invoice click on the icon in customer's Billing → Invoices tab.

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It is also possible to send invoices via email with the icon (if the email server is configured) in Billing → Invoices. You can write a message body or choose a template to populate it.

You can also type a new message body and save it as a new template.

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