Invoice - view

Global invoice list

In the Customer Care application, you have a first level menu item “Invoices” where you can find the global invoice list.

There, you have access to all invoices, and you can apply filters to drill down to those you want.
Clicking on an invoice will bring up the details for that invoice.

On the top of the page, you will have a few global (unfiltered) statistics.

On the top left corner of the list view, you will find a search bar. When using it, you will search seamlessly Invoice number and billing account description.

On each column, you can:

• add filters using different operators (start with, contains, equals, greater than, …) depending on the column type:

  

• perform a number of operations like “sort”, “choose columns”, “reset columns”, …

  

  
  

Actions on global invoice list

• View invoice: clicking on an invoice brings up the details for that invoice.

• Create manual invoice (Debit note)

• Additionally, on each invoice in the list you can:

  • Download PDF

  • Duplicate invoice

  • Create an adjustment on the invoice (credit note)

Invoice view

From one of the invoice lists mentioned above, you can access the details for an invoice.

Invoice information

Actions on the invoice

From there you can:

• View PDF : this allows to view the invoice document

• Adjustment on invoice: this allows to select lines from the current invoice and generate an adjustment.

• Manual adjustment: this allows to create a Debit note.

• Refundable adjustment: this allows to select lines from the current invoice and generate an adjustment that will be refundable.

General invoice information

This screen provides a number of information including:

• invoice number

• customer

• invoice currency

• invoice date

• due date

• invoice default payment method

• invoice status and payment status

• linked order

• related invoices (mainly for adjustments and credit notes)

Payment history

Here you can find the details of all payments matched to the invoice:

• payment date

• payment method

• payment reference

• paid amount: the amount of the payment, in the invoice currency

• paid amount on invoice: the part of the payment used to pay this invoice, in your functional currency (the reference currency of your company)

• percentage of the invoice paid using this payment

Custom fields

Next to Payment history tab, you now have a Custom fields (CFs) tab where you will see all CFs that have been created on the Invoice object in Opencell

In our example above, you can see that we added a boolean CF on the invoice page.

Invoice amounts

Information about the invoice amounts:

• amount without tax

• amount with tax

• total tax amount

• discount amount

• remaining amount and percentage to be paid

• tax details

Discounts and tax details in the new portal

From 18.1.0 onwards, in the new portal, the General information tab of an invoice shows its discounts, its totals and its tax breakdown below the invoice lines. You can see them without switching to another tab.

• Discounts: below the invoice lines, this part appears only when the invoice has discounts, after a Subtotal before discount. It details two kinds of discounts, each shown only when the invoice has some:

  • discounts on invoice lines: on the invoice, these discounts are separate invoice lines with negative amounts;

  • invoice discounts: discounts applied to the whole invoice, such as an invoice-level discount or a promo code.

• Totals: the Total excluding tax, Total tax and Total including tax are displayed whenever the invoice has lines.

• Tax Details: this block breaks the tax down by tax rate. For each rate, it shows the amount without tax, the tax amount and the amount with tax.

Invoice lines

In this section you will have the list of invoice lines constituting the invoice.

For new / draft invoices as well as suspect / REJECTED invoices, you can also delete and add invoice lines.

For invoice line creation, you can hit the ‘CREATE’ button, and you will then arrive on the following page (empty obviously 😉) :

There, you will be able to select an article, add a description, quantity and unit price. In addition, you will be able to select dates (application, start and end), and applicable tax for the given line (which is an override from the applicable tax from selected article).

As for invoices, invoice lines can also have Custom fields (CFs), that will be created in the admin, and displayed here in a separated section.

Additional invoice actions

The invoice details page also offers a number of actions on the invoice.

Duplicate invoice

Duplication will create a draft copy of the invoice (initially in status New ).

View or delete PDF

• View PDF will download the invoice’s PDF document.
  If the PDF is not present, it will be generated automatically.

• Delete PDF (the small cross next to “VIEW PDF”) will delete the PDF so it can be generated again (usually to use an updated new invoice template)

View or delete XML

• View XML will download the invoice’s XML document.
  If the XML is not present, it will be generated automatically.

• Delete XML (the small cross next to “VIEW XML”) will delete the XML so it can be generated again (usually to use an updated new invoice template that require an updated XML, with more/different information)

Validate invoice

This action will finalize the invoice, you won’t be able to modify it afterwards.

The invoice is validated , it is allotted an invoice number.

Cancel invoice

A canceled invoice will not be sent to the client nor to the accounting module.

You can cancel an invoice that is not validated yet: a new, draft, suspect or rejected invoice, whether it comes from a billing run or was created manually.

To cancel an invoice:

1. Open the invoice and choose the Cancel action.

2. If the invoice has rated items, a window asks what to do with them. Choose one of the two options:

   • re-open the rated items (selected by default): they become available again for a future invoice generation;

   • cancel the rated items: they are not deleted, but they will never be invoiced.

   The information icon next to each option recalls what it does.

3. Click Confirm. To close the window without canceling the invoice, click Cancel in the window instead.

An invoice without rated items, such as a manual invoice, is canceled straight away, without this window.

If you want to cancel a unique invoice (validated), you have to generate an amendment from the invoice to cancel and match it automatically to the invoice.

If you want to do it in mass, you can use the mass adjustment.

Quarantine invoice

A draft , suspect or REJECTED invoice from a billing run can be quarantined here.

A quarantined invoice is moved to another “quarantine” billing run to be processed later. This allows to continue the origin billing run by setting aside invoicing that require manual processing.

Reject invoice

Manually marks a draft or suspect invoice from a billing run as REJECTED .

This will prevent the billing run’s processing, unless invoice is also quarantined.