{"id":2005,"date":"2022-10-18T22:51:58","date_gmt":"2022-10-18T20:51:58","guid":{"rendered":"https:\/\/www.ems-help.ch\/docs\/ems-customer-invoices\/enter-customer-invoices\/enter-invoices\/"},"modified":"2025-05-06T09:58:59","modified_gmt":"2025-05-06T07:58:59","password":"","slug":"enter-invoices","status":"publish","type":"docs","link":"https:\/\/www.ems-help.online\/en\/docs\/enter-invoices\/","title":{"rendered":"Enter invoices"},"content":{"rendered":"\n

Invoices can be created during order processing<\/strong> (payment plans or manually created partial invoices) as well as after order completion <\/strong>(final order invoice).<\/p>\n\n

Invoices can be created manually <\/em>(by clicking on partial\/final invoice) and automatically <\/em>(payment plan – payment plan (recurring invoices)<\/a>).<\/p>\n\n

Invoicing is linked to the order status. You can read more about the order status here: Order status, invoicing, order completion<\/a> <\/p>\n\n

Enter invoice manually<\/h2>\n\n

The invoice can be entered directly in the order. Click on Partial invoice <\/em>in the Billing <\/em>tab of the order. <\/p>\n\n

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If the order has already been released for billing (more on order status: order status, billing, order completion<\/a>), use the Final invoice<\/em> button.<\/p>\n\n

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Mass processing of invoices<\/h2>\n\n

If several invoices are to be created and sent, the mass creation of invoices can be used. <\/p>\n\n

Under Customer invoices <\/em>, click on the Ready to invoice orders<\/em> icon.<\/p>\n\n

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The screen that appears contains all customer and sales orders, created payment plans and the mass mailing function for created invoices.<\/p>\n\n

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Settlement of customer orders<\/h3>\n\n

The Customer orders<\/em> tab contains all open customer orders that can be invoiced. The orders can be filtered by order group. <\/p>\n\n

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The option “Only show orders with status -invoicing-” filters only those orders for which invoicing<\/em> has been activated:<\/p>\n\n

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Among other things, the entries show when the last invoice for the order was issued and the customer language (the language of the customer address \/ billing address is adopted; the invoices are recorded in this language).<\/p>\n\n

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The order can be opened via the three-point menu \u2192 Edit order<\/em>.<\/p>\n\n

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If you would like to create a single invoice, use the “Create invoice” button.<\/p>\n\n

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If you would like to create several invoices at the same time according to the same principle, tick these and then click on Mass billing<\/em>.<\/p>\n\n

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In the mask, proceed as for Transfer positions<\/a>.<\/p>\n\n

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Settlement of sales orders<\/h3>\n\n

The Sales orders<\/em> tab contains all sales orders.<\/p>\n\n

Billing according to payment plans<\/h3>\n\n

The Payment plans<\/em> tab contains planning entries for payment plans.<\/p>\n\n

Bulk shipping<\/h3>\n\n

As soon as the invoices are completed, they can be sent in bulk to speed up the process.<\/p>\n\n

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From here, the invoices can be viewed and mutated ( mutate\/pencil<\/em> icon on the right) and printed ( printer<\/em> icon).<\/p>\n\n

Mass mailing is only possible if an e-mail address of the recipient is stored. This email address is taken from the customer contract(Customer address \u2192 Conditions \/ Contracts tab \u2192 Customer contract section \u2192 Invoice by email (as in Outlook – To, CC, BCC)<\/em>) <\/p>\n\n

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Check the desired invoices and click on Send e-mail.<\/p>\n\n

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The stored e-mail template appears in the subsequent screen. (More about the text templates for notifications (e-mails)<\/a>) Select the language for the accompanying e-mail here. <\/p>\n\n

The activated option “Complete associated customer and sales orders” will complete the associated orders. When you click on Complete <\/em>, the selected invoices are sent and completed and disappear from the bulk mailing list. <\/p>\n\n

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Printing invoices<\/h3>\n\n

Several invoices can be printed out at the same time(select<\/em> and click on Print <\/em>). <\/p>\n\n

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The activated option “Complete associated customer and sales orders” will complete the associated orders. When you click on Finalize <\/em>, the selected invoices are printed and finalized and disappear from the bulk mailing list. <\/p>\n\n

Recurring invoices (payment plans)<\/h2>\n\n

For longer-term orders that require periodic payments, it is possible to initiate invoicing in the pre-defined interwall. The system will automatically create the invoice and, depending on the option selected, create the invoice for further processing, create and finalize the invoice, create the invoice and send it by e-mail. The recurring invoices (payment plans)<\/em> function is used for this purpose: Payment plan (recurring invoices)<\/a> <\/p>\n\n

Create invoice<\/h2>\n\n

Basic data of the invoice<\/h3>\n\n

Basic data for the customer invoice<\/h4>\n\n
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