Creating and editing an invoice
Create a draft invoice for a customer and fill in the lines, so you can book it afterwards.
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A new invoice is always a draft: you create it on the customer profile and fill in the lines. As long as it is a draft, you can add, change, move and delete lines. After that you book it.
Before you start:
- The customer already exists in Tillor. See Customer management.
- For products with a terrain or occupation, the customer has an occupation on that terrain. Without an occupation you create a quote that you cannot book.
Creating an invoice
You create invoices on the customer profile, not from AdministrationInvoices.
Open the customer
Go to CustomersOverview and open the customer's profile.
Create the invoice
In the Invoices block, click New Invoice. Tillor creates a draft invoice and opens the invoice page straight away.
The invoice gets a temporary draft number. The final invoice number, the invoice date and the due date only appear when you book it.
Adding and changing lines
The invoice page has a table with the invoice lines. At the bottom is an empty row where you start a new line.
Choose a product or type a description
Choose a Product from the list and Tillor fills in the Description and the price. You can also type a description yourself.
Enter quantity and price
Adjust the Quantity and the Price (incl. VAT) per unit where needed. The Total of the line is calculated automatically. If the setting for VAT per line is on for your organisation, you also choose the VAT rate.
Add a note (optional)
Below the table you can fill in a Note (Optional). That text appears on the invoice and is visible to the customer.
Changes are saved automatically almost immediately. You can also click Save changes, or Cancel to undo unsaved changes.
Reordering or deleting lines
- Drag a line by the handle to its left to change the order.
- Click the cross to the right of a line to delete it.
On the Events timeline next to the invoice you see what was changed and when, with the before and after of the fields and lines.
Lines with an action
If the chosen product has an action on the invoice line, extra input appears below the line. Which actions a product has is set on the product itself. See Product actions.
| Action | What you fill in on the invoice |
|---|---|
| Top up NFC Tag | The tag to be topped up. After payment, Tillor adds the amount to the tag's balance. |
| Period | Start and end date, and for a product with a terrain also the Terrain (in a list or Choose on the map). |
| Extend Occupation Period | The terrain for which you extend the occupation, plus start and end date. |
| Request contact details | The customer's email address and phone number. If they are required, you cannot book without them. |
| Create access method | The type of access method and optionally a licence plate or PIN code. |
| Show alert | Nothing. You only see an alert with the text set on the product. |
| Prevent booking | Nothing. The invoice cannot be booked as long as the line is on it. |
Choosing the period and terrain
For a line with Period you choose a start and end date. Below it you see the number of days and the Quantity that Tillor charges. If the period does not fit a week or month of the product exactly, Tillor rounds up and Rounded up is shown. With the Pro rata checkbox you charge a partial week or month proportionally instead. That checkbox only appears for products with a weekly or monthly period.
If the product needs a terrain, you first choose the period and then the Terrain.
When booking, Tillor creates the reservation. A card then appears on the line with reservation number, status, terrain and dates. Whether the customer is checked in straight away depends on the product: with Check in on booking it happens when booking, with Check in on payment only once the invoice is paid. An advance payment only holds the terrain.
Extending an occupation
With Extend Occupation Period you invoice a period for one of the customer's occupations, for example pitch fees.
Choose the terrain
Under Select active occupation choose the terrain. The list shows the customer's active occupations.
Choose the period
Choose the Start date. Tillor then immediately opens the calendar for the End date. Below the dates you see until when the occupation is currently invoiced and how many days and what quantity the line covers.
Set the rounding
The Round to next period boundary checkbox is on by default. The line then ends at the next period boundary of the rental frequency, so the customer follows the same cycle in time. With the checkbox off, the line lasts exactly one period from the start date.
The line gets a description in the form Product name | Terrain name | Period. The end date counts as the last day, and a half period is also charged for half.
If the occupation already has a Paid until date and rounding is on, the new line starts the day after. If Paid until is still empty, you choose the start date yourself and Tillor calculates the end date up to the next period boundary. What happens with Paid until and Invoiced until after booking and payment is described under Occupations.
Two extra checkboxes help in exceptional situations:
- Show all terrains (offer) lets you choose any terrain to make a quote. If the customer does not have an occupation on that terrain, you cannot book the invoice. Users with the Invoice corrections permission can still book such an invoice, see Booking an invoice.
- Mark as credit (refund) turns the line into a refund. The quantity becomes negative and the period runs from today until Paid until. With Round to period boundary you round that to a period boundary.
What happens next?
- Changes are saved automatically almost immediately. The Events timeline shows who changed what.
- Nothing is sent to the customer and nothing changes about occupations or tags. That only happens when you book and when payment is made.
- A draft with a Prevent booking line cannot be booked.
- You delete a draft with Delete invoice in the actions menu.