Booking an invoice
Finalise a draft invoice so it gets an invoice number and you can send it and have it paid.
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Booking turns a draft into a final invoice with its own invoice number. Only then can you send the invoice and have it paid. So check the lines before you book, because a booked invoice can no longer be changed freely.
Before you start:
- The invoice has at least one line, or a total that is not zero.
- Lines with Period or Extend Occupation Period have a start and end date.
- If a line has an action that asks for details, they are filled in. Think of Request contact details or Create access method.
- For a Belgian customer with a VAT number, a Peppol ID is filled in. See Peppol.
If something is wrong, Book invoice is greyed out. Hover over the button to read why. See also Problems?.
Booking an invoice
Open the draft invoice
Go to AdministrationInvoices and open an invoice with status Draft, for example via the Drafts list.
Click Book invoice
The invoice gets a sequential invoice number. Tillor confirms that the invoice has been booked.
What changes?
This is what an invoice looks like before and after booking. They are two different example invoices, but you can see the difference in number, status and buttons.
Before booking: a temporary draft number and the Book invoice button.
After booking: a final invoice number, a payment status and the Make payment and Send notification buttons.
What happens next?
- The invoice date is the day of booking. The due date is that day plus your organisation's Default due date (days), 7 days by default. You change that under SupportSettingsInvoicing.
- If the total is not a multiple of 5 cents, Tillor adds a Rounding line itself.
- If the invoice has a negative total, it becomes a Credit Invoice.
- If the customer has a Peppol ID, Tillor sends the invoice automatically via Peppol. See Peppol.
- Lines with Extend Occupation Period set Invoiced until of the occupation to the end of the line. Paid until only follows on payment. See How does this fit together?.
- Lines with Period and Ask for a site create a reservation. Whether the customer is checked in straight away depends on the product.
- If a direct-debit mandate is linked, Tillor immediately creates an outstanding payment. The bank is charged two days after booking.
- The customer receives nothing automatically. You send the notification yourself, see Sending an invoice.
- Do you still want to change something? Within 7 days and as long as nothing has been sent, you set the invoice back to draft.
Choosing a different payment term
If the due date differs from your default, you do not need to set that up in advance.
Open the dropdown menu
Click the arrow next to Book invoice and choose Custom payment terms….
Choose the term
Under Payment terms choose an option, from Due on invoice date to Net 60 days. You immediately see the Estimated due date.
Book
Click Book invoice.
Forwarding to your accounting
Forwarding to your accounting software normally happens by itself. If you want to start it again, for example after an error, you can do that per invoice.
Open the booked invoice, click the three dots at the top right and choose Send to accounting software. Which systems are available is described under Accounting. Exact Online is available on request.