How to use invoicing plans?

Using an Invoicing Plan, it is possible to create a list of schedules invoicing occurrences, as well as all related documents. As such, you should perform the invoicing process and set up the corresponding scheduling. Later, you can change this schedule, as well as see all data for a specific invoicing plan.

Perform Invoicing Process

To simplify the invoicing of processes and schedules, anutility has been created to centralize this feature, allowing batch operations.

With this feature, the following are considered for invoicing:

• Schedules that are not associated to contracts and, when associated to contracts, they must be in the state Active Invoicing;
• The scheduling occurrences that are not in the states Canceled,Suspended, and Inactive.

To perform the invoicing process, follow these steps:

1. Access Marketing & Sales | Sales | Invoicing Plans | Invoicing;
2. On the tab Restrictions, define the period to be invoiced;
3. Specify if you wish to include entities associated to the invoicing entities;
4. On the tab Processing, specify the type, series and flow of the documents being generated;
5. Validate the date in which the document will be generated;
6. Specify the grouping option: - Do not group: Each item will generate a different invoicing document; - Group: All items will be grouped according to the invoicing entity; - Entity parameterization: If the entity is parameterized to group documents (customer file, tab Commercial Data, option Suggest grouped invoicing), the items will be grouped by invoicing entity, the remaining items will generate different invoicing documents;
7. Click Update; Note: On the tab Restrictions, regardless of the selected grouping option, the items presented will be specified;
8. On the presented list, select the items being invoiced;
9. Finally, click Process.

At the end of the processing, the sales document reprint utility will be presented with only the documents generated for the corresponding print. If there are permissions for document reprinting, a list with the generated sales documents will be presented.

If the invoiving entity for a scheduling row e uma linha de agendamento is changed, that scheduling will not be canceled, since the new entity does not match the scheduling original entity. This way, the document will be created but the scheduling will not be considered processed.

The documental flow is exclusive of the Executive line.

See Invoicing Plans

The Invoicing Plan presents a list of previously scheduled invoicing occurrences, as well asall issued documents.

You can edit an Invoicing Plan scheduling configuration by double clicking in any of the occurrences in that plan. The edit is performed for all occurrences in that plan. From this screen, using the option New Scheduling, a new invoicing plan can also be configured.

To view the invoicing plan, follow these steps:

1. Access Services | Contracts | Contracts or Marketing & Sales | Sales | Invoicing Plans | Plans;
2. Edit a contract;
3. On the context menu, select the option Invoicing Plan;
4. Apply the desired filters: Period, Contract, Customer or Documents state/occurrence.

In a simple and practical way, it is possible to change and save some of the data presented on the list, namely, the expected date for the execution of the occurrence and its state.

Only the records whose state is different from Executed can be changed.

When the access to the Invoicing Plan is performed from the optionInvoicing Plan on the context menu of the Contracts screen and if there is no invoicing plan for the contract, the scheduling configuration screen is automatically presented.

Set up the Scheduling

The invoicing plan scheduling configuration is performed using the occurrences parametrization and the definition of the invoicing object. The configuration is performed by each customer, and the contract it refers to can also be specified.

The generation mode for invoicing occurrences can be recurrent, using the definition of the desired recurrency or not recurrent, simply specify the expected invoicing dates. You must also specify the source of the items to invoice in each one of the generated occurrences.

The source can be an existent document or, alternatively, a list of items (plan). If a base document is used to invoice, it will be possible to activate the option Uses the header data defined in this document. If this option is active, the following data will be used in the document(s) issued:

• Commercial address;
• Invoicing address;
• Commercial conditions (payment mode, payment condition, shipping mode, currency, and discounts). If there is an associated contract, its commercial conditions prevail.

On the tab Invoicing Entities, a list of the target entities for the generated document and the correspondent invoicing quota are presented in each occurrence. By default, the entity specified on the field Customer with a quota of 100%.

To set up the invoicing plan scheduling, follow these steps:

1. Access a Marketing & Sales | Sales | Invoicing Plans | Scheduling;
2. Select the option New Scheduling;
3. Fill in the field Customer and, optionally, the field Contract;
4. If applicable, define the Document Type and Series to be created when processing the invoice. If you don't fill in this information, the document configured in the processing settings will be generated;
5. Select the invoicing currency;
6. On the tab Definitions, specify the type of schedule to perform (recurrent or not) and the source of the items being invoiced (document or plan);
7. On the tab Invoicing Entities, specify the target entities for the documents being generated;
8. Select the option Calculate Plan on the menu to view the occurrences generated.

Depending on the configuration performed for the source of the documents being invoiced, the result presented can be adjusted. If the invoicing object is a document, it is possible to change the date for each one of the occurrences. In the case of the plan (items list), it is also possible to change the unitary price, discount and quantity of each item, as well as delete lines in several occurrences.

Filling in the fields Customer and Contract does not allow to edit the configuration of the scheduling of an invoicing plan, and it is possible to have different configurations for each Customer/Contract.

The configuration's editing is only available from the invoicing plans view screen. The total value of the invoicing quotas must be equal to 100%.

The scheduled invoice can be reflected in the Cash Flow Forecasting. In order to do that, in the Invoicing Plans tab, you must activate the option Connect to Cash Management.

Change the Scheduling

Changing the Invoicing Plan schedule implies the compliance of a few rules, considering that the occurrences scheduling cannot be changed (recurrent or not).

This way, it's possible to set up the recurrence rules for the scheduling of an Invoicing Plan, as well as add or remove dates for non-recurring schedules. Similarly, even though it is not possible to change the source of the items to be invoiced (document or plan), they can be configured.

To change the invoicing plan scheduling, follow these steps:

1. Access Marketing & Sales | Sales | Invoicing Plans | Scheduling ;
2. Select an existent scheduling code;
3. In the results area, select the option Update to check the occurrences generated with the new configuration;
4. Click Save.

All occurrences executed are presented in grey and cannot be changed.

It's possible to change the date of the plan using the update of the corresponding date.