Invoicing

You invoice a client for the dispenses you recorded for it. The invoice is raised in your team's Finance (a receivable from the client), the client receives it as a bill with the schedule of dispenses, and the client accepts it or disputes lines. Finance must be enabled for your team: without it the Issue invoice page says "Invoicing needs the Finance module. Ask your administrator to turn it on; until then invoices cannot be issued."

Open Fuel Station Management › Invoices. You need Invoices › View all to see the list and Issue invoices to clients to issue one or answer a dispute.

#The invoice list

Columns: Number, Date, Due, Client, Business unit (with business units), Dispenses, Total, Outstanding and Status. The filter drawer has Client and Status.

Beside the status the invoice carries a payment state (not shown on a cancelled invoice): Unpaid, Part paid or Paid, followed from the payments you confirm, or Credited when credit notes alone cleared it with no payment. Outstanding is the total less confirmed payments. An invoice still owed after its due day shows Overdue.

#Issue an invoice

1. Select Issue invoice.
2. Choose the Client. Each is listed with its status and how much is not invoiced, and the page shows how it is billed ("Billed monthly; payment due 30 days after the invoice date.").
3. Pick the Period (it starts from the client's billing cycle) and select Preview.
4. The preview shows the Dispense schedule: every recorded dispense of the period that is not on an invoice yet. Untick a dispense to leave it for a later invoice. Voided dispenses are left out, and so are dispenses the client disputed ("n disputed dispenses are left out until the client's dispute is settled."): they are listed below the message with the client's reason and when it disputed. Tick Invoice anyway on one to invoice it all the same — see Invoice a disputed dispense. Below are the Invoice lines (one per dispense, or one per fuel type per day, as the settings say), the Subtotal, taxes and Total.
5. With business units, choose the Business unit the invoice belongs to. When every dispense on the invoice was recorded at sites of one business unit, the list starts with that unit; change it if the invoice belongs elsewhere.
6. Select Issue invoice and confirm "Issue this invoice? It is raised in Finance and sent to the client." A toast says "Invoice number issued".

The invoice is numbered by your Finance numbering (with the prefix of the business unit's legal entity), is due the number of Payment terms days after the invoice date, and the client is told ("A fuel station invoice arrived"). The dispenses on it are marked Invoiced. Tax follows the Tax choice in the settings. The accounts it posts to are the ones set there; unset ones use the standard Accounts Receivable and Sales accounts.

Issuing is safe to repeat: pressing the button twice, or retrying after a network error, issues one invoice, not two. If you change the selection before retrying, the retry is refused ("This request was already made with different details. Check whether it was recorded before you try again."): check the invoice list, then issue again.

#Invoice a disputed dispense

A dispense the client disputed before you invoiced it is never taken by a period on its own. When you believe the charge stands, tick Invoice anyway beside it in the preview (the totals are worked out again with it). The invoice is issued as usual, and the dispense goes on it with the client's dispute still open: its line shows Disputed, the client's reason and "Disputed before it was invoiced", and the history says how many disputed dispenses were invoiced. The client's automatic match lists it, so the invoice is never accepted automatically. The client then accepts the invoice (the line is charged) or disputes the line on its bill, and you credit it or return it with a note as for any disputed line.

#The invoice page

Open an invoice to see its client, dates, totals, the credited amount, what is paid and outstanding, the dispense schedule, any disputed lines with the client's reason and your answer, the result of the client's automatic match, and the History. Print with schedule opens a printable invoice that always lists the dispenses. Record payment is covered under Payments.

The invoice is also in your Finance, under Finance › Invoices.

#Answer a dispute

When the client disputes lines, the invoice is Disputed, the lines show the reason, and everyone holding Invoices › View is told. You answer in one of two ways (needs Issue invoices to clients):

• Credit disputed lines. Confirm "Issue a Finance credit note for the disputed lines? The invoice total drops by their value." A credit note is raised in your Finance against the invoice, the invoice total and outstanding amount fall, the lines show Credited, and the client's bill is lowered to match. If the credit cannot be completed, it is taken back whole and each line's history shows credit-reversed after credited; answer again. A note to the client is optional. A toast says "Credit note issued".
• Return with note. Write a Note to the client ("Say why the disputed lines stand.") and select Return with note; confirm "Return the invoice without a credit? The disputed lines stay disputed for the client to review again." A toast says "Answer sent". The client reviews again.

Answering is safe to repeat in the same way as issuing. The client is told of your answer.

#Void an invoice

Void an invoice you issued in error (a wrong price, a dispense that should not be on it, the wrong period). You need Issue invoices to clients, Finance's Void an invoice permission and Finance's Edit permission for this invoice (it is your Finance invoice); without all three the button is not shown.

1. Open the invoice and select Void.
2. Write the Memo: why the invoice is voided ("Say why the invoice is voided." if it is empty). The client sees it.
3. Select Void invoice. A toast says "The invoice has been voided."

What happens:

• The invoice is voided in your Finance: its ledger is reversed and it stays listed as Void with its number.
• The invoice becomes Cancelled, with a banner "Voided on date by name: memo". Disputes still open on it are closed (the void answers them) and the History says it was voided.
• Its dispenses are released: they are back on the uninvoiced list with no dispute, the next Preview lists them again, and you can issue a new, correct invoice for them. Each dispense's history says it was released.
• If the client had accepted it, the client's Finance bill for it is voided too, so the client owes nothing on it. The client is told by email and in the app, with your memo.
• The client's credit exposure counts the dispenses as uninvoiced again, so it does not change.

The button is disabled, with the reason below it, when the invoice cannot be voided: a payment was confirmed or recorded on it, a credit note was raised against it, or the client advised a payment you have not confirmed or rejected yet ("This invoice has payments or credits against it. Raise a credit note in Finance › Credit notes instead."). Reject a payment that did not arrive first, or correct the invoice with a credit note. An open dispute does not stop a void. Voiding is safe to repeat: pressing twice voids once. The same invoice can be voided from Finance › Invoices with the same result.

#Business units

With business units, the Business unit list column and filter apply to the unit you chose when issuing. The number carries the unit's legal entity prefix. Invoices issued without a unit belong to the main business.

#Errors you may see

#Current limitations

• An invoice cannot be edited or deleted: correct it with a credit note, or void it while nothing is paid or credited on it and issue a new one. A voided invoice cannot be restored.
• Invoices are issued from the dispenses of one client at a time.
• The printable invoice uses your invoice letterhead.