From ISP admin

Invoices

The main function of this bookmark is generating of new invoices for services provided and also dealing with already issued invoices, their print out, or export into the accounting programs.

Generate new invoices

Generate new invoices for month 10/2009 for NET service CZ

Using this button will allow you to generate mass invoices for the services provided. If you have only one invoicing group set, the first option of this screen will be generating of new invoices for a current invoicing month. If you have more invoicing grups defined, you must first select a specific invoicing group for the option of generating new invoices with a label for this invoicing group to appear.

After a successful generating of the invoices, the system will automatically offer you the next month. If you, however, need to generate invoices for another month than which is offered by the system, you can set it in the menu of Billing / Settings / Setting an invoicing group as the item of Invoicing period.

Summary of issued invoices

File:Fakturace vygenerované faktury.png

The summary of issued invoices for individual invoicing periods. After generating the invoices, you can work in this complete overview of the issued invoices where these are divided according to the individual invoicing periods. you can also check the issued invoices here, their print out, and export into the accounting programs and into the files for collective encashment (ie. SIPO), or encashment (ie. INKASO).

Invoicing group

Shows the overview of invoicing for the individual invoicing groups. If you have only one invoicing group created, there is not selection displayed. Specific invoicing groups therefore show up from the number of two and more.

Setting the invoicing groups in the menu Billing / Settings / Invoicing groups, where you can define new or edit current invoicing groups. Select the invoicing group according to the circle of the clients for who you wish to display the overview.

Year

The option of displaying a specific year for displaying, or generating invoices. Mass generating of invoices runs always for a specific period. If you carryout a manual invoicing in the client card for another year, also this one will be displayed. Browsing in the history of the issued invoices in the course of the previous years is a sure thing here.

Total

The total sum of all sums of the issued invoices for individual columns.

Period

Individual invoicing periods always in the form of individual months.

VS / SS symbol

A numeric line in which particular invoices will be issued. Settings if a variable or a specific symbol will be used may be carried out by changing the item of "Swap VS for SS" in the menu of Billing / Settings /Universal.

Number

The total sum of all issued invoices for a specific invoicing period.

Price without VAT

The total sum of all sums in the issued invoices without the VAT.

DPH

The total sum of all sums of the tax in the issued invoices.

Sum with VAT

The total sum of all sums in the issued invoices with the VAT.

Date

The date and time of issuance of the invoice.

Issued

The name of the user who have generated the invoices.

All invoices

The summary of all invoices issued for a specific invoicing period.

Issued invoices preview

The preview of all issued invoices. The invoices are shown each in their own A4 sheet, the number of the PDF file corresponds with the number of the issued invoices. If any of the clients has the type of payment set for "Postal money order", the issued invoices will be drawn shortened because at the bottom part of the sheet, there is an example of filling in the real postal money order.

Print the issued invoices

Printing the invoices on the original sheets of The Czech Post, which at their bottom part have a tear-off postal money order (Postal money order of type A). Only pure text will be printed into the part of the postal money order. With in this way issued postal money order, you can make the payment at any branch of the Czech Post.

Surface mail

Shows only those invoices which are designated to be sent via regular (surface) mail. This option is displayed only in case you have set "Send the invoices via the surface mail" in the details of some customers. So if a hundred invoices is issued in total and twenty clients have activated sending the invoices via the surface mail in their settings, these 20 invoices will be previewed here. Thus you can easily print out only those invoices designated to be sent.

Postal money orders for surface invoices print preview

The preview of all the issued invoices. The invoices are displayed each on their A4 sheet, the number of the PDF file corresponds to the number of the issued invoices. If any of the clients has set the type of payment to "Postal money order", the issued invoices will be drawn shortened, because an exmple for filling in of the real postal money order is located there.

Postal money order print for the surface invoices

Printing out the invoices on the original sheets of the Czech Post, which in the bottom part have a detachable postal money order ( Postal money order of type A ). Only pure text will be printed to the part with the postal money order. You can make the payment with in this way issued postal money order at any branch of the Czech Post.

Accounting slips

For the purposes of the double entry bookkeeping, there are two ways of printing out the accounting slips at your disposal. You will set the print type in the bookmark of Billing / Settings / Universal, where you will edit the item of "invoice_accounting_slip" to:

Invoice with an accounting slip - The issued invoices are displayed eaxh on their own page, in their bottom parts there is also an appropriate sccounting slip.

Accounting slip only - The shortened form of print suitable for entering into the company accounting. Instead of the whole invoice, only appropriate accounting slips are printed out.

Preview of accounting slips

The preview of the invoices issued with accounting slips, shown only in case the option to "Allow print of accounting slips to the invoices" is enabled in the screen of the settings in Billing / Settings / Universal.

E-mail

Send the invoices to a user e-mail

A screen with the option to send the issued invoices to the clients` e-mails. In the page header, there is the information about the period of time for which the invoices have been issued and the date of the last e-mail sent. There always appears the list of all users and their e-mail addresses to which the invoices will be sent. Then you also see the specific and varianle symbols ( according to the billing settings ). In the end, there are options for influencing the e-mail sending:

Mark invoices as sent

If you mark like this the invoices that are being sent, they may be omitted during the next sending. Thus you will avoid repeating sending e-mails to the clients during the issuing of supplementary invoices.

Send all invoices

All issued invoices will be sent regardless to if the invoices are marked as sent.

Send only not sent invoices

Will send only those invoices which are marked as not sent. Thus the current sent invoices may be differentiated from the new supplementary invoices which wil only be sent.

Templates The possibility of a defined template for sending e-mails. Settings / Others / E-mail templates. If you select a pre-set template, the text and the subject of the e-mail will automatically fill in according to the selected template.

Subject

Fill in the subject of the e-mail to be sent.

HTML editor window

Fill in your own text of the e-mail which is to be sent, we recommend that you use the system variables.

Exports of invoices into the accounting programs

All issued invoices may be exported into commonly used accouting systems. The choice of your accounting program will be done in the bookmark of Billing / Settings / Universal where you edit the item of "Export of invoices" to a numeric value according to the program chosen. If you do not wish to use export of invoices, set the value to "0" for no export, thus no extra ion will be displayed in the lines of issued invoices.

Omega Kros - This accounting application does not work correctly with the given symbolf for Euro € in the item of names_used, use thus only the EUR label.

When placing the cursor of the mouse over the icon of the accounting program, an information label will show up about the type of export as well as about the date of the last export of invoices. In case that export of invoices was not carried out into the accounting system, the text of "Not sent yet" appears.

A coloured icon of the accounting program indicates that the export has not been done yet. If the icon is grey, it means that the export for these invoices has already been done.

Upon clicking on the icon of the accounting program, a screen with the export of invoices options will appear. Regardless to the type of export, the list of users willl always appear with the summary of specific and variable symbols used. Then there are options for influencing the export:

Mark invoices as exported

If you mark invoices that are being sent like this, they may be ommitted during the next export. Thus you will avoid the duplicities in the accounting software.

Export all invoices

All issued invoices will be exported every time regardless to marking the invoices as exported.

Export only non-exported invoices

Only those invoices, which have not been marked as exported, will be exported. This may thus differentitate between currently exported invoices and those which have been just issued and only will be exported.

Exporting the invoices into the payment systems

Collective encashment and collection (in Czech SIPO and INKASO payments) represent the most secure way of paying for your services. Exports of files for these czech payment systems of banks and The Czech Post. The ISP admin system also in these case supports automatical matching of the payments.

Create a collective encashment (ie. SIPO) file for the Czech Post

After the invoices have been exported, you will send out a file to the Czech Post which will make the payments and later sends you back the sum of money with a package of payments for itemizing the payments. By using the menu of Billing / Bank / Collective encashment (SIPO), you simply import the encashment statement (ie. the SIPO statement) and the system will match them automatically with the payments of the clients.

Create a collective encashment file (ie. a SIPO file) for the bank

After exporting invoices, you will send out a file to your bank by means of their application. The bank will take appropriate payments from the clients` accounts and consequently will deposit this money onto your company account. The payment matching is then done in a clasic way - by a bank statement. The payment type will be changed from "Bank transfer" to "encashment (ie. INKASO)".

Remove invoices

The option for removing the invoices. You can remove an invoice only in case all invoices have not been sent or unpaid. In other case, you can only cancel the invoices.