In the menu Finance/Settings you can define the settings for your accounts, tax rates, terms of payment and invoicing numbers. Please go through the individual points from top to bottom, as each subsequent point builds on the previous one.
This article covers the following topics:
- Types of taxes
- International tax configuration - Settings for value-added tax in the EU and non-EU Countries
- Terms of Payment
- Invoice number ranges
Types of taxes
In this menu you have the option to store various tax rates for different countries and apply reverse charges for a tax-exempt invoice to other companies. You can also add financial accounts and tax codes.
Here you have the option to provide the relevant information in multiple languages. It is not mandatory to do this however we do kindly request that at least the English text is completed in all of the fields, (as in the figure below).
International taxes (tax configuration): Settings for Value-Added Tax (VAT) in the EU and non-EU Countries
To configure this please click on Finances in the backend. On the left side you will find the menu item Settings/International Taxes.
Click Add tax configuration and complete the form accordingly. If you do not select a country under "Country of charging station” and “Country of document recipient” and the not selected option is displayed, the settings for "All countries" will be applied (see image below) and the Austrian VAT rate will be applied for all customers from all countries.
For the settings under Accounting information, please consult your accounting department.
Fill in the Application criteria according to the requirements of your company.
|You can find more detailed instructions on the subject of sales tax here (currently in German only) .|
Please note the following:
Regarding the tax configuration, the most specific configuration always takes effect before a less concretely defined rate (same as the tariff management).
Example: In the "International tax configuration" figure (see image above) the line marked with "1st” (Country of charging station-Austria; Country of document recipient-Austria) will be applied before the line marked with "2nd".
In order to be able to issue invoices in the correct tax for each country outside of your national borders, the correct tax configuration must be added to be.ENERGISED.
Terms of Payment
You will need to store the terms of payment in the system so that you can use them on your invoices. A payment term is relevant for the number of due dates. The due date of the invoice is also printed automatically on the invoice.
Before you assign the payment terms to your customers, they are entered here in multiple languages:
You have the option to enter payment requests for non-German or English-speaking countries in their respective national language or in English, for example.
Invoice Number Ranges
The configuration of default settings for invoice number ranges as well as standard payment conditions are configured here. An invoice number range is also required for credit memos to sub-CPOs, if applicable.
Configurations can then be used for automated billing, prepaid account creation, and rate management. Likewise, this data is available for the manual creation of invoices.
These settings are considered mandatory fields for proper allocation:
Name: internal description in the backend; used for clarification.
First invoice number: see info box "Invoice number information".
Invoice title: This will be printed on the invoice. If nothing is entered here, the word "Invoice" will be used.
Payment terms: a standard payment term, for this number range must be specified.
Document type: e.g: Invoice or Credit note
Document layout configuration: This can only be selected after a document layout has been created. Please follow this link for further information.
Invoice number configuration:
Please fill in the fields according to your requirements.
Invoice numbers that start with zeros are removed during the invoice generation process. Invoice numbers should therefore start with a value of a digit that is not zero e.g. 100000, to ensure consistent and long invoice numbers.
The be.ENERGISED backend allows up to 10-digit invoice characters (EXCLUDING the pre- and suffix characters).
Please also note that the first invoice number is regarded as the initial base and the backend counts one additional number with each .
A prefix usually consists of a two-digit letter combination that is printed in front of the invoice number. This is used to make it easier to distinguish between the individual invoice codes in the summary overview.
In addition, please note that the first invoice number is considered the default and the backend counts up one number with each subsequent invoice.
Direct Payment & Mailagent queue:
In these fields you do not need to make any settings, because they are configured by has·to·be.
You have to assign the billing areas to the applicable companies under User management/ registered companies/update data.
Furthermore, you have the option to assign separate payment terms to one of your CRM contacts. You can do this via the additional information in the editing area of your contact.