Administration of Automated Billing Functions
Automated billing allows you to create invoices at the end of the month for services used by your drivers and EMP partners. Invoices are automatically generated and sent to your customers as a PDF document.
Below you will find explanations of the settings and configurations required to set the billing cycle. Please go to: Finance/tariff management/automated billing.
Under the Management of automated invoicing functions, you will notice there are six tabs: Common Configuration, Finance, Layout, Internationalization, E-Mail Delivery and Advanced settings. It is under these menu items that we will be making the necessary configurations.
Here you can activate or deactivate various services, such as automated billing or e-mail notifications.
To activate the billing function, please click on "inactive" and note that the automated billing function is subject to a fee.
In the following menu items, please complete all of the options so that your billing is carried out according to your preferences.
Please process the menu items outlined in red according to your requirements. All other fields can be ignored.
Tax Configuration and Payment Terms
Additional tax rates can be stored here as a safeguard. Say for example, that no tax account has been defined for a loading process, an international tax rate can be entered here as a precautionary measure for such cases, which will then take effect.
TAX ACCOUNT FOR DOMESTIC LOADING PROCESSES - for charging processes
TAX ACCOUNT FOR EU-LOCATED CHARGING PROCESSES - for monthly basic charges
TAX ACCOUNT FOR ALL OTHER CHARGING PROCESSES - for installation/ one-time initial set up fee
VAT Configuration of Individual CRM Contacts
Under CRM/Companies/Datasheet/Finance/VAT tax configuration/Add new tax configuration you can assign or store a sales tax identification number to a CRM contact. You can also set in the menu whether your contact is a reseller or should be treated as a permanent entity (for reverse charges).
Reverse charge = assignment of the tax liability to the EMP; therefore, no tax calculation is listed on the invoice created.
Financial Settings: Finance/Automated billing/Finance
This menu item is used for the revenue accounts and for defining the bank account information displayed on the invoice.
FILE REVENUE ACCOUNTS = You should get this data from your accounting department
REVENUE ACCOUNT FOR SETUP COSTS - for installation/ one-time initial set up fee
REVENUE ACCOUNT FOR MONTHLY FEES - for monthly basic fees
REVENUE ACCOUNT FOR CHARGING PROCESSES - for charging processes
E-Mail delivery: Finance/Automated billing/E-Mail delivery
- Template text for the e-mail sent with the invoice.
- Select a reply e-mail address and a BCC address.
- The mail template and the corresponding file name is stored by has·to·be.
E-MAIL TO THE CUSTOMER = desired text to be included in the e-mail can be easily inserted here. This can also be customized and can look like the following:
Dear Valued Customer!
Please find enclosed your monthly statement for the charging processes carried out in __INVOICE_MONTH__/__INVOICE_YEAR__.
Invoice no. __INVOICE_NUMBER__
When there was a very small number / length of charging processes in the previous billing period, you will notice that an invoice was still issued. If this occurred and you received an invoice for a very small amount, we kindly ask for your understanding. Our invoicing and payment services are carried out by automatic email dispatch and direct debit.
REPLY TO E-MAIL ADDRESS = reply address for comments/questions/complaints.
BCC ADDRESS FOR DOCUMENT SENDING = BCC address for invoice dispatch.
If you have any questions about this invoice, please contact the has·to·be Support Team.
If you would like a customized e-mail response to be set up for you, our has·to·be Team would be happy to do this for you. Please contact your sales representative to arrange this.
For more information about the advantages of automated billing and additional configuration options, please refer to the article "Configuring accounts and tax rates".