Automated Invoicing Function

Table of Content

• General settings of the accounting function
• Settings for financial and bank accounts
• Country-specific settings (e.g.: billing language)
• Settings for automated e-mailing
• Display for verification of the settings made

 

Administration of Automated Invoicing Functions

Automated invoicing allows you to create invoices at the end of the month for the services consumed by your end customers and EMP/CPO partners. The invoices are created automatically and sent to your customers as a PDF document. Below is an overview of the settings and configurations required to run automated invoicing.

To manage the automated invoicing features, please go to Finance/Fare Management/Automated Invoicing. To activate the invoicing function, please click "inactive" and note that the automated invoicing function is subject to a fee.

 

General settings

INVOICE RUN SETTINGS
Here you can configure your settings for automated invoicing.

 

ENABLE AUTOMATIC INVOICING?
This option activates the automatic invoicing for charging processes, monthly surcharges or any activation costs. The invoices are automatically generated on the last day of the current month.

 

AUTOMATIC EMAIL SENDING?
By activating the automatic mailing, the invoices will be sent to the respective recipient e-mail stored in the CRM contact.

If this setting is deactivated, invoices are created in the system but not sent.

 

CREATE INVOICES WITH AMOUNT 0,00
By default, invoices are created only with an amount greater than 0,00. If you want invoices to be created for 0.00, please activate this function. 

 

CREATE AGGREGATED INVOICES
To avoid long PDFs, there is an option to create summarized invoices, i.e., to group invoice items together. This function prevents, for example, the creation of individual accounting lines per RFID card. 

Example of non-aggregated invoice

 

In the case of a non-aggregated invoice, one entry line is printed for each identification medium and the monthly costs and the costs for the charging processes that were carried out with the identification medium are listed underneath. As can be seen in the example above, the designation of the identification medium is given position 1, the monthly basic fee position 1.1 and the total costs of the charging processes position 1.2.

If the customer had another identification medium, this would be listed in position 2, and so on.

Example of aggregated invoice

 

In case of aggregated invoices, the identification medium is no longer specified and all monthly basic fees and all total costs for charging processes of this contact (CRM) are aggregated.

 

CREATE YOUR OWN INVOICES PER SUB-ENTITY?
By creating entity-based invoicing, you allow the creation of invoices in your own design or individual formats of your sub-entities. For this purpose, it is essential to assign the entity management and the related identification media. 

In addition, you can decide here whether you or your entities act as CPO - based on charging station - or as EMP - based on identification media

 

 

ADDITIONAL SETTINGS

FORCE TAX CALCULATION IN INVOICE RUN
The Force Tax Calculation function is used solely to recalculate all your chargeable transactions for the month. This function should only be activated in exceptional before the invoice run of the current month. Please remember to deactivate it again after the invoices have been created.

 

INVOICE CONFIGURATION FOR AUTOMATED DOCUMENT GENERATION
This setting allows you to create an invoice configuration for a specific client that is unique from your entity branded invoice run.

 

GLOBAL START OF BILLING
Here you can define the start date for when the charging processes will be billed. This feature will overwrite the billing start configuration on charge cards. We ask you to pay attention to the exact format: yyyy-mm-dd.

 

Finance

The entered data will be used for the "electronic invoicing" (SEPA). You can activate this and can then get the SEPA payload in XML format with the entered data.

This data could also be retrieved via the RESTful API.

However, this data is not used on the invoice.

We recommend that you enter your bank details in the footer of your layout.

 

Internationalization

COUNTRY-SPECIFIC SETTINGS
Here you have the possibility to configure country-specific settings, which will be applied during the automated invoice run.

 

E-Mail delivery

Here you can configure the settings for sending out invoices by e-mail.

E-MAIL MESSAGE SENT TO CUSTOMERS

Insert your customized text to be included in the e-mail with the invoice. This can contain many variables. An example is provided below:

 

Please do not copy & paste here!

 

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 customer! Enclosed please find the monthly invoice __INVOICE_MONTH__/__INVOICE_YEAR__ for the charging operations carried out. Invoice No. __INVOICE_NUMBER__ Invoice amount: __INVOICE_AMOUNT__ Due date: __PAYMENT_TERM__ In the event of a very small number/duration of performed charging sessions in the past billing period, it may happen that you receive an invoice for a very small amount as our invoicing is fully automated. Best regards!

 

REPLY TO E-MAIL ADDRESS = reply address for comments/questions/complaints.

CUSTOM E-MAIL TEMPLATE = if you would like to use such a template, please contact the has·to·be support. If you have several instances, or have switched from an old instance to a new one and therefore already have a template, you can simply copy the template name and paste it here. This template will then be available to you and will be used accordingly when sending mails.

BCC ADDRESS FOR DOCUMENT SENDING = BCC address for invoice dispatch.

 

If you have any questions about the variables, please contact the has·to·be Support Team.

 

Invoice run validation

In this tab you will find an automatic system check for all settings required for successful automated invoice run. If the monitor shows an incorrect configuration, please fix it before the end of the month to ensure the invoice run on the last day of the month is accurate.

 

To finish the configuration of the automated billing function, the next step is to create/complete tax settings with the payment terms and number ranges. You will find detailed instructions on how to do this in the article: "Configuring accounts and tax rates".

 

To use the automated billing function, please make sure that you have correctly configured the tax information, payment terms and invoice number ranges in the settings according to the regional specifications and your individual requirements. These settings can be found under Finance/Settings.