Table of Contents
- Basic structure of the invoice layout
- Core Configuration
- Expert Configuration
The following article deals with three topics of the invoice layout. After the general introduction, the first part is dedicated to the basic structure of the invoice layout. In the second part, we will go through the so-called "core" configuration and the third part will explain basic "expert" configurations for customizing your invoice layout.
be.ENERGISED offers you the possibility to easily and clearly see and change your basic invoice layout settings. You have a list of your invoice layouts and have the possibility to add a new layout, edit an existing layout or even delete it. These created layout configurations can then be used in the invoice runs.
The layout configuration can be found at: Finance/Settings/Layout Configuration.
Figure 1: Layout configuration area in be.ENERGISED
The right "Allow invoicing layout configuration" must be activated under User management/Group list/Finances for the desired user groups. For more information on activation, see the rights management article.
To create a new layout, please click on the "Add" button. You can then assign any name for the layout configuration you want to create.
Clicking on the green settings button will take you to the layout configuration. Here you have the possibility to upload your finished template, which should be used in the invoice runs. Please use the templates available for download. You can download them either as PNG or as Adobe Photoshop file.
Figure 2: Creating and uploading a new layout
Regarding the size specifications and the area dimensions for the header and footer of your invoice layout, you can use the following figure as a guide.
Figure 3: Layout area dimensions
Basic structure of the invoice layout
Figure 4: first page of the invoice layout
A & B
Area A is the header and area B includes the footer. The header of the invoice layout must be included in the uploaded PNG file. The same applies to the footer. The header usually consists of your company logo. The footer usually contains your company data and bank details. Especially if you accept SEPA direct debit as a payment condition for your invoices, you should include your bank details in the footer.
You cannot customize the header and footer of the invoice layout using the configuration options in be.ENERGISED. These two areas are fixed and can only be customized by uploading a new layout.
In area C you will find the contact details of the invoice recipient, and above that the contact details of the invoicing party, i.e. your company or one of your subcontractors. The contact data of the invoice recipient comes from the CRM contact. The name and address are taken from the CRM contact.
The data of the invoicing party is the data that was entered during your registration. This data cannot be changed by you. If you want to make a change here, please contact the ChargePoint be.ENERGISED support via the request form.
If you want to have the contact data of your respective subcontractors displayed here, there is an expert configuration for this. More about this below in the section "Expert configuration".
Area D is the so-called info box. In the info box, data such as the document number, date, invoice period, customer number and VAT number are printed. The document number is derived from the invoice number range, as are the payment terms. Date and period are printed from the system. The date is the date of issue of the invoice and the period is the date of the first charge of the month and the date of the last charge of the month.
The E area is the main part of the invoice. There you will find the invoice title and the individual items that will be charged. By default, this part on invoices is structured in such a way that each authentication medium receives its own position line. In position 1 you will find the name of the identification medium, and below that as position 1.1 and 1.2 the monthly costs and costs for charging processes. If your customer has another authentication medium assigned to him/her, this would then be listed in position 2. The monthly costs and the charging processes, which were booked on the second authentication medium, would then have position 2.1 and 2.2.
However, if you have activated the item "generate aggregated invoices" in the automated billing, the positions will be summarized.
Figure 5: Activate "Generate aggregated invoices"
In an aggregated invoice, the items per identification medium are omitted and the monthly costs and costs for charging all identification media of this one customer are summarized. Based on the above example, where the customer has two identification media, positions 1 and 2 with the designation of the identification media are omitted. There is then one position for the monthly basic charges (1.1) and one position for the total costs of the charging processes (1.2). This option is particularly useful if your customers often own several identification media and the invoice should not be too long for the sake of clarity.
Figure 6: Positions for aggregated invoices (german)
The tax name (see Fig.4), which is displayed at the bottom left, is taken from the description in the respective tax types.
Figure 7: tax description
The text below the payment terms (see Fig.4) is the invoice text that was stored under Finance/Settings/Payment terms. In the case of bank transfers for example, you can enter this text in the "Invoice text" field: "We kindly ask you to transfer the invoice amount within X days to the following bank account: Bank name, IBAN, BIC."
Figure 8: Invoice text for payment terms
On the following pages (mostly page 2/2), you will find a detailed charging statement. Here your customer can see which charging processes he/she will be charged for.
Figure 9: charging history
Figure 10: Open "Core Configuration"
You can access the "Core Configuration" via Finance/Settings/Document Layout Configuration and by clicking on the green settings button.
As described above, you need to upload your invoice layout in the "Core Configuration" in the sub-item "Document Background". We recommend taking one of the templates in PNG or PSD format as a base template, to which you then add your header and footer. Using the "Upload" button you can then upload the layout in PNG! format (see fig.2).
In the subitem "Internationalization" you can make additional settings for date formats and number display.
Figure 11: Date format for document
Date format for payment date:
Figure 12: Date format for payment transactions
Separator for decimal numbers:
Figure 13: Decimals Qty.
Figure 15: Top - gross prices enabled, Bottom - gross prices disabled
Charging processes kWh decimals:
Figure 17: Decimals price of charging processes
(Area D) It is currently not possible to print the company number on the invoice.
Figure 20: Accessing the expert configuration
With the "Expert configuration" you can set further parameters to customize your invoice layout. The basic configurations that you can make here as a customer are described below.
Figure 21: Areas in the invoice layout
In case of entity-based billing, you can use this configuration to change the billing sender to the respective entity to which the charging station or identification medium is assigned.
Standard fields in the info box (area D) like document number, date, payment terms, customer number and VAT number cannot be hidden.
The "invoice_translation_..." configurations cannot be translated because they are free text fields!
This expert configuration allows you to rename the term "Document number" as you wish. The field "Value" is a free text field, which can be filled as desired.
With this configuration you can define if the invoicing period should be printed in the info box. The "From" date is the start date of the first charging process that will be charged as part of this invoice. The "To" date is the end date of the last charging process that will be charged under this invoice. In the "Value" field you can enter 1 to enable or 0 to disable.
Here you can rename the payment terms. As with all invoice_translation configurations, this is a free text field.
With this configuratin you can rename the invoice date.
This can be used to rename the customer number in the info box.
This configuration allows you to rename the "VAT number" field.
Allows you to rename the term "Page" in the Info Box.
With the expert configuration invoice_title you can change the title of the invoice, which is "Invoice" by default. Here you will also find a free text field that you can fill as you wish.
Figure 22: Change invoice title
With this configuration you can rename the position name.
Figure 23: "Pos." Change text
This allows you to rename the word "Description".
Figure 24: Rename "Description"
Changes "Qty" to any text.
Figure 25: "Qty" change
Here the word "total price" can be replaced by another name.
Figure 26: Change "Total price"
Changes the term "unit price".
Figure 27: Change "Unit price"
Replaces the term "Total amount" with any text.
Figure 28: Change "Total amount"
With this expert configuration you can add an additional currency for the total price in the invoice. Additionally, in the line below you have the daily exchange rate (exchange rate from the day the invoice was issued).
Figure 29: Add additional currency
In the expert configuration you will find a drop-down box with the available currencies from which you can choose.
Figure 30: drop-down field for currency
Figure 31: Do not show charging history
With this expert configuration you can prevent the display of the charging history. The invoice then consists only of the listing of the identification media plus costs (page 1 as in figure 21) without the detailed listing of the individual charging processes , as in the figure above.
Translates the title of the charging history.
Figure 32: Change title of charging history
In order to change the subject of the email sent to your customers via the automated invoice run, in which the invoice/credit note is attached, you must activate this expert configuration in the first step. To do this, enter the number "1" (without quotes) in the "Value" field.
Figure 33: invoice_force_mail_subject
You then use this expert configuration to set the individual subject of your email.
Version: 2023-09-26 12:14:55 UTC