Invoicing

Invoices are line item oriented in VybeBooks. That means that rather than creating invoices directly you create line items. The system will gather them into an invoice and send it.

Transactions

Line items can be created by the system based on defined services and scripted processes. They can also be created manually. To create a transaction click on the “New transaction” link and fill in the fields as follows:

  • Client ID: Automatically filled in but can be changed.

  • Transaction date: Enter date or use calendar icon.

  • Amount: Amount for this line item.

  • OK to invoice: Uncheck this if not ready to invoice yet.

  • Tax exempt: If this item is not subject to taxes.

  • Commission code: Select from the drop down list.

  • G/L account: G/L account to apply the revenue to.

  • Description: To be displayed on the invoice.

The amount field can be 0.00. In that case nothing is displayed in the amount column on the invoice. This allows you to add arbitrary strings to the invoice.

Lines are always added to the invoice in the order that they were entered. With 0.00 amount items this allows for extended descriptions.

Reviewing transactions

A sub-menu for invoices allows you to review un-invoiced transactions. These transactions may be modified.

Creating invoices

On the client screen there is a link to create invoice. If this is clicked and there are open transactions then they will be gathered onto an invoice which will be emailed to the billing contact. If there is no billing contact then the primary contact is used and if that does not exist then the email address on the main client record is used.

Rather than creating invoices for each client there is a menu item under Billing that creates invoices for every client with transactions ready to be invoiced. We suggest having a daily job to do this. You can also configure the system to generate the invoices automatically each morning.

When creating invoices if every open transaction is for a zero amount then they are all simply removed.

If the total invoice that would be created is less than a configured amount - $8.00 as delivered - then no invoice is generated and the transactions are kept until there are enough charges to meet the minimum invoice.

Reviewing invoices

A sub-menu for invoices allows you to review invoices. Simply click on the invoice number to see the invoice as it appears to the client. There is a link on that page to send the invoice to the client’s email address as determined above or to send to an arbitrary email address.