Adjusting the invoicing settings

Cog of the navigation bar › Invoicing settings. Click Save at the bottom of the window.

1. 1The tabsGeneral and Reminders.
2. 2Default bankthe financial institution offered on new invoices.
3. 3Registration feean amount added to the subscriptions invoice, with its product account. Once, on joining invoices it to the season's new members, and to those who have been reactivated; Every season, to all members invoices it to everyone, on their first invoice of the season. Never to companies.
4. 4Paper invoicea fee added to the invoices sent by post: a "Paper invoice fee" line, with its amount and its product account.
5. 5Invoice templatethe PDF's layout, with a preview (see "Choosing the layout").
6. 6Numberingthe Starting number of the invoices. It locks as soon as an invoice exists, even a draft. Invoices and credit notes share the same sequence of numbers.
7. 7ProrataBillable months (8 to 12): the number of months a subscription season covers, for the Billable months prorata rule. Grace day threshold (0 to 28): the last day of the month when an arrival still counts for the whole month, for the Full month rule; 0 turns the threshold off.

1. 1The delays and the formatPayment term (days) sets the due date: the invoice date plus this term, 30 days by default. Extra days leaves a margin after the due date: an invoice only receives its first reminder once the due date and this margin have passed. Interval between reminders (days) separates two reminder levels. Reminder format: Consolidated list, a single reminder per debtor covering all their overdue invoices, or Per invoice, one reminder for each invoice.
2. 2Reminder feesEnable fees, then the amount of each level (R1 fee, R2 fee, R3 fee, Formal notice) and their Product account. The fees are added to the invoice as a "Reminder fees" line.

Change template… in the General tab opens the choice of layout.

1. 1With QR-bill and Cashshow the preview with or without the QR payment part. This choice is not saved: the QR part depends on the invoice's account. These two buttons only appear with a Swiss account.
2. 2The four layoutsAddress on right, Address on left, and the same with the sender on one line: Inline sender + address on right and Inline sender + address on left. The chosen one is framed.
3. 3The previewthe chosen layout, large, with sample data.
4. 4Selectkeeps the layout. Then save the settings.

A one-off invoice can take another layout with the pencil of the Template field (see "Creating an invoice").

Cog › Billing texts: the emails sent to members, the club's internal messages and the labels of the PDFs.

1. 1Member emailsthe emails of the invoices and reminders, each in two texts: the subject and the body.
2. 2Internal notificationsthe messages sent to the club's people in charge, such as the summary of reminders.
3. 3PDF documentsthe titles and labels printed on invoices, reminders and statements.
4. 4The text chosenits name and its use, for example the body of the email sent with an invoice sent by hand.
5. 5Insert a field and SaveInsert a field places a piece of data that is filled in when sending, such as the member's name or the invoice's subject. Save keeps the text.
6. 6The editorthe text, with its formatting. The fields are written in braces, for example {member.lastname} or {invoice.subject}.

An invoice goes out with the Invoicing text; sending the subscriptions uses Subscriptions, a test or event invoice the texts for invoicing a test or an event. Each of the four reminder levels has its own text: First reminder, Second reminder, Third reminder and Formal notice. A changed text appears in orange in the list, with the Modified badge, and offers Restore default.