Difference between revisions of "Billing"

Revision as of 11:03, 23 July 2009

Changing the sequential numbers

By default GO creates a number like Q200900001 for a quote and I200900001 for an invoice. You can change this number at:

Settings -> Books -> Double click book

%y will be subsituted by the full 4 digit year.

Setting up templates and statuses

First you've got to setup PDF and e-mail templates. Templates are linked to order statuses. Each order status has a unique e-mail template and a linked PDF template. When you change an invoice to another status the PDF and outgoing e-mail will change as well to match that status.

When the billing module is installed it creates some default books and templates. To change a PDF template goto:

Billing -> Settings -> Double click the book -> Templates

When you change the logo you should use a logo that is about twice as big as the logo appears on screen. After you uploaded the logo you should divide the detected image size by 2. (Select the logo, click 'Apply', divide the detected values, click 'Ok' or 'Apply' again.

To change an e-mail template or to link another PDF template to an order status goto:

Billing -> Settings -> Double click the book -> Statuses

In the e-mail template you can use a number of variables. You can find them at http://www.group-office.com/wiki/Billing_E-mail_template_variables.

Note: If you have problems with characters that don't appear correct please read this page: http://www.group-office.com/wiki/Installation#PDF_fonts

Creating an invoice

Click on 'Add' to create a new invoice. Type in the company name. The system will search through the addressbook and autocomplete all fields it finds in your addressbook. Now continue to the items tab and fill in products / services. You can also add products from the catalog here. When you are finished you can set a status for it. You can select "Notify customer" and the e-mail and PDF associated with that status will be sent to the customer if an e-mail address is defined in the invoice. You can also sent the mail manually by clicking the 'e-mail' button.

Creating recurring invoices

It's easy to create recurring invoices. Just select the recurrence interval at the 'Properties' tab of an invoice. This will schedule a next invoice at the moment this invoice gets a status assigned. When the next recurrence is ready to be sent it will appear as scheduled in the list. You can send out all scheduled orders at once using the 'Batch jobs'.

Batch job

With a batch job you can change multiple order statuses at once. It's very useful to send out all scheduled orders or to remind all users about an invoice that hasn't been paid yet. Click on 'Batch jobs' and select a from status and a too status. For example from: None to: Waiting for payment to send out scheduled orders. Optionally you can select a time period. Click on notify customers to send out the PDF invoices and e-mails too. You can also export those batch jobs to CSV.