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Invoices List
Since invoice is an ultimate tool for controlling the volumes of provided services and their prices, Invoices section of JeraSoft VCS is a staple instrument for your management of your business. It allows you to create and adminster all outgoing and incoming invoices. By clicking on Download icon, you can export and view respective invoice. By using the Export List option, you can download a currently stored list of invoices in .csv format.
The section is presented in a form of a table of all invoices with the following columns:
Screenshot: Invoices section main window
Column Name | Description | |
---|---|---|
Invoice No | Number of invoice | |
Client / Reseller | Name of a respective Client or Reseller.
Tip You can create an invoice for a root Reseller | |
ID Client / Reseller | Client or Reseller identification number | |
Amount | Total sum of invoice | |
Period | Invoice period | |
Due Date | Determined due date of invoice | |
Invoice Date | Date of creation the invoice
Tip When you leave the Invoice Date field empty, it will be identical to the time of an invoice creation. In case you determine it, the system sets the midnight of a specified day |
Functional buttons and icons, presented in the section are as follows:
Buttons/Icon | Description |
---|---|
Allows creating a new invoice in the system | |
Allows exporting a list of invoices in a .csv file | |
Allows management of state for the selected invoices on the list | |
Indicates normal state meaning that respective invoice was paid in full. If the invoice is not fully paid, this icon will be grey | |
Defines to verify state meaning that this invoice is waiting to be checked before it is sent to a client | |
Defines to send state meaning that invoice is in sending queue | |
Indicates outgoing invoice | |
Indicates incoming invoice | |
Allows downloading respective invoice file in .csv format | |
Allows donloading xDR file, if one is attached to invoice. If there is no attached xDR file, this icon will be grey | |
Allows deleting a respective invoice from the list |
Advanced Search
To filter data in the section, use Advanced Search drop-down menu, which can be accessed by pressing blue downwards arrow
Screenshot: Advanced Search drop-down menu
Creating New Invoice
Invoices are created through New Invoice button. When you click on it, a pop-up window shows up:
Screenshot: Create Invoice window
Field | Description | |
---|---|---|
Client/Reseller | Name of the сlient or reseller | |
Period | Define period of statistics that will be included into invoice | |
Type | Specify the type of invoice: outgoing or incoming | |
Currency | Select an invoice currency from a drop-down menu | |
Invoice № | Number of Invoice. The number length can't exceed 200 symbols | |
State | Select the state for a new invoice:
| |
Invoice Date | Specify the actual invoicing date | |
Due (days) | Define a number of days when an invoice is expected to be paid | |
Included Charges | Select the type of charges for invoices:
Please note, these charges don't include calls. Therefore, call charges will be added to any invoice regardless the Included Charges settings.
Tip It's not possible to include a charge twice with standard settings. To re-include already used charge in the invoice, you need to combine parameters uncovered + covered in the Included Charges field. | |
Comments | Specify additional information if necessary | |
Action | Select one of two available actions: | |
Generate new invoice | a new invoice will be generated, based on predefined templates in Invoices Templates section. To select a target template, select it from the drop-down menu in Template field | |
Attach existing invoice | if this option is selected, the following additional fields are displayed:
|
All automatically created invoices will have to verify state. To send an invoice to a client, you will need to change the state to send manually!
Warning
When generating invoices under one reseller for different clients, it is recommended to wait till the invoice for one client will be generated and only after that start generating the other one (avoid generating them simultaneously). That is important for avoiding the situation of having invoices with an identical number in the system.
Mass Editing
To easily change invoices state, use Mass Edit button (screenshot below). First of all, you need to select invoices for which state should be changed, then specify state from drop-down list of all states and press Process button for applying the change. Also, using the following window, you may delete all marked invoices by pressing Delete all button.
Screenshot: Mass Edit button
Attention
Please note:
- While generating invoices, the system sorts packages in invoices by numbers. The names of packages could include numerical symbols. Please use numerical symbols like 001 name, 002 name, etc. in names of packages, and avoid names with special symbols like %001 name, -001 name.
- Currency rate of extra charges will be taken on the date of charge, not on the date of invoicing.
You can include specific charges by ID in the invoices (only for API). The ID for extra charges and packages you can check in the Transactions section. Then you need to add the variable charges_list with respective values in the Parameters field of the API Testbed section (see screenshot below):
Screenshot: API Testbed settings
Differences in totals
You may have noticed while creating different reports like Summary report, xDRs list, etc. and then generating an invoice, you can get different totals. Here is a little background on what makes those differences.
Due to the option Included Calls (Attach xDRs list to the invoice settings) in the Invoice Templates, you can create an invoice based on different types of calls:
- All payable - includes calls with any duration that have non-zero costs and use packages
- Non-zero payable - includes calls with non-zero duration that have any cost and use packages.
Therefore, invoice totals depend on selected parameters and settings, for example, whether to include calls with any cost / duration / package or not. However, when you generate a report (), the statistics is usually based on all calls. As the result, a difference between invoice and report totals appears; even an invoice may have completely another totals vs report data.
Attention
The invoice and report totals could differ if you made a re-rating for a previous invoice period or the statistics were updated.
You may also need to know how totals are rounded and calculated in invoices, to get more follow this link or read about the general principals of rounding in VCS in this article.
Besides, take a note of currency settings: there you may specify number of symbols that will be displayed in all reports with cost and rate values in the statistics. Also, it will be shown in the invoices, except total values (totals always have 2 decimal places in invoices).
- Rates precision - the number of decimal places for rates formatting.
- Details precision - the number of decimal places for detailed monetary values formatting. This precision is used for all reports except xDR report.
- Totals precision - the number of decimal places for total monetary values formatting.