¶ Invoices
¶ Introduction
The invoice is a commercial document that lists the goods or services you have supplied to your customer and what they owe you in return. It includes the cost of the products purchased or services rendered to the customer, the names of the seller and customer, a description and price of the goods or services, and the terms of payment.
Invoices are considered as the tax documents if your business is registered for VAT (value added tax), you are not allowed to simply remove an invoice from sales records. It is required to issue invoices in line with specific regulatory requirements and to keep copies to show what revenue you earned and any tax you might have collected on the sale. The invoice can be annulled with a Credit note if issued incorrectly.
Splynx provides the ability to work with or without invoices:
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without issuing invoices, Splynx just receives payments and charges customers each invoice period without creating an official document.
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when invoicing is required, Splynx is able to generate invoices automatically or an administrator can issue invoices manually.
The invoices can be created for all required customers in Splynx or for an individual one. The invoices in PDF format are fully customisable with templates.
All documents generated by Splynx can be exported in different formats (PDF, CSV, Excel) for printing or sending to the end-users.
¶ Overview
All issued Invoices can be found in Finance → Invoices.
With the use of a filter, it is possible to display invoices by Period of time, Partner or Status (Any, Paid, Unpaid, Pending, Deleted, Overdue).
Beneath the list/table of invoices you'll find the table Totals that displays a total of all invoices by their status, the number of invoices in each status and the total amount of money in each status of invoices.
NOTE:
- The statistics of
Partially paidinvoices will be included in theUnpaidcategory of the Totals table inFinance → Invoices. - You can also edit
Partially paidinvoices:
¶ Export
To export the list of invoices for accounting purposes, open Finance → Invoices and click on Export button.
In the export window, you can choose the period of time and the export type/format (PDF, CSV, external handler, etc.).
Alternatively, once you have selected the required invoices, you can export them using one of the following actions One PDF file, PDF files in archiveor Export in the mass Actions drop down menu.
¶ Invoice charging
If one of the payment add-ons is configured for customers in Splynx, you can manually charge the invoices all at once using the Charge button at the top right corner of the table or you can use the same named option in the mass Actions drop down menu by selecting the required invoices before.
¶ Mass action charging
Using the Charge option in the mass Actions menu, the charge operation will be applied only to selected invoices in the list:
¶ Manual charging (all at once)
¶ All invoices
Using the Charge button at the top-right corner of the page, the charge operation will be applied to all invoices according to the selected period in the panel, including invoices with the Overdue and Pending statuses:
In the new window, please specify the necessary options for the invoice charge:
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Period - the time period when the invoices were created;
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Partners - the service provider to which the customer is assigned to;
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Location - the customer location;
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Customer payment type - the method that is used by customer to make payments;
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Customer status - you can select New, Active, Blocked, Inactive, or all;
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Customer labels - you can select specific customer labels to choose which invoices to charge. Only invoices associated with customers who have these labels will be processed.
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Invoice type - you can select All, One-time invoice or Recurring invoice;
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Invoice status - the status of invoice, by default is used
Unpaid; -
Total - the total sum of the invoice, the amount can be specified by
=(equal to),<(less than) and>(greater than) sings; -
Customer ID - the customer id within the Splynx;
-
Invoice number - the number of invoice in Splynx, usually the format
{year}{partner_id|2}{next|6}is used by default, it can be changed inConfig → Finance → Settings; -
External handler - requires one of the payment add-ons in Splynx to be installed, as a result this determines which handler we can choose here.
Click the Next button to proceed with the charging process.
The second window will appear, displaying the list of invoices to be charged:
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Confirm charge - the toggle allows to confirm the charge;
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Number of invoices - the quantity of invoices to be issued for charge;
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Total amount - the total final price at which customers are invoiced;
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Due amount - the actual price that is charged because some invoices have been partially paid.
If you need to correct something in the previous window, click on Back.
If everything is right, click the Charge button to finish the charging process.
Once charged successfully, payment statements and batch files will be created and sent to payment add-on side and the issued invoices will be in Pending state. It will take some time for payments or bounced payments to be received. Then the status of the invoices will be changed to Paid.
¶ Balances
This tab appears only when a payment add-on supporting balance charging is installed.
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Partners - the service provider to which the customer is assigned to;
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Location - the customer location;
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Customer payment type - the method that is used by customer to make payments;
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Customer status - you can select New, Active, Blocked, Inactive, or all;
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Customer labels - you can select specific customer labels to choose which balances to charge. Only balances associated with customers who have these labels will be charged;
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Balance due - the total amount of the balance; the amount can be specified by
=(equal to),<(less than) and>(greater than) sings; -
Customer ID - the customer id within Splynx;
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External handler - installation of one of the payment add-ons capable of charging balances is required, and this choice determines which handler we can use here;
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External handler parameters (depends on a specific handler) - the additional parameters that may vary depending on the selected handler;
For example, with netcash_dohandler, we can set theAction dateparameter to specify the date of the affected transaction (-s), etc.;
- Search customers only with unpaid invoices - please pay attention to this toggle. By default, it is enabled, signifying that only customers with unpaid invoices will be charged. If you wish to include customers without unpaid invoices, please disable the toggle.
For example, when the 'Search customers only with unpaid invoices' toggle is disabled, customers without unpaid invoices will also be included in the charge.
A customer without unpaid invoices has been added:
Click the Next button to proceed with the charging process.
The second window will appear, displaying the list of customers to be charged:
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Confirm charge - the toggle allows to confirm the charge;
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Number of customers - here, you can see how many customers will have balances charged;
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Due amount - the actual amount to be charged.
If you need to correct something in the previous window, click on Back.
If everything is right, click the Charge button to finish the charging process.
¶ Auto charge filters
The invoice charging process can be automated using the Auto charge filter.
Open Finance → Invoices, click on the Charge button and navigate to the AUTO CHARGE FILTERS tab. Then press the Add button.
Auto charge filter doesn't require any confirmation from the administrator, so use it with caution.
Important:
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To make Auto Charge with
Day of chargeset toDay of/after/+N days afterissue work properly - you should navigate toConfig → Finance → Automationand ensure that the value inDate to use on finance elementsfield is set toReal date of issuing. -
Otherwise, if you wish to use
Billing dateasDate to use on finance elements- you can useDay of chargeset toDay of monthorDay on/before due date.
Explanation
Why we cannot use the Billing date value in the Date to use on finance elements field for Auto charge filter with Day of charge set to Day of/after/+N days after issue?
Let's say that we have the default settings in Config → Finance → Automation:
Confirmation period (days) = 3;
Date to use on finance elements = Billing date;
And Billing day = 1 for the customers in Splynx (the option is located in Config → Finance → Settings)
Consequently, the invoices will be auto-generated and will be visible for customers on the 4th day of the next month, but the date creation of such invoices is the 1st day of the month. The Auto Charge filter won't find the invoices on 1st day of the month because they are not visible to customers. When the 4th day arrives, the Auto filter will not charge the invoices because its creation date is the 1st day of the month.
In a new window, please specify the necessary options for the auto-charge filter:
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Charge type - choose between Invoice or Balances;
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Enabled - the toggle to enable/disable the filter;
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Day of charge - date when the filter starts;
- Day of issue - the same day when the invoice is created;
- Day of month - day of the month;
- Day after issue - the day after the invoice is created;
- Day before due date - the day before the invoice due date is reached;
- On due date - the amount of days after the billing day the customer has to make payments before getting blocked (usually it's 15th day of the month);
- +N days after issue - X days after the invoice was created, the number can be specified in new field Days after issue;
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Partners - the service provider to which the filter is applied to;
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Location - the customer location to which the filter is applied to;
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Customer payment type - the customer's method to make payments;
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Invoice type - you can select All, One-time invoice or Recurring invoice;
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Status - the status of the invoice to which the filter applies;
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Customer status - you can select New, Active, Blocked, Inactive, or all;
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Customer labels - you can select specific customer labels to choose which invoices to charge. Only invoices/balances associated with customers who have these labels will be processed.
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Total - the total sum of the invoice to which the filter applies, the amount can be specified by
=(equal to),<(less than) and>(greater than) sings; -
Customer ID - the customer id within Splynx;
-
External handler - requires one of the payment add-ons in Splynx to be installed, as a result, this determines which handler we can choose here.
If you select 'Balances' the fields will be as follows:
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Enabled - the toggle to enable/disable the filter;
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Day of charge - here, only Day of month is available;
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Day of month - specify the day of the month;
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Process at - specify the time for processing the charge;
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Partners - the service provider to which the filter is applied to;
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Location - the customer location to which the filter is applied to;
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Customer payment type - the customer's method to make payments;
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Status - select a customer's status (New, Active, Blocked, Inactive);
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Amount due - the total amount of the balance; the amount can be specified by
=(equal to),<(less than) and>(greater than) sings; -
Customer ID - the customer id within Splynx;
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External handler - installation of one of the payment add-ons capable of charging balances is required, and this choice determines which handler we can use here;
Then, click the Save button. To edit the created filter, click the Edit 
icon.
NOTE:
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The filter will be triggered on the selected day in Day of charge field at the specified time;
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The result of the charge execution can be checked under the Charge history tab, the value in the Source column should be
auto.
¶ Charge history
To download the charge result files click the 
icon under the Charge history tab.
Splynx checks for any payments and allocates them to the correct invoice. As a result, the invoices will become Paid or Unpaid. You can check the status of the payment statements for the charge invoices in Finance → Payment Statements → History
Suggested to read: Customer billing
