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Invoicing for Events

  • Open a new invoice segment

    The invoice segment contains the actual invoice plus additional tabs for texts and information as well as payment processing

    1. Create a new invoice:
      a) To create an invoice for an existing segment, drag the complete segment from the Ordner Angebot Quotes or Ordner Bestellung Orders folder to the Ordner Rechnung Invoices folder with the left mouse button pressed down.
      b) To create a total invoice for all the segmentsM in one event, drag the Ordner Angebot Quotes or Ordner Bestellung Orders to the Ordner Rechnung Invoices folder and confirm the prompt by clicking Total invoice.
      c) To create individual invoices for all existing segmentsM, drag the Ordner Angebot Quotes or Ordner Bestellung Orders to the Ordner Rechnung Invoices folder and confirm the prompt by clicking Per event segment.
      d) To create a new, empty invoice not based on either quote or order, double-clicking the Ordner Rechnung Invoices folder or right-click and add aRechnung New invoice .
    2. Enter a name for the invoice segment or confirm the suggested name by clicking OK.
    3. Decide whether you want to insert separator texts and/or subtotals for structuring.
      Note: If you tick Remember decision, don't show again making your decision, the setting selected here will be applied to all future invoices.
    4. The input window will open empty or prefilled with the booked items from the Bestellung Order (or Angebot Quote) segments.
  • Change the segment data

    Even for booked items copied from quotes or orders, both prices and quantities can still be changed.

    1. Enter the actual consumption in the column Count (Ct.) .
      To automatically apply the maximum number of guests for the event, leave the Count column empty.
    2. neuexpand Add any items that were not included in the quote or order or Entfernen Remove any that were not, after all, delivered.
    3. Change item names or prices at a later date.
      Note: When item prices are changed, they are highlighted:
      a. Red for negative deviation from the actual item price (discount)
      b. Green for positive deviation from the actual item price (surcharge)
    4. Enter times for items that are calculated on an hourly basis after the event.
      Note: To enter start and end times, select a view in the toolbar that supports entering Time references.
    5. Remove all items with quantity "0", and/or price "0" as well as Remarks by clicking verdichtenexpand Collapse booked items in the toolbar. Identical items will also be grouped together.
  • Insert subtotals

    Separator texts and subtotals can be inserted automatically or manually in each invoice for better readability.

    1. To insert a simple subtotal, left-click the item under which the subtotal is to be inserted. Then click on neuexpand Add > Summe0 Subtotalin the toolbar.
    2. To insert a subtotal that also contains the total of an existing subtotal, select Summe1 Subtotal [Level 2].
    3. To separate segments in total invoices using Separator texts and Subtotals, confirm the prompt accordingly when copying the segments.
      Note: If you confirm the insertion of Separator texts and Subtotals, Summe2 Subtotals [level 3] are inserted. They automatically total the items per segment and are only available for invoices.
  • Create a standard invoice document

    The invoice document is created on the basis of the booked items using one of the available templates. Different templates are available for invoices depending on operational requirements.

    1. Click on Rechnung Spreadsheet in the side navigation of the Rechenblatt Invoice segment.
    2. Confirm the prompt by clicking on Save to continue.
    3. A consecutive, unchangeable number is generated automatically or manually when an invoice is created. Confirm the prompt by clicking OK.
    4. The invoice is automatically generated on the basis of the refresh Standard template.
      Note: If there is no standard template for invoices (setting in the template), the page will appear blank. Click on refresh Standard to select a template.
    5. Click on vorlage brief Text template to select a (different) template.
  • Send invoices by email or mail

    The invoice can be printed out for postal delivery or sent by email on the Rechnung Invoice > Rechenblatt Spreadsheet tab. If the invoice recipient has been marked as preferring email communication, the E Mail By email button will be highlighted in yellow.

    1. Select a druckeraufklappen v2 Print setting.
    2. To send the invoice as an email attachment, click on E Mail Send document as PDF attachment by emailt next to the drucker Print icon.
    3. An E Mail Email will open with the invoice address and links to the selected event and the current segment. The invoice is automatically stored as a PDF file in the Anhang Attachments.

    Versions older than 12.1: To send the invoice as an email attachment, select export festplatte Save to hard drive > E MailEmail > pdfPDF. An E Mail Email will open with the invoice address and links to the selected event and the current segment. The invoice is automatically saved as a PDF file in the Anhang Attachments .

    1. When prompted, choose between making a Customer print with invoice date or an undated Proof copy.
      Note: The invoice issue date is decisive for triggering the reminder run.
    2. Select a suitable Cover letter for sending by e-mail.
    3. Senden Send the invoice.
    4. To save the invoice externally, click on export festplatte Save to hard drive and select a suitable format.
  • Create an advance invoice

    Advance invoices can be created before the conclusion of an event, if down payments or advance payments by the customer need to be posted.

    1. Create an item "Advance payment" (or such) without price or other details in the item group "Other".
    2. Right-click on Ordner Rechnung Invoices and select Rechnung Akonto Add > New advance invoice.
    3. Enter a unique name for the invoice segment.
    4. Click on neuexpandNew and add the "Advance payment" as booked item. Enter the amount as price and a count of "1".
    5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create the invoice document for the advance invoice

    The invoice document is created for the booked item using a template. Various templates are available for the invoice depending on the operational requirements

    1. Click on Rechnung Akonto Spreadsheet in the side navigation of the Rechenblatt Invoice segment.
    2. Confirm the prompt by clicking on Save to continue.
    3. A consecutive, unchangeable number is generated automatically or manually when an invoice is created. Confirm the prompt by clicking OK.
    4. The invoice is automatically generated on the basis of the refresh Standard template. Click on refresh Text template to select a (different) template.
  • Assign an advance invoice to a final invoice

    Assign partial or advance invoices to a final invoice (standard or collective invoice) after the event in order to deduct any payment already received from the invoice total.

    1. Be sure to record the payment before assigning the advance invoice to a final invoice (.
    2. Right-click on the final invoice and select Rechnung Akonto Assign open advance invoice.
    3. If there are several open advance invoices, they must all be assigned to a final invoice together.
    4. The advance invoice is assigned to the final invoice and moved to that folder. Payments already received are moved to the payment list of the final invoice.
    5. Unlink faulty assignments by right-clicking on the advance invoice and selecting Rechnung Akonto Release advance invoice.
  • Create the final invoice minus any advance payment

    Various templates are available for invoices depending on operational requirements.

    1. Click on Rechnung Spreadsheet in the side navigation of the Rechenblatt Invoice segment.
    2. Confirm the prompt by clicking on Save to continue.
    3. A consecutive, unchangeable number is generated automatically or manually when an invoice is created. Confirm the prompt by clicking OK.
    4. The invoice is automatically generated on the basis of the refresh Standard template. Click on refresh Text template to select a (different) template.
    5. The invoice is generated and any previous payments deducted from the invoice total.
  • Send the final invoice

    The invoice can be printed out for postal delivery or sent as an email.

    1. Click on export festplatte Save to hard drive and select pdf PDF to save the document externally.
      Note: If the toolbar above the ruler is not visible, unhide it by clicking the Pfeil rechts Dropdown triangleon the left-hand side.
      Alternatively,       click on drucker <Standard>in the toolbar.
    2. When prompted, choose between making a Customer printout with invoice date or an undated Proof copy.
      Note: The invoice issue date is decisive for triggering the reminder run.
    3. To send the invoice directly as an email attachment, select E MailEmail and, if prompted, a template for an email cover letter. An email will open with the invoice address and links to the current event and the event segment. The invoice is automatically saved as a PDF file in the attachment.
    4. Senden Send the invoice. ()
  • Create a credit note for an invoice

    Depending on operational and accounting requirements, changes to the segment and the spreadsheet are no longer possible once the invoice number has been assigned. Incorrect invoices are corrected by issuing a credit note (correction or cancellation invoice).

    1. Right-click on the incorrect invoice segment and select Rechnung Gutschrift Create credit note.
    2. Confirm the name suggested for the new segment or enter a different name that signals the relation to the original invoice.
    3. Click on Rechenblatt Spreadsheet and confirm the prompt by clicking on Save.
    4. A consecutive, unchangeable number is generated automatically or manually when a credit note is created. Confirm the prompt by clicking OK.
    5. Select a different refresh Invoice template by clicking on vorlage brief <Standard> if needed.
    6. In the credit note, the invoice amount is set to minus in order to balance out the turnover.
  • Create a credit note for an invoice with an advance payment

    Depending on operational and accounting requirements, changes to the segment and the spreadsheet are no longer possible once the invoice number has been assigned. Incorrect invoices are corrected by issuing a credit note (correction or cancellation invoice).
    Recommended action: Delete any assignments of advance invoices.

    Important: When using an FA interface, check for the specifications of that interface! The following recommended action is NOT suitable for all interfaces.

    Create a credit note for an incorrect Final invoice

    1. Click on the dropdown dropdown triangle in front of the final invoice and right-click on the already assigned and correct Rechnung Akonto Advance invoice, then select Rechnung Akonto Release advance invoice.
    2. Right-click on the (incorrect) final invoice and select Rechnung Gutschrift Create credit note.
    3. Confirm the name suggested for the new segment or enter a different name that signals the relation to the original invoice.
    4. Click on Rechenblatt Spreadsheet and confirm the prompt by clicking on Save.
    5. A consecutive, unchangeable number is generated automatically or manually when a credit note is created. Confirm the prompt by clicking OK.
    6. If necessary, select a different refresh Invoice template by clicking on vorlage brief Standard.
    7. In the credit note, the invoice amount is set to minus in order to balance out the turnover.
    8. Create a new final invoice and reassign the advance invoice.

    Create a credit note for an incorrect Advance invoice

    1. Click on the dropdown dropdown triangle in front of the final invoice and right-click on the incorrect Rechnung Akonto Advance invoice, then select Rechnung Akonto Release advance invoice.
    2. Right-click on the now released, incorrect Rechnung AkontoAdvance invoice and select edit  Convert to > Rechnung  Invoice.
    3. Right-click on this "normal" invoice process and select Rechnung Gutschrift Create credit note.
    4. Confirm the name suggested for the new segment or enter a different name that signals the relation to the original invoice.
    5. Click on Rechenblatt Spreadsheet and confirm the prompt by clicking on Save.
    6. A consecutive, unchangeable number is generated automatically or manually when a credit note is created. Confirm the prompt by clicking OK.
    7. If necessary, select a different refresh Invoice template by clicking on vorlage brief Standard.
    8. In the credit note, the invoice amount is set to minus in order to balance out the turnover.
    9. Create a new advance invoice and assign it to the final invoice.
  • Open a new segment for a collective invoice

    In a collective invoice, the items from invoices for one or more events are summarised.
    Example: A customer pays all oustanding individual invoices once a month.
    The partial invoices must not yet have an invoice number or have been marked as closed. In addition, they must all have the same invoice address and cost centre.

    Create a standard invoice segment and then convert it into a collective invoice.

    1. Open the event in which the collective invoice is to be created.
      Example: your customer's last event per current month
    2. Create a new invoice segment and enter a unique name.
      Note: Items cannot be inserted directly into this invoice segment.
    3. Right-click the segment in the side navigationt and select Sammel Rechnung Convert to > Collective invoice.
    4. Save the event when prompted.
    5. The collective invoice input window opens. Sub-invoices can be added to the collective invoice in the lower part of the window.

    Check out our YouTube Tutorial on Invoice to reminder for more details. (German only) .

  • Assign partial invoices to the collective invoice

    Every standard invoice that does not yet have an invoice number and has neither been rejected nor closed can be assigned to a collective invoice. However, all individual invoices must have the same invoice address and cost centre and belong to the same companyM.

    1. Close all events that contain individual invoices.
    2. In the collective invoice segment (below), neuexpand Add individual invoices to the collective invoice.
    3. Select invoices from the current event by left-clicking on the picklist. All invoices from the same event that fulfil the requirements are shown in the picklist.
    4. Select invoices from other events by clicking neu Add and selecting suche Search for partial invoices. Any invoices from other events meeting the requirements are shown in the picklist. Left-click any of these to add them to the collective invoice.
    5. Select multiple invoices from other events by holding down the Ctrl key and clicking ok Confirm.
    6. To change the order of the invoices, drag-and-dop the lines with the left mouse button presen down.
  • Change the collective invoice before transferring the items

    As long as the invoice items have not yet been transferred to the collective invoice, both the collective invoice and the individual invoices can be changed. Make all changes before you click on Close collective invoice.

    1. Open the collective invoice segment.
    2. To change an individual invoice, select the invoice in the list below and click on edit Open. Alternatively, you can open the individual invoices in the side navigaiton.
    3. To remove incorrectly assigned individual invoices from the collective invoice, select the invoice in the list and click on delete Remove.
    4. To assign invoices created later as partial invoices, right-click that invoice and select Teil Rechnung Assign to collective invoice.
    5. Click on neu Add to open a picklist of all open collective invoices belonging to the current event.
    6. To select a collective invoice from another event, click on neu Add and select suche Search for collective invoices. The list of results will show the collective invoices of other events but belonging to the same invoice address, cost centre and company. The event records themselves must be closed at this stage.
    7. Confirm the message by clicking Save to assign the partial invoice.
  • Transfer the invoice items to the collective invoice

    Once the items of the partial invoices have been transferred to the collective invoice and the collective invoice has been closed, changes can only be made in the collective invoice. The transfer cannot be undone.

    1. When all partial invoices have been added and verified, click on Close collective invoice in the top left-hand corner of the input window and confirm the prompt.
    2. The entry window for the collective invoice will open with all the items from the partial invoices, broken down per day according to the original partial invoices.
    3. Edit the invoice as usual and add new items if you wish.
    4. Print the invoice with invoice number and template as usual ().

    Check out our YouTube Tutorial on Invoice to reminder for more details. (German only) .

  • Close an invoice with the SEPA direct debit procedure
    1. Create a new invoice or open an existing invoice segment.
    2. Go to the details Added fields tab in the side navigation of the invoice segment.
    3. If the SEPA direct debit procedure and the customer's bank details have been saved in the customer account, SEPA direct debit standing mandate will be preset as payment method. ()
    4. If the customer has only issued an individual mandate for this invoice, select the payment method SEPA direct debit individual mandate now and fill in the fields for SEPA direct debit in the invoice segment.
    5. Generate a spreadsheet.
      Note: To export the SEPA direct debit data for further processing at your bank, a spreadsheet must be created and the invoice number and the invoice issue date must be set.
    6. The value date of the direct debit is determined by the term of payment (minimum two days after the direct debit is created, in older versions minimum five days for the first collection, minimum two days for subsequent collections). Export your direct debits in good time to ensure punctual value dates. More on SEPA Direct Debit

    Read more:

  • Export the SEPA direct debit data for forwarding to your bank

    The SEPA direct debit export generates an XML file with all the information that your bank can read.

    1. Go to the Buchhaltung Accounting tab in the function bar and select Rechnungexpand Outsatnding invoices >Zahlungen SEPA direct debit and a company (if applicable).
      Alternatively, start the export from a list of segments by clicking Aktion Auf Liste Select action and apply to list > SEPA Direct Debit Export.
    2. Confirm the message by clicking Export.
    3. Select the target directory.
    4. An XML and a TXT file will be filed in the specified target directory.
      Note: The XML file is read by the bank. The TXT file summarises all the information.
    5. Depending on the company settings, a payment for this invoice is automatically generated in the segment. ()
    6. The value date of the direct debit is determined by the term of payment (minimum two days after the direct debit is created, in older versions minimum five days for the first collection, minimum two days for subsequent collections). Export your direct debits in good time to ensure punctual value dates. More on SEPA Direct Debit
  • Extend or shorten the payment term

    The payment term of an invoice is derived from the date of issue, the calculated period is set in the administrative settings. The payment term can be entered manually in the invoice process before the customer printout is made.

    1. Open the Ordner Rechnung Invoice in the event and create the Rechenblatt Spreadsheet.
    2. Enter a Payment term (date) in the horizontal toolbar of the spreadsheet or select a date in the kalender Date picker.
      Note: The date entered for the payment term is shown in the invoice.
    3. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
    4. Create the customer printout as usual.

    Important: The issue date of an invoice is set automatically as soon as the customer printout is made. The issue date can also be entered manually before the customer printout.