Coworking:Contract Invoice Schedule

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Introduction

The contract invoice schedule is a definition for the invoice plan creation. Following the definition of the contract invoice schedule assigned to the contract, it is able to automatically generate and refresh the invoice plan..

Contract Invoice Schedule

A contract invoice schedule defines following aspects:

1. Frequency of invoicing
2. When the invoicing occurs
3. the period to be invoiced
4. What is the invoice date to created invoices

Fields to note are:

1. Organization: The organization to which this registry applies.
2. Active: There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reporting. There are two reasons for de-activating and not deleting records:

(1) The system requires the record for auditing purposes.

(2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are existing invoices for it. By de-activating the Business Partner you prevent it from being used in future transactions.

1. Name: A descriptive name.
2. Description: A more detailed definition.

Regular Services Field Group

This configuration is applied to create invoice plan lines in contracts, in addition to the Invoice Plan Master definition

• Invoice frequency: The Invoice Frequency indicates the frequency of invoice generation for a Business Partner.Two invoicing frequencies can be defined:
  • Annualy: The invoicing process will be launched once a year
  • Biannualy: The invoicing process will be launched twice a year
  • Quarterly: The invoicing process will be launched every quarter
  • Monthly: The invoicing process will be launched once a month
  • At contract signature - renewal: The invoice is created when the contract is signed and at renewal date.

• Use Example Period : You can configure the invoicing period defining an example, instead of filling all the configuration fields, and then the system will create the required configuration that matches the example provided. Also, when fields in Regular services section are populated, an Example Period is displayed. This is a fast and easy way to configure or to check contract invoice schedule configurations (see below more details about Example Period fieldgroup).

• Invoicing date - use contract date: If checked, the contract Starting date will be used as invoicing date (i.e. if the contract was signed on 2/15/2012, the invoicing will occur every 15th.). It is not checked, a day invoicing occurs must be defined manually.
• Invoicing date - day of the month: The day of the month when invoicing occurs.
• Invoice services - use contract date: If checked, the contract Starting date will be used as invoicing date (i.e. if the contract was signed on 2/15/2012, the invoicing period will start on 15th each month). It is not checked, the period starting day must be defined manually.
• Invoice services - day of the month: The day of the month when invoicing period starts.
• Invoice services - Period: Invoicing periods can be defined as relative periods in regards of invoicing date.
  • Current: The invoicing period starts in the same month that invoicing date (i.e. if the invoicing date is 2/25/2013 then the defined period to be invoiced will also belong to February).
  • Previous: The invoicing period starts in the previous month that invoicing date (i.e. if the invoicing date is 2/25/2013 then the defined period to be invoiced will also belong to January).
  • Next: The invoicing period starts in the next month that invoicing date (i.e. if the invoicing date is 2/25/2013 then the defined period to be invoiced will also belong to March).
• Invoice date - use contract date: Defines the invoice date to be assigned to created invoices.
• Invoice date - day of the month: The day of the month set as invoice date.
• Invoice date - Period: Invoice date can be defined as relative periods in regards of invoicing date.
  • Current: Invoice date will belong to the same month than invoicing date (i.e. if the invoicing date is 2/25/2013 then invoice date will also belong to February).
  • Previous: Invoice date will belong to the previous month than invoicing date (i.e. if the invoicing date is 2/25/2013 then invoice date will also belong to January).
  • Next: Invoice date will belong to the next month than invoicing date (i.e. if the invoicing date is 2/25/2013 then invoice date will also belong to march).

Example Period

• First day of period : This date is used as the Starting Date of a period, based on the periodicity and the contracts duration all the starting and ending dates are calculated.
• Last day of period : Last day of the period
• Invoicing Date : Defines the Date within the period defined by the First Day of Period from which it is possible to generate the invoice related to the period.
• Invoice Date : Defines the Date of the Invoice when the period defined by the First Day of Period is invoiced.

Monthly Merging Options

Sometimes an invoice is created within the invoiced period (i.e. when the contract is signed, and the first invoice is created in that moment). It is possible to define merging options, that allows to merge the first invoices with the next one, or the last invoice from a contract with the previous one.

• Merge 2nd Invoice Into First One : If checked, the invoice plan that belongs to the second month will be merge into the first month. Thus the first invoice will contain two lines that correspond to the services of the first and second months.
• Starting Day From (inclusive) : If the contract's starting day is equal or greater than this one, the system will merge the invoices of the first two months into the first invoice. Example: Starting date of the contract is January the 10th and the Starting Day From field contains 6, in this case the first invoice for January will include two lines, one for January (from 10th to 31st) and another one for February
• Merge Last Invoice Into Previous One : If checked, the invoice plan that belongs to the last month will be merge into the previous month. Thus the last invoice will contain two lines that correspond to the services of the penultimate and last months.
• Ending Day Until (inclusive) : If the contract's ending day is equal or less than this one, the system will merge the invoices of the last two months into the penultimate invoice. Example: Ending date of the contract is January the 3rd and the Ending Day Until field contains 5, in this case the last invoice generated will include two lines, one for December and another one for January (from the 1st to the 3rd)

Discretionary Services Field Group

Here is defined the invoice schedule in order to include in Contract Billing Process those services, as Sales Orders, linked to a contract.

• Same as regular services: The same definition done for regular services is applied to sales orders.
• Cut-off days: The amount of days skipped from invoice services period starting date.

• Invoice frequency: Two invoicing frequencies can be defined:
  • Monthly: The invoicing process will be launched once a week
  • At contract signature - renewal: The invoice is created when the contract is signed and at renewal date.
• Invoicing date - use contract date: If checked, the contract Starting date will be used as invoicing date (i.e. if the contract was signed on 2/15/2012, the invoicing will occur every 15th.). It is not checked, a day invoicing occurs must be defined manually.
• Invoicing date - day of the month: The day of the month when invoicing occurs.
• Invoice date - use contract date: Defines the invoice date to be assigned to created invoices.
• Invoice date - day of the month: The day of the month set as invoice date.
• Invoice date - Period: Invoice date can be defined as relative periods in regards of invoicing date.
  • Current: Invoice date will belong to the same month than invoicing date (i.e. if the invoicing date is 2/25/2013 then invoice date will also belong to february).
  • Previous: Invoice date will belong to the previous month than invoicing date (i.e. if the invoicing date is 2/25/2013 then invoice date will also belong to january).
  • Next: Invoice date will belong to the next month than invoicing date (i.e. if the invoicing date is 2/25/2013 then invoice date will also belong to march).

Full list of Contract Invoice Schedule window fields and their descriptions is available in the Contract Invoice Schedule Screen Reference.

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