Invoices, collections and accounts, explained

Why retyping an invoice causes complaints

When an invoice is typed from scratch, the amounts and the client data are copied by hand from the booking, and any difference turns into a complaint or a credit note later.

The invoice starts in the file

In the file, the administration tab has an Invoice button. It opens a new invoice with the client (or its billing alias), the currency and exchange rate, the payment terms, the type, the service dates and the file code already loaded, and the services of the file arrive as lines that you can edit before issuing.

Invoice types, taxes and currencies

The invoice types are configured in the system: invoice, credit note, debit note and pro-forma. Taxes are configured too, each with its name and percentage, whether it adds to the total and whether it is calculated automatically. An invoice can be issued in any currency, with its exchange rate. Draft invoices stay in the pending list and do not count in the client's account until they are issued.

Collection orders

A collection order records what a client pays: type, client, date, due date, currency and amount, with the collection method and the account that receives it. It is saved as pending, and approving it with the receipt date turns it into a receipt with its number. You then apply it to invoices, in full or in part, even when the invoice is in another currency, or relate it to a file before any invoice exists.

The client's current account

The list of current accounts shows your clients with their balance and its aging: balance, overdue balance, and what falls due in 15 days, in 30 days and beyond. The detail of a client shows its invoices and credit notes, the collection orders applied to each invoice and the balance left, and can be printed as PDF. The summary list is refreshed by a background process, every 5 minutes by default, and the detail is always live.

Reports complete the picture: the client balances report shows what each client owes by file, and the balances-by-invoice report shows the balance of each invoice.

Suppliers: invoices, payment orders and prepayments

The supplier side follows the same logic. You load the supplier invoices with their attachment, pay them with payment orders applied to those invoices or to files, and follow each supplier's current account with the same aging. Prepayments and pre-collections are schedules: when a supplier has no current account and a prepayment percentage is set, Beglobber generates the prepayment due when you add the service to a file, and the matching collection from the client.

Who can do what

Users and roles define, page by page, what each person can read or write.