Digital invoicing debtors - settings

This article describes how to set up digital invoicing, in order to send invoices automatically to debtors. Invoices will be sent by email from RetailVista.

Digital invoices will have the same layout as the printed invoices. When you normally use pre-printed paper for invoices, the logo and address data will not be used in digital invoicing. In that case you can create a separate invoice layout for digital invoicing.

Debtor

-> Start -> Customers -> Debtor maintenance

Here you can look up the debtor. If you want more search options, you can use "Apply filters" on the right side of the screen.

Double click on the row to open the debtor and click on tab "Digital". Use the "Edit" symbol.

Digital invoice processing type: Set this to "ByMail", so the invoices will be send by email
Email address: To be able to select an email address, this email address must be set in -> Start -> Customers -> Customer maintenance
Email CC: Fill an email address if necessary
Email BCC: Fill an email address if necessary
Allowance Product: To charge extra costs, such as an extra handling fee

After clicking on the "Save" symbol, digital invoicing has been set.

When an invoice is created, it is recorded whether the invoice must be handled electronically. The way in which the invoice is processed is visible at the line 'Digital processing type'.

The only difference with the invoice on paper is that no final invoices can be printed.

After printing the concept invoice and approving it, the invoice is automatically sent and the status is adjusted to 'Final, Printed'.

Schedule digital invoicing

If you want digital invoices to be sent automatically, you can schedule the process of digital invoicing.

-> Extra -> Schedules

With the green "+" symbol, you can add a new task.

• Task type: "SendInvoices"
• Execute by user: User who executes the invoicing
• Description: Fill in the description, so it is clear what the schedule is made for
• Email template: You can use email template
• Response recipients: When you fill in an email address, this email address receives mail from the task reports
• Run behaviour: RunSingle
• Active from and Active to: Activation period
• Schedule Interval: Choose the interval you want. This can be daily, weekly, per hour etc
• Execution time: What time the invoices needs to be send out