Customer invoices

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Customer invoices are those that you issue to your customers (as opposed to supplier invoices).

Managing customer invoices includes common invoicing elements, and customer invoicing specifics.

With Gestan, create an invoice from scratch and send it to the customer in less than two and a half minutes? THIS IS THE CHALLENGE BILL!

The invoice list screen displays all customer invoices issued during the calendar year or fiscal year displayed in the parameter (if the first fiscal year date declared in the application settings is not January 1st).

The Cash button allows you to cash an invoice. It is active if the invoice payment date is not entered.

The Retry button opens the invoice reminder screen.

The Cash and Reissue buttons are not available if the user's privileges only authorize them to create documents with the “In Progress” status.

The Generate button allows you to generate another part from the invoice: Quote, Order, BL or credit note, depending on the general parameters.

Due is the due date of the invoice.

Collected on is the date of collection of the last payment of the invoice (if there are several).

When there is a credit for the customer, Gestan will offer to use the credit to settle the invoice, at least if the amount of the credit is less than the amount of the invoice.

The collection date is automatically entered by Gestan via the invoice collection button. Do not enter it manually, unless you do not generate the accounting entries in Gestan. Indeed, when you use the invoice collection button, Gestan will automatically generate the corresponding accounting entry, and enter the payment date if the invoice is paid in full.

Via the context menu of the customer list of the invoice sheet, it is possible to select a “delivery contact”.

Normally, an invoice is for the contact you are billing. But in some cases, you issue an invoice for one contact, and that invoice concerns another contact.

For example, you are a service company, and a firm XXXX asks you to carry out a skills assessment for person YYYYY. You have the firm XXXX in your contacts (as a client), and the person YYYYY too (as a prospect). At the end, you issue an invoice to the attention of firm XXXX, but by right-clicking on the customer combo of the invoice file, you can memorize that this invoice actually concerns contact YYYY. If you generate a BL from this invoice, the “Concerned” contact will be considered as the “To be delivered” contact

The Cash. button opens the payment recording screen.

The receipt date is entered by default with today's date, unless you use the 1 pin to store another date.

You can specify a system for collection: standard, deposit, or deposit. In the case of a deposit, you can enter a percentage or an amount.

The amount is entered by default as that of the invoice. You can indicate a lower amount (partial payment), or a higher amount (overpayment). In the event that there is a credit of an amount less than or equal to the invoice concerned, the amount of the credit will be deducted. For example, if you have an invoice of 100 for a customer who has a credit of 10, the amount proposed for payment will be 90. When the credit completely balances the invoice, for example an invoice of 100 and a credit of 100, the amount offered will be 0. Then select the payment method "asset".

The bank account is the one into which the invoice must be collected, specified in the invoice. If not specified, this will be the default account.

The imputation is the one declared by default as revenue imputation, in the accounting settings, you can modify it.

Settled by is the name of the third party, deduced from the payment document.

Description is the description automatically generated based on the item being paid.

Finally, the payment method allows, in the case where payment is by check or by LCR, to enter the check number or the LCR number. Entering a check number theoretically respects the following format: the bank code, a blank, and the check number. The context menu of the zone allows you to select a bank code, and to add one if necessary.

When the payment screen is validated, the payment is automatically recorded.

If all payments linked to the invoice are at least equal to the total including tax of the invoice, the invoice will be noted as paid.

It is possible to record a single payment for several invoices. To do this, simply select the invoices concerned, and use the Collect. button.

The link between invoice and entry is made automatically. However, it can be modified via the entries management screen. Any link modification, like any writing modification, is archived in Gestan.

It is possible to automatically generate invoices with regular due dates, for example if you invoice annual, monthly, bi-weekly subscriptions, etc.

The context menu of the list of invoices (Actions → Schedule) allows you to generate invoices on a recurring basis, updating the prices or keeping them the same. This functionality uses the planned actions mechanism of Gestan.

Other “Customer Billing” articles