Invoicing

On the Invoicing settings page you define how X4fleet creates, numbers, displays and transfers invoices to external systems. The page is aimed at administrators and commercially responsible users who set up the invoicing for a mandant.

Note: The Invoicing area is only shown if the invoicing module is activated for the mandant. If the module is not active, the corresponding tab does not appear in the settings.

1. Navigation

You reach the invoicing settings via the main menu under Settings in the Invoicing tab. All entries apply to the currently selected group; when you switch the group, the associated settings are loaded.

After adjusting the fields, the changes are applied via Save.

2. Invoice issuer and payment defaults

In this section you store the identity of your company as the invoice issuer as well as the default values that are used when creating new invoices.

2.1 Bank and company details

These details appear on the generated invoice documents and are used for payment processing.

2.2 Invoice template (report)

Via the Invoice template field you select the report layout with which the invoice PDFs are generated. The field offers autocompletion: enter part of the name and X4fleet suggests the available invoice templates. Select the desired template from the list of results.

2.3 Automatic invoice numbering

X4fleet can assign invoice numbers automatically.

1. Activate the Generate invoice number automatically option.
2. In the field for the sequential numbering, define the next numerical value to be assigned (start value).

With automatic numbering activated, every new invoice receives the next sequential number. If the option is deactivated, the invoice number is assigned manually.

2.4 Accounting defaults

So that invoices can be transferred cleanly to accounting, mandatory entries can be enforced:

• Revenue account required: A revenue account (accounting account) must be specified when invoicing.
• VAT/sales tax required: A tax rate must be specified when invoicing.

If one of these options is active, an invoice can only be created once the corresponding entry is fully provided.

2.5 Invoice summary options

These options control how orders are summarized into invoices:

• Invoice by location: Orders are grouped into one invoice based on the relevant location (pickup or delivery point).
• Invoice into existing invoice: New items are, where possible, added to an already existing open invoice instead of creating a new invoice.
• Invoicing on shipment check: Shipments are automatically earmarked for invoicing as part of the shipment check.
• Invoice by split parent: When selected shipments are invoiced, the partial orders of a split are replaced by their parent order, and the parent order is invoiced. With a route split, the items are taken from the last leg. With a quantity split, the quantities are summed over all partial orders; the actually delivered quantity applies, otherwise the planned quantity. The option is deactivated by default and is located in the Invoicing general section.

Note: The Invoicing on shipment check option is only available if both the invoicing module and the shipment check module are activated.

2.6 Payment terms and cash discount

In the default values area you define the preset payment terms that are suggested for new invoices:

These values serve as a default and can still be adjusted when creating an individual invoice.

2.7 VAT display

Via the VAT display selection you define how the value added tax is shown on the invoice:

• Private: Display of the amounts including value added tax (gross display).
• Business: Display of the amounts excluding value added tax (net display) with a separate VAT statement.

Select the display type that suits your customer structure.

3. Invoice export via SFTP

In this section you set up the automatic delivery of generated invoices via an SFTP connection.

1. Activate the SFTP export active option.
2. In the SFTP export template field, select the report layout to be used for the export. The field offers autocompletion; enter part of the name and select the appropriate template from the list of results.
3. Using the Export as a standalone action option, define whether the export is triggered independently of sending the invoice.

If Export as a standalone action is activated, the SFTP export is carried out separately from the regular sending of the invoice. Otherwise, the export takes place together with the sending.

Note: The access data of the SFTP connection is provided or configured by X4fleet. If you have questions about setting up the connection, contact support.

4. Invoice export to an external ERP system (Bexio/OAuth)

Via the invoice export by export request, invoices can be transferred to an external ERP or accounting system (e.g. Bexio). The connection is established using the OAuth procedure.

4.1 Configure the connection

4.2 Bexio authorization

For the connection to Bexio, the Bexio button is available. With a click on this button you start the OAuth authorization process:

1. Make sure that the Export request active option is set and the target system is set to Bexio.
2. Click the Bexio button.
3. You are redirected to the Bexio login and prompted there to allow X4fleet access.
4. After successful authorization you return to the settings. The access and refresh tokens are entered automatically.

Note: During authorization the page is reloaded. Do not close the browser window during this process.

5. Notes

• All settings only take effect after Save.
• The settings apply to the selected group in each case. Before editing, check that the correct group is active.
• Changes to the invoice template, numbering or VAT display only affect invoices created in the future; invoices that have already been generated remain unchanged.
• The entire Invoicing area is only visible when the invoicing module is active. Individual options additionally only appear once the respectively required modules are activated.