Invoices

The Invoices page is the central working surface for invoicing. It lists all invoices – that is, the transactions that are pending invoicing or have already been processed – and provides the tools to create, release, send, export and track invoices. The page is aimed at staff in accounting and invoicing.

Note: This page is only available if the invoicing module is activated for the tenant.

1. Invoices (Table)

The overview shows all invoices in a configurable table. Each row represents an invoicing order.

Columns

The PDF column only appears once an invoice document exists and the order has passed the «To be invoiced» status.

Sorting and Selection

Clicking a column heading sorts the list by that column. Clicking one or more rows marks invoices. The selection controls which toolbar actions are available: actions are only active if the marked orders have the appropriate status.

2. Date Range Filter

The date range filter lets you narrow the list down to a period.

1. In the date range picker, select the from and to date.
2. The table reloads automatically and shows only invoices within the selected period.

The last selected period is retained and applied again when the page is reopened.

3. Advanced Search (Global Search Filter)

The toggle for the advanced search lets you show and hide an additional search panel. With it, several criteria can be combined into a composite filter.

The following criteria are available:

• Date filter type – defines which date the period refers to
• Date range – from/to
• Order number
• Order ID
• Customer

Procedure:

1. Open the search panel via the toggle.
2. Enter the desired criteria.
3. Apply the filter – the list is restricted accordingly.

If an advanced filter is active, this is indicated by a filter marker («chip»). Via the associated clear icon, the advanced filter can be removed again at any time. The most recently used search criteria are saved and reloaded the next time the page is opened.

4. Release

With the release, invoices are moved from the editing state to the «To be invoiced» status.

1. Mark one or more invoices in the status «In progress».
2. Click the «Release» button in the toolbar.
3. Confirm the security prompt.

The status of the marked orders changes to «To be invoiced». A feedback message states the number of released orders.

Note: This button is not available to pure viewers and clerks (Clerk role). Orders that are not in the appropriate status are excluded from the action.

5. Generate Invoice PDF

For released invoices, the invoice document can be generated as a PDF.

1. Mark one or more orders in the status «To be invoiced».
2. Click the «Generate PDF» button in the toolbar.
3. Confirm the security prompt.

The invoice documents are generated and the status of the orders changes to «Invoice created». The PDF is then available in the PDF column.

Note: The action is role-dependent and is only available to users with the corresponding permission.

6. Sending Invoices

Created invoices can be sent to the recipients.

1. Mark one or more orders with a created invoice.
2. Click the «Send» button in the toolbar.
3. Confirm the security prompt.

Depending on the recipient's configuration, the invoices are transmitted by email or via a web connection. The status changes to «Invoice sent».

Note: Depending on the tenant configuration, the export to external systems can take place directly with the sending. If, on the other hand, the export is configured as a standalone action, a separate button is available for it (see section 7).

7. Exporting Invoices

Invoices can be exported to external systems – for example Bexio.

1. Mark one or more sent orders.
2. Click the «Export» button in the toolbar.
3. Confirm the security prompt.

The status of the exported orders changes to «Exported».

Note: This button only appears if the export is activated as a standalone action in the group settings. If this is not the case, the export takes place automatically when the invoice is sent.

8. Reset (Edit Again)

With the reset, invoices are returned to the editing state in order to make corrections.

1. Mark one or more orders.
2. Click the «Reset» button in the toolbar.
3. Confirm the security prompt.

The status of the orders changes back to «In progress». Orders can be reset from the statuses «To be invoiced», «Invoice created», «Invoice sent» and «Exported».

9. Downloading Invoice PDFs

The generated invoice documents of several orders can be downloaded collectively.

1. Mark one or more orders with an existing PDF.
2. Click the «Download» button in the toolbar.

The individual documents are merged into a single file and offered for download automatically.

10. Deleting an Invoicing Order

Invoices that are no longer needed can be deleted.

1. Mark one or more orders.
2. Click the «Delete» button in the toolbar.
3. Confirm the security prompt.

The marked invoices are deleted. The shipments contained in them are released again and are thus available for renewed invoicing.

11. Creating / Editing an Invoicing Order

Clicking a row opens the invoicing order in a freely movable window. Several dialogs can be open at the same time (maximum five).

Fields in the Header Area

Shipments and Items

The dialog embeds a table of the shipments belonging to the invoice. For each transport order, the items are shown and can be edited.

• Add shipment: Assign another shipment to the existing invoicing order.
• Remove shipments: Detach shipments from the invoice; afterwards they are available for invoicing again.
• Edit items: Enter or adjust transport order items.

When you edit an item, Total excl. is recalculated automatically as soon as you change the quantity, the price or the Surcharge (%). The surcharge is a percentage that is added to price × quantity.

Saving:

1. Enter the desired fields and items.
2. Save the dialog.

When saving, the items are renumbered. Transport orders without items are rejected and must be completed.

Note: The invoicing order is only editable as long as it is in the status «In progress». In all other statuses, the fields are write-protected.

Invoice Document Preview

In the lower area of the dialog, a preview is available depending on the status:

• For editable orders: «Save + document preview» – saves the order and shows the invoice PDF directly.
• For non-editable orders: «Preview» – shows the existing invoice document.

In the table, clicking a PDF in the PDF column opens the document in the document viewer.

12. Status Marker

The status of each invoicing order is shown in the table as a coloured status marker. The lifecycle of an invoicing order runs through the following statuses:

The statuses can be moved forward via the actions «Release», «Generate PDF», «Send», «Export» and (with «Reset») moved back.

13. Creating Invoices from Shipments

Invoices can be generated from selected shipments.

1. Select the shipments to be invoiced and trigger the creation.
2. In the selection dialog that appears, define the desired generation type:
   • Individual invoices – a separate invoicing order is created per shipment.
   • Collective invoice – the selected shipments are combined into a common invoicing order.
3. Confirm the selection.

Before generation, the shipments are checked. Depending on the result, either the editing dialog is opened directly or the invoices are generated.

Note: Shipments that were paid by card, as well as shipments that still require an action before invoicing, can block the generation. With the «Invoice mandates» module active, the mandate additionally influences the grouping and the validation of the shipments.

Note: If the option Invoice by split parent is enabled in the invoicing settings in the Invoicing general area, selected sub-orders of a split are replaced by their parent order and invoiced as that order. With a route split, the items of the last section are used; with a quantity split, the quantities of the sub-orders are added up.

14. Marking as Paid and Signing

Marking as Paid

1. Mark one or more orders.
2. Select the «Mark as paid» action.
3. Capture and confirm the signature.

The marked invoices receive the status «Paid». A feedback message states the successfully set orders; the associated invoice PDFs are available.

Signing Invoices

With the «Sign» action, the selected invoices are digitally signed. After a successful signature, a corresponding confirmation including the resulting signature is displayed.

15. Invoice Mandate (Module-Dependent)

Note: This function is only available if the «Invoice mandates» module is activated for the tenant.

With the module active, an additional «Mandate» column is available in the table as well as a corresponding field in the editing dialog. The column is hidden by default and can be shown when needed. The invoice mandate also influences the grouping of the shipments as well as the validation when generating invoices.

16. Summary: Available Actions