Edit billing settings

Owned by Peter Schöll
Last updated: Okt. 24, 2024
6 min read

Select Organization > Master data > Billing: Edit billing settings.

Here you define the settings for how the created receipts are sent or output.

Customer project Mandatory information

Specify here whether the assignment to a customer project is mandatory for one of the document types to be selected. The "Yes" option automatically makes the "Project" field in the corresponding voucher type a mandatory field.

Document creation

  • Document type
    Here you can specify which PDF version you would like to create. With the setting combination of the document type PDF Archive and the setting Invoice Data Comfort or Invoice Data EN16931 (Comfort) (5), your invoices are created according to the ZUGFeRD standard (Central User Guide Forum for Electronic Invoicing Germany).
    This means that a file is created in PDF/A-3B format with an embedded XML file, which enables the standardized reading of data and its further processing in downstream processes.

  • Allow transparent pages
    This field also allows transparent pages when using LibreOffice if the PDF archive type was previously selected. This is not compliant with the PDF/A format.

  • Document name
    A file name is automatically generated when the document is created. You can choose between three different formats:
    Document type + document number, customer number + document type + document number and
    Document type + document number + customer number
    The customer number can be found in the customer role of the document contact. If there is no customer role for the contact, the contact number from the General role is stored if the field is filled.

  • Display voucher file with processing stamp
    Here you can choose whether the voucher file should be displayed with or without a processing stamp.

  • Create invoice PDF as ZUGFeRD
    In combination with the PDF archive type, specify that your PDF is to be created as a ZUGFeRD document (permitted e-invoice format).

  • Create an additional info PDF for XRechnungen
    XRechnungen (permitted e-invoice format) only consist of an XML file that is difficult to read visually. To make things easier for you, an info PDF can be generated internally. This is done when printing (see also Creating the XRechnung).

An info PDF is not a valid invoice and should not be sent.

  • Version of the XRechnung
    Generate the XRechnung with the version you require.

  • Billing attachments
    Specify up to 5 documents that you can choose to always or selectively send or print with your billing documents. You can decide whether you want to select the attachments per document, in which case the list of attachments will be offered to you when sending or printing, or whether you prefer to always attach standard documents, in which case the documents with the setting Use as standard are preselected and the documents with Offer as optional can be added on a case-by-case basis. The PDFs are combined in one process for printing.

Payment status

Use the option button to specify whether the payment status of invoices should be determined via financial accounting or whether payments should be entered manually.

Invoices, orders and quotes

Specify whether you want to keep a separate personal account for each customer or whether you want to post incoming payments to a CpD (Conto pro Diverse).

Preset price details on sales documents

Select whether the price details on the sales documents should be displayed as net or gross amounts.

Quantity calculations

Choose whether you want to include quantities ordered or quantities already delivered in the invoice that you create from an order or delivery bill.

Recurring invoices

To be generally notified of price changes for recurring invoices, activate the option Update item of recurring invoice after product price changes. If your product prices then change, you can specify for the generated invoice whether the old prices should be retained, the new prices should be applied to the entire invoice or the price update should only apply to selected items.

Like recurring bookings, recurring invoices can also be generated automatically. Simply check the appropriate box if required. To treat an individual invoice transaction differently from the rule, use the Automatic creation checkbox on the Recurrence tab in the invoice itself.

Duplicate vouchers

Decide whether the current date or the original date should be copied. You can then either rename the duplicate or have the original name displayed with the reference "Copy".

E-mail sender

Automate the specification of a specific e-mail sender for each receipt type (1).

Also specify to whom else the receipts should be sent (2).

Address

Enter document type-specific addresses if you want to differentiate here. The corresponding addresses - if available - are taken from the customer's contact file.

Further settings

  • Number of decimal places for prices and quantities
    Specify how many decimal places should be displayed for price and quantity information. With the placeholders quantity or price, the selected number is also displayed in the output documents.
    Suitable placeholders for the billing documents are quantity_2 digits and unit price_2 digits.

  • Sorting the product selection list
    This setting relates to the selection field when selecting the products, not to the order of the item lines.

  • Automatic creation of packing slips
    If you use individual document layouts, a standard layout must be stored for the packing slip. This can be loaded into the system under OpenScope > Import/Export > Manage receipt layouts.

  • Transfer values 1:1 for invoice correction
    Choose between transferring the unchanged values from the original invoice (1:1) to the invoice correction or entering adjusted values manually.

  • Post order number as
    The order number can be transferred to the posting as an external document number. The invoice number is then omitted.

  • Preset posting date with
    The document date, the service date from (start of service), the service date to (end of service) or the entry date of the document can be preset as the posting date for your outgoing invoices.

  • Always use the business email address of the document contact
    If the email address of a contact person is available in the contact file, Scopevisio uses this instead of a generic invoice email address if the corresponding setting is made.

  • Mandatory setting for Use dimensions
    If "Yes" is selected here, dimension details must be entered. See also Parameters of the cost dimensions.

  • Standard processor (all document types)
    If you only have one employee who creates all document types, you can enter them here.

  • Set processor to current user
    Various options for setting the responsible processor in the system or doing this manually. "On transfer" means when changing the document type, e.g. from quotation to order.

  • Fixed entry (invoices/GS)
    If fixed entry is activated, printing an invoice or correction invoice first generates a PDF with a draft watermark. The document can be committed using the Print multifunction button. After fixing, the document is unchangeable and is printed without the watermark.

We recommend committing if you send invoices to your customer in advance for reconciliation. The drafts are not effective for tax purposes and still convey all relevant data.

  • Project status to be filtered out
    Projects with the selected status are not offered to you when creating the document and assigning the project.

  • Mandatory service date from
    Defines the field as a mandatory field.

  • Mandatory service date to
    Defines the field as a mandatory field.

  • Display warning if proof of performance is missing
    You will be notified of a missing proof of performance, more on this in the context of time billing.