Invoice a whole term at once

Once a term's registrations are in, there are a lot of orders to invoice. The Invoicing queue takes you through all of them in one place, without opening each order. You choose what to go through and how the courses are invoiced. Then you take the customers one by one, with one click each. Orders with nothing to invoice are closed together.

The course fee can be invoiced at once, as monthly invoices or in two. Each order gets its own plan, and you see it before it is saved.

Get started

Go to Orders and open the Invoicing queue tab.

To invoice one customer's orders only, open the customer and press Invoice the orders on the Orders tab. The top then says "Only the orders of" and the name, and the queue holds that customer's orders only.

Every invoice needs an account number and an organization number. If they are missing, the page says Add the bank details first. Press Go to Bank and KID and add them.

Choose what to go through

The page first asks What do you want to go through? Each choice shows how many orders it holds and how much there is to invoice.

All open orders: everything that is open, including the orders to close. Good for what is left after a term, or for invoicing every week or month.
A term: the orders for the courses in one term. Choose this after the term starts, or before, once the registrations are in. Then pick the term under Which term?
One course: the registrations for one course or camp. Search for the course under Which course? If you don't use terms, this is how you pick courses.
Orders without a term: items, events and courses that don't belong to a term. They are invoiced as one invoice each.

If you have been here before, your last choice is at the top, under As last time. Press Start on that card to start with the same choices. Your last choice is remembered in the browser you use.

Under the choices it says, for example, "3 orders can be closed without an invoice". Press Close the orders to go straight to them, see Orders with nothing to invoice.

Choose how the courses are invoiced

If the orders you chose register someone for a course, the page asks How should the courses be invoiced?

One invoice: the whole amount on one invoice, made now.
Monthly: equal invoices each month, for as long as the course runs or a fixed number.
In two: the first part now, the rest later in the course.

What you chose last time is marked Last time. Press Start once you have chosen. Your choices are on a line at the top of the queue, and Change takes you back to change them.

One invoice

At the top of the queue you set the Due date and whether the invoices are emailed (Email the invoices). They apply to every invoice you make in the queue. With internal invoicing nothing is sent.

With Put a customer's orders on one invoice, a family with several orders gets one invoice for all of them. It is on to begin with. Turn it off and each order gets its own invoice.

Monthly

First invoice now: on means the first invoice is made today.
First invoice, or Next invoice when the first is made now: the date of the next one. The page suggests a date from the term, and you can change it. The invoices after it come on the same day of each month.
Number of invoices: As long as the course runs gives one invoice a month up to the course's last session. A fixed number gives everyone the same number of invoices, from 2 to 12.

Under the settings, an example shows what a typical registration becomes, with the invoices drawn next to the course days. The amount is split into whole kroner, and the odd kroner go on the first invoices.

With As long as the course runs, a late registration gets fewer invoices, and a course that ends early gets fewer than one that runs the whole term. With A fixed number, everyone gets the same number, on the same dates.

In two

First part goes out now: Half (rounded down to whole hundreds of kroner), an Amount or a Percent.
The rest goes out Mid-course, counted from the sessions that are left, or On a date you choose.

With Monthly and In two, each order gets its own plan, also when a family has several orders. Each planned invoice gets as many days to its due date as you chose at the top, counted from the day it is made.

Work through the queue

On the left are the orders under Ready to invoice. On the right is the first one: the customer, the orders and what will be invoiced. When a customer has several orders, untick one to leave it off the invoice.

Check the amount, and press:

Create and send invoice with One invoice. With sending off, the button says Create invoice.
Plan 6 invoices (or however many the plan has) with Monthly and In two. The plan is drawn next to the course days, so you can see that it fits the course.

The next customer is ready straight away. To wait with one, press Skip. It stays in the list, and at the end you can Go through them again.

The lines show the course by its current name. The invoice prints the order text, as it was when the customer registered. Press Show order text to see exactly what the invoice will say.

A family that wants one invoice

With Monthly or In two, you can switch one order under Invoice this order as. Choose One invoice for a family that wants to pay everything at once. The next order starts on the queue's choice again.

If you asked the parents at registration how they want to pay, their answer is on the order. See Let parents choose one invoice or instalments.

Orders that can't be split

Some orders are invoiced as one invoice even when you chose Monthly or In two. The row then says why, for example:

Paid by card. The card payment moves to the invoice, so it shows as paid. It has to go on one invoice.
More than one course on the order. To split it, do so on the order.
Too little of the course left, or the date you chose has passed.
A credit note is not split.

The invoices due today

With Monthly and In two, the first invoice is often dated today. What happens to it depends on whether you have turned on automation:

Automation on: the invoices are made and sent on the next run, between 09 and 15 on weekdays. If you plan more than the automation sends in one go, the queue tells you. Someone then has to press Send anyway under Automation.
Automation off: when the queue is empty, press Make them now.

The later invoices in each plan are under Orders > Scheduled invoices.

Orders with nothing to invoice

A registration that was cancelled again, or an order of 0 kr, has nothing to invoice but still has to be closed. These are under Nothing to invoice. Press Close 3 orders (or however many there are) to close them without an invoice. You can look at each order's lines first, and untick the ones you want to wait with. A closed order can be reopened.

When a customer has a registration in one order and the deregistration in another, the two add up to zero. They are under Cancelling each other out. Press Set off and close to close both without an invoice. The set-off can be undone on the order.

When you have gone through a term or a course, the end says whether there are orders to close, with Close the orders.

What the queue leaves out

Orders with scheduled invoices are not shown. They are under Scheduled invoices, and the queue links there.
Snoozed orders are not shown until the snooze has passed.
Process on the order: orders with a payment that can't be handled safely from here, such as a card payment larger than what is left after a deregistration. Press Open the order and process it there.

Some things are always done on the order: invoicing part of an order, adding references to the invoice, crediting a specific invoice, and splitting an order with several courses or in other ways than monthly or in two.

Tips

Invoice the next term before it starts. Choose A term and the term, and every registration that is in comes along.
Use All open orders regularly for what comes in later, such as late registrations, items and events.
Turn on automation if you split the course fee, so the planned invoices go out by themselves.