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Invoice production and automation

Leon Pieters

August 08, 2013 08:12

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Hi,

Trying to fiddle around in supplier invoice production, and having some difficulty with it:

1. Invoice Synchronization is turned on. Is there a way to customize it? Like, whenever I set a project as "Complete", create+attach+approve supplier invoices for all its jobs. As far as I can see, I need to manually do this for each job, in each project...

2. The invoice production tools are enabled, and I created a supplier invoice, attached it to the job, and set it as "Invoice Approved". However, I don't see it in the Supplier Invoice Production tab.

 

Please advise.

On a general note (I told Brahim this during the training session): I think Wordbee could benefit greatly from improved documentation/training materials. It's a very capable system, but its documentation, is focused on explaining individual features in detail, and lacks in explaining clear workflows, processes and concepts.

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8 comments

• 0
  
  Sales August 09, 2013 10:51

  Hi Leon,

  Thank you for you comments and questions.

  Please find hereafter a link to a video hosted in our Youtube channel.

  http://www.youtube.com/watch?v=wGyI18BPrnc

  This video aims at explaining how to produce invoices per project and/or on a monthly basis. If anything remains unclear after watching this video, please let us know.

  Kind regards, 

   

• 0
  
  Leon Pieters August 11, 2013 06:50

  Hi guys,

  I posted my questions after watching the video (which, btw, is cut off before the end).

  So, I take it my assumption is correct: manually create/approve invoices for each job, in each project...

  I don't understand why there's no way to autmate or at least batch this operation. I got 15 target languages... I already know the costs when I create the project - why do I need to manually do the invoicing?

  Also - I stil need an answer for the second question: why don't I see the invoice I created, attached and approved in the "Invoice Production Tools" tab?

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  Sales August 12, 2013 08:41

  Hi Leon,

  You are right. The Youtube version is cut off (we'll have that corrected shortly)

  In the meantime, you can already check the full-length version. https://www.dropbox.com/sh/by7mf8232z2u35n/Bdq4FfDSKT

  Please make sure to download the video, as the link is a temporary link.

  In reply to your questions : 

  * In the Counts & Costs page of your CoDyt project, you'll see listed all the jobs that need to be invoiced.

  1) First, you'll use the filters to make sure only the jobs you want to invoice remain in the list (you can filter per supplier, language, date,...)

  2) Secondly, you set the cost (this should already be automated in your configuration)

  3) You create an invoice. Here, changing the status from quote to invoice draft will make the invoice be displayed in the Invoice production tool. Please note that there's an option, as mentioned in the video, to automatically attribute the "Invoice draft" status to newly created invoices.  

  4) In the Invoice production tool, you'll see all Invoices you created in all projects. The aggregation will compile all invoices of each suppliers within one unique invoice per supplier. The invoice will be created and attached (see attached screenshot). 

• 0
  
  Leon Pieters August 12, 2013 10:32

  Hi Brahim,

   

  My projects are not CODYT at the moment (will probably remain standard for some time). Does what you suggest apply to standard projects?

  As you can see in the attached image - the invoice has been created, approved and attached to the job. But, even though Aggregation was turned on for this supplier, the "Agg?" column here doesn't show anything, and the invoice itself is not shown in the Invoice Production tab.

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  Leon Pieters August 18, 2013 11:26

  Guys? please help... We're past the middle of the month, and I'll need this working soon... :)

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  Stephan Böhmig August 18, 2013 19:21

  Hi Leon,

  The basic principles are:

  -. The invoice production tools expect invoices in "Invoice draft" status. Do NOT set them to invoice approved manually (it does not hurt but is unnecessary).

  - The invoice production tools then let you aggregate and approve those draft invoices. The status is then changed, at the end, to Invoice Approved. It is at that stage that the system automatically assigns invoice number and date.

  - Typically you do not need to set invoice statuses yourself. When a job is approved (the job, not the invoice), the invoice status is changed to "Invoice draft". It is then ready to be picked up by the invoice production, see above.

  In summary:

  - Make sure to configure the tool first (status sync, invoice number system, etc.). Go to the Settings page.

  - Make sure to always Approve completed jobs (i.e. set job status to Approved - depends on how you configured the tool)

  - No need to manually change invoice statuses

  The process is very automatic. A training session may be helpful certainly.

  Regards,

  Stephan

   

   

• 0
  
  Leon Pieters August 20, 2013 12:33

  Thanks Stephan. Approving the invoices seemed to do the job.

  Also found out how to do it in bulk for an entire project.

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  Margrite Storm March 29, 2015 20:19

  I agree with Leon about the lack of a detailed manual or help. I have already emailed Wordbee for help many times (and yes, you guys are great at answering, but...) and I expect to have to do it more.  After spending what seems like too much time learning this program I still have a bunch of questions. 

  I also noticed an important error in the built-in invoice templates: the sender's address box does not have a line for 'city'. So you have my name (I'm a freelancer), street, number, zip code, and country! No city! Of course I noticed that after I had produced 11 invoices and had to modify the template, then redo all the invoices. 

  Then, I sent all the invoices by email, in one click. I like that!

  However: why doesn't the status of each invoice change automatically to 'invoice sent' after, err, sending? Is there a way to do that? I had to go into each invoice individually to change the status to 'send'.

  Other question: How do I total my sales for one month? the only way I found to do this is by checking the select box for each invoice, then click on the total button. I want my monthly sales in one click!

   

  thanks