Send invoice from BookitLab

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Where do I find the menus relevant for sending invoices?

1. Click Billing in the navigation menu.
2. There you can see the three menus to which only core admin has access: 
   • Invoice Batches: Invoices can be sent from here.
   • Billing: Created invoices are checked here.
   • Billing Preview: Invoices are created here.

Create invoice batch

1. Go to the Billing Preview page.
2. Always set the following filters before you generate an invoice batch:
   • Dates Period
   • Core (and select only one core)
   • Billing Type
3. When needed, add more types of filters and click on the Apply button.
4. Check bookings or orders that are shown in the table.
   • These are included when you click on the + Generate Invoices button above the table.
   • Be aware that after an invoice is created the bookings and orders included in the invoice are locked. 
5. Click on the + Generate Invoices-button at the top right, then the Generate Invoices button in the modal window that appears. An invoice batch will be created, and you will receive a notification with a link to the created invoice batch. 
   • You will see a window displaying Invoice Default VAT (VAT: Value Added Tax), but you do not need to do anything here, as Unit4 takes care of the VAT.
   • If the table in Billing Preview has more than 250 rows (including rows with 0 kr in Amount), the Generate Invoices button in the modal window will be inactive. Use the Generate Invoices in the background button instead, so you can work on other tasks while the process is running. After a while, you can check the Invoice Batches page to see if an invoice batch has been created.

Check and edit invoice batch

1. An invoice batch may contain one or more invoices. These you can see by doing one of the following:
   • Click on the link in the message you received in step 4 of "Create invoice batch".
   • Go to the Invoice Batches menu, and click on the number in the Invoices column of the invoice batch that you created.
2. Click on the number in the ID column.
3. Then you get information about all bookings and orders included in the invoice. When an invoice has been created, all bookings and orders included in the invoice are locked and cannot be changed.
   • If there are bookings or orders that should be removed from the invoice, check the rows that you wish to remove and click on the Delete Invoice Rows button which appears above the table.
   • If the invoice should be removed all together, you can remove it on the Billing page; check the row of the invoice and click on the Delete button.
   • If necessary, you can still change the amount to be charged by clicking on the number in the # column on the invoice page (or on the three dots in the Action column on the right hands side and then Edit) on the row of the booking/order. There you can also edit Quantity and/or Base Rate.
     • Important! The referred booking/order record will not change. If the user opens the booking/order, he or she will still see the original value (e.g. how many hours were were reserved, even if that was modified on the invoice).

Send invoice to the billing system

1. Go to the Invoice Batches menu.
2. Check the rows of the invoice batches to be sent to the billing system (Unit4).
3. Click on the Send to UiO billing system button.
   • When you select external invoice batches, the Send to external system (External Billing) button is activated, while the Send to UiO billing system button is deactivated.
   • It is not possible to send external and internal invoice batches at the same time.

Inspect the status of the invoices

You can inspect the payment status of the invoices in the following ways.

1. Click Invoice Batches in the navigation menu, click the number in the Invoices column of the batch that you wish to inspect.
2. Click Billing in the navigation menu and locate the invoice you wish to inspect. If necessary, use the filtering function.

A table of invoices will appear. In the Status Name column (the rightmost column), you can see the status.

• For internal invoices:
  • The status is set to Paid upon successful posting in Unit4.
  • The invoice details page shows the voucher number ("bilagsnr") in Unit4 in column Referanse in the table under the Invoice Payments section.
• For external invoices: 
  • External invoices are generated automatically in Unit4 based on data sent from BookitLab.
  • Invoices must be inspected and corrected if needed by UiO centrally before they are sent to clients.
  • BookitLab only collects the status of generation of invoices in Unit4 and not the payment status.
  • As long as the status is not Rejected, the balance is shown as 0 after the invoice batch has been sent to Unit4.