Invoice settings
As an administrator, invoice settings can be found in the configuration, menu Modules > Invoice settings.
| Variable | Description | Example |
|---|---|---|
| Invoice number format | Determines how an invoice number is constructed | {YEAR1}{KEY4} returns 201901234 |
| Invoice start number | Can only be used once. This setting is fixed after the first invoice that is final. |
|
| Create draft invoice at status | Only in combination with reservations. Enter the status here whereby a draft invoice is automatically created. |
60-INVOICE DRAFT |
| Invoice final at status | A draft invoice should only be available in combination with reservations and with this setting. Enter the status here whereby a draft invoice is automatically made final. |
61-INVOICE FINAL |
| Reservation status when invoice is final | Only in combination with reservations. Enter the status the reservation gets as soon as its invoice is made final. Leave empty to switch this off. This status may not be the same as the status used for 'Create draft invoice at status' or 'Invoice final at status' above — otherwise the reservation would trigger the invoice logic again. In that case this setting is ignored; a warning is shown when you save. |
62-HANDLED |
| Email template for customer | Enter here the template to be used for sending the invoice | template: email_invoice of category email and context invoice |
| PDF template for customer | If the invoice is sent by post, a PDF is created by default when the invoice is finalized. Specify here which template should be used to generate this PDF. If sending is set up via email, this PDF will not be generated. When sending by e-mail, a PDF attachment can be created |
template: pdf_invoice of category email and context invoice |
| Customer ledger account | The debtor account to which the total amount of the invoice should be written. | 1300 |
| Customer indicator | The indicator where the total amount of the invoice should be written. | Debit (DB) |
| General ledger account standard turnover | This revenue account is used if no revenue account is specified. Note: sales accounts can be specified at prices and options. |
8000 |
| Default turnover indicator | This indicator is used if no indicator is specified | Credit (CR) |
| UBL active | If set, a UBL attachment is created | Yes |
| UBL location | The invoice is created with data from this selected location. This setting is a requirement for creating a UBL. | Selected location |
| Invoice description format | Determines the description of the first invoice line when the invoice is linked to a booking. Empty = the description stays exactly what the price calculation produces. Filled in = it is parsed and overrides that description, both when a (draft) invoice is generated automatically on a status change and when an invoice is created manually from selected price lines. Use the variables from the 'Field legend' table shown with this setting (invoice_desc_format). | {PROD_LONG_DESC} ({BOOKING_NUMBER}) results in e.g. "Half-day canoe rental (201901234)" |
Invoice description format
When an invoice is linked to a booking, the description of the first invoice line is determined by the price calculation by default. The Invoice description format setting lets you override this with a combination of fixed text and variables — the same variables used for i-Calendar, such as booking variables, customer variables, product variables and (if the company module is active) company variables. The full list of available variables is shown in the 'Field legend' table displayed with this setting.
This override applies in both situations where an invoice originates from a booking: when a (draft) invoice is generated automatically on a status change, and when an invoice is created manually from selected price lines. If the setting is left empty, nothing changes.
Reservation status when invoice is final
The 'Create draft invoice at status' and 'Invoice final at status' settings work in one direction: a status change on the reservation starts the invoice logic. Reservation status when invoice is final works the other way around: as soon as the invoice itself is made final — manually or automatically — the reservation gets the status configured here. This lets you, for example, automatically move reservations to 'Handled' without having to check for that manually.
Because both directions can use the same reservation status, i-Reserve checks on save whether this setting clashes with 'Create draft invoice at status' or 'Invoice final at status'. On a clash a warning appears and the setting is ignored until the clash is resolved, so an invoice can never unintentionally re-trigger the draft-invoice logic. The status change itself goes through the same availability check as a manual status change; see What happens technically when a status changes? for the technical background.
