Invoicing on account

When invoicing a task in Xena, you can use the posted costs as the basis for creating the invoice.

Anything recorded for sales orders through voucher registration, ledger entry, or cost registration in the project module will be posted to the orders under the 'Costs' tab.

Filters

You can apply filters on different fields to limit the costs you see.

• Using the Tasks button, you can filter which tasks you want to view/invoice.
• Using the Cost types button, you can filter which cost types you want to view/invoice.
• You can enter a period if you only want to invoice costs for a specific period.

Grouped/Not Grouped

Choose between 'Grouped' or 'Not Grouped' view. This choice determines the level of detail at which the costs are displayed and transferred to invoice lines.

• If you choose 'Grouped', the registrations will be shown grouped by article number and/or text. They will also be transferred as grouped invoice lines, which means that if the same article is registered multiple times, it will only be transferred as a single grouped invoice line.

 

 

• If you choose 'Not Grouped', each individual registration will be shown in detail, and they will be transferred to invoice lines individually.

 

 

Transfer to Invoice Lines

Once you have selected the desired view, choose the costs you want to invoice and click the 'Transfer" button. This will generate proposed invoice lines based on the selected costs.

• All costs will be transferred to the task they are registered on.
• If there are lines without article numbers and sales prices, they will have a calculated sales price based on the selected coverage rate for the cost type.
• If you want to transfer all costs to a completely new task on the order, check the 'New Task' field before the transfer. This will create a new task where all costs will be transferred, regardless of the task they were originally registered on.

 

 

Review Invoice Lines

After the transfer, you can review and edit the invoice lines before posting the invoice. You can delete lines, change quantities and prices, and add additional lines if needed.

If you delete an invoice line, it will be returned to the 'costs' tab. You can then include the expense in the next invoice created for the order.

You can expand each line to see the cost details for the line.

Once you have reviewed and adjusted the invoice lines, you can post the invoice. You can read more about this process in Xena's guide to posting invoices here.

If you need to issue a credit note to create a new invoice for the customer, you can follow Xena's guide on this topic here.

 

 

Order Statistics

On the 'Statistics' tab of the order, you can see an overview of the expected and realized contribution margin per task, which can provide insight into the order's financials.

READ MORE: Order Statistics

 

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