Bookkeeping You can do the customer accounting
How do I import bank statements?
Open the Accounts Receivable module and then the Account Statements menu item in the “General” menu group.
Click on “Import account statement…” in the action bar.
A dialog opens. Select the file with the bookings and click “Open”.
The postings are now automatically loaded into the application and displayed in the “Account statements” table. Bookings that could not be automatically assigned to a contract are shown under the menu item transit account.
How do I deal with bookings that the system could not automatically assign to a contract?
Open the menu item Transit Account in the Accounts Receivable module. All postings that could not be automatically assigned to a contract when a bank statement was imported are displayed there.
Manually assign postings to a customer
Select a booking by clicking on a table entry.
Click on the “Post to customer” button in the action bar to either assign the posting to a customer account of the currently selected customer or to another customer account. If no contract is currently open, the assignment mask appears immediately.
If you have selected “Another account…” or if no contract is selected in the navigation tree, a new tab opens in which the customer and contract can be selected. Once you have selected the customer to whom the booking should be assigned, click on “Confirm assignment” in the action bar.
A corresponding posting is now displayed under customer account and transit account.
Select a booking that is to be booked out with a click of the mouse, e.g. B. a credit of interest.
In the action bar, click on the “Post to other” button.
The booking is now booked out directly. A corresponding offsetting entry appears in the transit account. If you don't see them, make sure that the “Status” filter is set to “All”.
How do I carry out a revenue projection?
Open the menu item Runs → Revenue projection in the Accounts Receivable module.
- Click on the “+” icon above the table to create a new revenue projection and enter the following values in the “Create revenue projection” mask:
- Year: The year to be extrapolated
- from: start month of the year to be extrapolated
- up to and including: end month of the year to be extrapolated
Click the “Start revenue projection” button in the action bar. A corresponding status message appears in the status bar.
Optional: After a revenue projection has been carried out, a task “revenue projection is ready” is created. To see these, open the Tasks module and then the task list. The task indicates, among other things, the number of total and successfully extrapolated contracts. If contracts have not been extrapolated successfully, the corresponding contract numbers will be displayed in the task.
- Optional: Once the revenue projection has been completed, a CSV report is available for download that summarizes the results. To view this:
- Open the menu item Runs → Revenue projection in the Accounts Receivable module.
- Select the corresponding revenue projection in the table with a click of the mouse.
- Click the button “Save revenue extrapolation as ...”.
- A dialog opens. Select the path on your computer where you want to save the revenue projection and confirm your selection. The CSV file is now saved on your computer and can be opened with a program that supports the CSV format.
How do I export the subledger?
Open the Accounts Receivable module and there the menu item Journals.
A new tab “Journals” opens in which all journals created so far (subledger exports) are listed in a table.
Click on the “+” button above the table to create a new journal. This includes all postings that have been made since the last journal creation, i.e. for which there is no journal yet.
You can display its contents by double-clicking on a journal. The bookings are bundled (aggregated) within a journal according to the type of booking. To see all the contents of an aggregated entry, double-click on the relevant entry in the table.
Select a generated journal and click on “Export journal” in the action bar to save the subledger locally.
The journal is stored under the path that was specified under the menu item “Basic Settings” in the “Administration” module in the global property JOURNAL_FOLDERPATH.
Manual changes to the customer account
How do I make bookings manually?
Open the contract for which you have made a booking, e.g. B. want to carry out a credit. Open the Accounts Receivable module and then the Accounts Receivable menu item under the contract for which you want to post.
A new tab “Accounts Receivable” opens. Here you can see a tabular list of all postings that have been made for the contract account.
Click on the “New Booking” button in the action bar.
A new tab “New booking” opens. Enter the reason, the period, the due date and the amount for the credit.
- Select a booking type. There are positive and negative posting types as well as posting types with and without tax. The following posting types can be posted manually:
- Instant bonus
- Invoice bonus
- Dunning fees
Enter the amount of the booking. For posting types with tax, the gross value must be entered in the amount. In this case, the tax amount is displayed below the amount.
Optional: Enter the posting date. If you do not enter a posting date, the current date will be used automatically.
Optional: Select the period to which the booking relates. If no period is specified, it remains empty.
If you create a bonus or a credit note, select whether the amount should be offset against open items on the customer account or whether it should be paid out directly to the customer. Note: Withdrawals must be approved before they are actually paid out to the customer.
Check that all data are correct and then click on “Activate booking” in the action bar to save your entries.
- Your entry is now displayed in the customer account.
How do I determine that an open item is covered by one (or more) other booking (s)?
Open the contract for which you have made a booking, e.g. B. want to carry out a credit. Open the Accounts Receivable module and then the Accounts Receivable menu item under the contract for which you want to link postings.
Select an open booking in the table with a mouse click and click on the “Link booking” button in the action bar.
A new tab “Link bookings” opens. The selected booking is displayed in the upper area of this tab. Below you can see all bookings with a lower or equal amount that can be linked to this booking, i. H. which can be used to settle the open booking.
Select one of the bookings available for selection and click on the arrow pointing to the right next to the list.
The booking has now been added to the list of linked bookings. The outstanding amount has been updated accordingly.
How can I see by which bookings a booking is / was covered?
Select a booking on the customer account or from the booking details and click on Show coverage history in the action bar.
You will now find information about the selected booking in the upper area of the mask. On the left side of the mask you will find the current and past coverages on the debit side of the booking and on the right side of the mask you will find the same information for the credit side of the booking.
How do I cancel a booking?
Open the contract for which you want to cancel a booking. Open the Accounts Receivable module and then the Accounts Receivable menu item under the contract for which you want to cancel the posting.
A new tab “Accounts Receivable” opens. Here you can see a tabular list of all postings that have been made for the contract account.
To cancel an entry, select it (with a mouse click) in the table and click on “Cancel booking” in the action bar.
Your chargeback is now also shown in the table.
You can find an overview of all invoices created and their status in the Accounts Receivable module under the Invoices menu item in the “General” menu group.
To see all invoices for a specific contract, open it and then navigate to the menu item Invoices under the contract in the Accounts Receivable module.
When does the system automatically generate invoices?
Automatic invoicing for SLP contracts
An invoice window is first defined for automatic invoicing. For contracts with an annual, half-yearly or quarterly billing interval, this is set using the global properties DEBITOR_INVOICE_METER_READING_WINDOW_BEGIN and DEBITOR_INVOICE_METER_READING_WINDOW_END, for contracts with a monthly billing interval using the global properties DEBITOR_INVOICE_VOETER_WINDER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_METER_VO
If an invoice-relevant meter reading is received within this invoice window, an invoice is automatically generated. A meter reading is relevant for billing if it has been successfully checked for plausibility by the system or if it has been manually marked as “billing-relevant” by a clerk. The latter also makes it possible to use “implausible” meter readings for billing purposes. The expected next invoice date is displayed for each contract in the contract overview in the "Billing" block.
Annual, semi-annual or quarterly invoices are therefore made at the earliest at the time <Nächstes Rechnungsdatum + DEBITOR_INVOICE_METER_READING_WINDOW_BEGIN Tage> created, provided that an invoice-relevant meter reading is received. Is at the time<Nächstes Rechnungsdatum + DEBITOR_INVOICE_METER_READING_WINDOW_END Tage> If no bill-relevant meter reading is available, an invoice is automatically created and sent on the basis of estimated meter readings.
Next invoice date: December 31, 2018.
Start of the invoice window (DEBITOR_INVOICE_METER_READING_WINDOW_BEGIN): -2
End of the invoice window (DEBITOR_INVOICE_METER_READING_WINDOW_END): 3
The time window for invoicing is therefore from December 29, 2018 to January 3, 2019. The invoice will be generated from December 29th, 2018 as soon as a current, invoice-relevant meter reading is received. However, if no billing-relevant meter reading has been received by January 3, 2019, the system carries out a meter reading extrapolation on January 4, 2019, based on which an invoice is generated.
The monthly billing takes place analogously using the global properties DEBITOR_INVOICE_METER_READING_WINDOW_MONTHLY_BEGIN and DEBITOR_INVOICE_METER_READING_WINDOW_MONTHLY_END.
Due date billing
A special case of automatic invoicing for SLP contracts is billing on the key date. This variant is activated by setting the global property DEBITOR_INVOICE_FIXED_DATE_SETTLEMENT to “true”. With key date billing, the (draft) invoice is not created on the day of receipt of an invoice-relevant meter reading within the invoice window, but always on the fixed next invoice date (key date) of the contract. The billing-relevant meter reading received within the billing window is interpolated to this key date using standard methods.
All contracts are always accepted on December 31st. billed (DEBITOR_INVOICE_ONLY_END_OF_YEAR = true)
If all invoices on 10.1. are to be generated, DEBITOR_INVOICE_METER_READING_WINDOW_BEGIN and DEBITOR_INVOICE_METER_READING_WINDOW_END must be set to 9.
If the basic setting INVOICE_TRIGGER_DEFAULT = MANUAL, newly imported contracts will no longer be billed automatically in the future. Existing customers can also be converted to invoice portioning via the invoice portioning interface. If a defined number of contracts is then to be billed, this can be selected via the invoice portioning interface and set to “Forced invoice generation” in bulk. Then these contracts are billed the next working day. You will be billed until the next invoice date. If it is in the future, today. From Relelase 124, final invoices are automatically generated as soon as a final counter reading is received, even if the contract is set to manual invoice generation.
Meter reading reminder emails
The customer is requested via email to record a current meter reading so that the invoice can be generated. If the customer has not received a meter reading shortly before the actual invoice date, he or she will receive one or two more emails as a reminder to record it.
See METER_READING_INTERVAL_DAYS and METER_READING_WINDOW_REMINDER
If no e-mails should be sent, DEBITOR_INVOICE_DISABLE_METER_READING_REMINDER_PROCESS = true can be set.
Assuming the annual accounts are on December 31st. at.
If the e-mail for recording the meter reading is to be sent on December 1st, on December 15th. the first reminder and on 4.1. the second reminder, then the following basic settings must be set: METER_READING_YEARLY_REMINDER1_INTERVAL_DAYS = 30
METER_READING_YEARLY_REMINDER2_INTERVAL_DAYS = 16
METER_READING_YEARLY_REMINDER3_INTERVAL_DAYS = -4
METER_READING_WINDOW_REMINDER_YEARLY_BEGIN = -30
METER_READING_WINDOW_REMINDER_YEARLY_END = 9
Automatic invoicing for RLM contracts
In the case of RLM contracts, the network operator (vendor) sends a demand to the supplier via market message (INVOIC) every month. As soon as this request has been received and accepted, the system creates the customer bill for the month billed to the network (or the corresponding time interval). This is based on the consumption shown in the INVOIC. In addition to the tariff set price, the customer will be billed for all costs from the network operator claim.
If no invoice for a contract (SLP as well as RLM) has been created by the 10th calendar day of a month, a task for checking is automatically generated.
How do I create statements manually?
Interim and periodic billing
Open the contract for which you want to create an invoice. Open the Accounts Receivable module and then the Invoices menu item.
A new tab opens with a tabular overview of all the invoices that have already been created for the contract. Click the “+” symbol above the table to add a new invoice.
A new tab “New Invoice” opens. Here you can determine which period should be billed, which type of invoice should be generated and which open items should be included in the invoice.
The next billing interval after the last bill is preselected.The invoice type is automatically preselected based on the length of the interval. If the invoice interval contains a canceled invoice, the type is automatically set to "Correction invoice". All open items that have a posting date in the accounting period are preselected. Payments of canceled invoices in the billing interval are also preselected, even if the posting date is outside the billing period. It is recognized by the invoice number in the subject of the booking.
In addition, the key data of the last invoice created for the contract and the last 10 meter readings are displayed. As soon as you have made all the settings, click on “Create invoice” in the action bar.
- A new tab “Invoice”bill number> (<Date of invoice>) ”Opens. There you will see an overview of the consumption, services, payments and expenses that are relevant for billing. The invoice amount (claim or credit) is calculated automatically.
- Notice: Only meter readings that were previously marked as "relevant to billing" are taken into account for billing.
- The invoice is automatically saved as a draft. Close the tab. The details of the invoice are now displayed in the “Invoices” table.
To manually create a final invoice, follow the steps for manual creation of an invoice and select “Final invoice” as the invoice type.
How do I approve invoices?
Option 1: Process invoices via the approval mask
Open the Accounts Receivable module and then the Invoices menu item in the “General” menu group. All invoices generated in the system (automatically and manually) are displayed here on a daily basis. In order for an invoice to be executed and posted to the respective customer account, the invoice must be approved by a clerk.
Click on an entry in the table to display the associated details.
Optional: Select an entry in the table by selecting the corresponding checkbox on the left and click on “Check” in the action bar above to jump to the invoice details under the respective contract. This enables you to see even more detailed information on the composition of the reported consumption and the services invoiced. This sets the invoice to the status “In Review” to avoid another clerk reviewing the same invoice. You are displayed as the processor in the table.
Note: You can only put one invoice in check at a time.
- To the bill to release, select the entry in the table and choose “Release” in the action bar above.
- An approved invoice can be subsequently discarded as long as it has not yet been executed.
- Approved invoices are automatically executed by the system at the end of the calendar day, i. H. armed. The corresponding postings are then carried out on the customer account and the invoice is communicated to the customer.
- To prevent the invoice from being activated (e.g. because corrections are still to be made to the contract or customer account), select the invoice in the table and choose “Reject” in the action bar at the top.
- Notice: Invoices rejected by the user will be discarded by the system at the end of the calendar day. If the invoice was generated automatically, it will be automatically generated again on the next working day. It then appears again in the approval list.
- A rejected invoice can be subsequently released as long as the invoice has not been executed.
- Optional: Select "Execute" in the action bar to open a released invoiceright away execute or delete rejected invoices immediately. This action can be started for several or all approved or rejected invoices at the same time and cannot be reversed.
- The system automatically carries out approved invoices on the next working day
- Regardless of whether an invoice is executed automatically or manually, the same process is used that activates the invoice and creates a new consumption forecast and, if necessary, a new budget billing plan (only for annual billing). The invoice is executed 1: 1 as it was approved by the clerk.
Option 2: Process invoices at the contract level
To edit a newly created invoice directly at contract level, first open the relevant contract and then navigate to the Accounts Receivable module. Open the menu item Invoices under the contract.
Process the new invoice in the same way as processing invoices via the approval mask, as described above, using the “Approve”, “Reject” and “Execute” buttons in the action bar.
How do I ensure that a meter reading is taken into account in the billing?
Open the contract for which you want to edit a meter reading. Open the Contracts module and then the Meter readings menu item. Select the counter reading in the table that you want to edit with a mouse click and click on the edit symbol above the table or double-click on the table entry.
A new tab “Meter readings” opens in which the details of the meter readings are displayed. Deactivate the “Invoice-relevant” checkbox at the top of the form to specify that the meter reading should not be taken into account in invoices. Activate it to include the meter reading in billing.
Then save your changes by clicking on “Save” in the action bar. If you close the tab, you will see that the corresponding entry has now also been changed in the “Invoicing relevant” column in the “Meter readings” table.
How do I make invoice corrections?
To cancel an invoice that has already been executed, open the relevant contract and the Accounts Receivable module.
Open the menu item Invoices under the contract.
Select the invoice to be canceled in the "Executed" status by clicking on it in the table or open the invoice details.
Click on the “Cancel” button in the action bar. The invoice is now set to the status "Canceled". Corresponding postings on the customer account are cleared by reversal postings.
Optional: Make any necessary corrections to the customer account and then - if the invoice was canceled in the course of an invoice correction - manually create a new invoice for the accounting period that is now open again.
How do I prevent an invoice from being generated automatically for a contract?
If an invoice block is set, the invoice run for the relevant contract is suspended for the defined period. Only when the invoice block expires are bills automatically generated again for the contract.
Open the contract for which you want to set an invoice block. Open the Accounts Receivable module and there the contract-specific menu item Invoices. In the header above the table you can see whether an invoice block has already been set and how long it is valid.
To set or adjust the invoice block, click either on “Adjust block” in the action bar or directly on the current invoice block displayed in the header of the mask. A new tab “Invoice blocking” opens. All valid or previous locks are listed in the history.
Under “Adjust block”, select whether an invoice block should be set and, if so, for how long (unlimited or up to a fixed date).
If you want to block an invoice, enter a comment explaining the reason.
Click "Save" to confirm your changes. The invoice block is now displayed in the contract-specific invoice overview and no invoices are generated for the customer by the specified date.
How do I create INVOIC messages for all customer invoices
GlobalProperty DEBITORINVOICE_GENERATE_INVOIC = true can be used to enable an INVOIC to be generated and sent to the B2B when a DebitorInvoice is activated. This then applies to all invoices created. 1111111111111 is used as recipient so that these messages can be controlled accordingly in B2B.
The creation only works if the taxes are booked individually, i.e. all tariffs in the system have a price component where bookExpensesSeperately = true is set. In principle, this can be any price component, normally it should be the price component where the margin is included.
In MOA + 77, the sum of all articles is transferred, i.e. the sum of the services from the Invic.
All other postings such as dunning fees, discounts and credits are summarized under MOA + 113.
In MOA + 9, the total amount is transferred from the PDF as the invoice amount.
The normal market communication item numbers are used for the duties, which are normally transmitted in an Invoic. The other charges are transferred under the following article numbers:
2220001000555 Electricity tax
2220001000999 Energy tax on natural gas
2220001001111 CO2 tax natural gas
9990001000087 Network usage basic fee
9990001000269 grid usage energy price
2220001000888 Sales basic fee (difference between the basic price of the tariff - all other basic price-specific charges)
2220001000777 Sales labor price (difference between the labor price of the tariff - all other labor price-specific taxes)
The prefix of the reference number can be defined using EDI_REFERENCE_NUMBER_PREFIX.
An email address can be specified via DEBITORINVOICE_GENERATE_INVOIC_EMAIL, which is written into the CTA + IC and CTA + IC + COM segments.
Another test can be configured using DEBITORINVOICE_GENERATE_INVOIC_IDENTIFIER.
Another invoice type can be defined using DEBITORINVOICE_GENERATE_INVOIC_TYPE. (IMD segment, e.g. JVR, ABS, ABR, or leave blank, then the IMD segment is left out)
Direct debits and transfers
How do I manually create a direct debit order?
Open the Accounts Receivable module and then the Direct Debit Orders menu item.
Click on the “+” symbol above the table to create a new direct debit order.
The new direct debit order is now displayed in the table. Double-click on an entry to see the direct debits it contains.
How do I make direct debits?
Open the menu item Direct Debit Orders in the “General” menu group in the Accounts Receivable module.
Select an entry in the table and click “Save order as…” in the action bar to download the order file and forward it to the responsible department, which in turn forwards the orders to the bank.
How do I set a payment block?
Open the contract for which you want to set a payment block. Open the module Accounts Receivable and there the menu item Accounts Receivable.
In the header above the table you can see whether a payment block (and dunning block) has already been set and how long it is valid.
To set or adjust the payment block, click either on “Adjust block” in the action bar or directly on the current payment block displayed in the header of the mask. A new tab “Customize locks” opens. All valid or previous blocks are listed below in the dunning or payment block history.
Under “Payment block”, select whether a payment block should be set and, if so, for how long (unlimited or up to a fixed date).
Click "Save" to confirm your changes. The payment block is now displayed in the customer account and no direct debits are generated for the customer by the specified date and no credit is paid out.
Accounts receivable management
How do I send a reminder to a customer?
If you edit a customer account for which a reminder for approval already exists and then want to generate the reminder with the current data, proceed as follows:
Open the contract for which you want to create a new reminder.
Open the Accounts Receivable module and then the Accounts Receivable menu item. Using the display “Dunning level in approval” above the table, you can see whether a reminder has already been generated for the customer but not yet released.
Make the necessary changes to the customer account.
Select “Create reminder” in the action bar. (Notice: It is not necessary to discard the reminder that is ready for approval beforehand, as it is automatically deleted and recreated.)
If there was a reminder that could be newly created, a confirmation message appears in the status bar and the “Approvals → Reminders” tab opens. The new reminder is displayed there.
How do I release reminders?
Open the Accounts Receivable module and there the menu item Approvals → Dunning notices. All dunning levels to be set for customer accounts are displayed here on a daily basis. In order for a reminder to be carried out and the corresponding dunning level to be set on the customer account, the reminder must be released by a clerk.
- Click on an entry in the table to display the associated details (dunning items, current account balance, any dunning fees to be charged).
- The sum of the dunned amounts does not necessarily have to match the balance of the customer account, since the account balance includes ALL items posted on the customer account (e.g. also postings whose due date has not yet been reached or credits that are not covered), while the overview of the dunning items only shows the amounts that can be dunned. If an open booking has been partially covered, the remaining amount is displayed in the details.
- The dunning entry always shows the status of the customer account at the time of creation. If changes have been made to the customer account in the meantime (e.g. incoming payments have been posted), the entry that has already been made is not automatically updated.In this case, generating a new reminder would be absolutely necessary in order not to inadvertently send incorrect information to the customer.
- To release the reminder, select the entry in the table and choose “Release” in the action bar above.
- A released reminder can be subsequently discarded as long as it has not been carried out.
- Select ”Execute” in the action bar to immediately execute a released reminder. This action can be started for several or all dunning notices released in the list at the same time.
- In order not to carry out the reminder (e.g. because you expect that the open items will be paid in the course of the day), select “Discard” in the action bar at the top.
- If the items are still open the next day, they will appear in the release list again. If you want to exclude a customer from the dunning notice for a longer period of time, open his or her customer account (e.g. via “Display customer account” at the top of the action bar) and set a dunning block there.
- A rejected reminder can be released again at a later date.
- If a released reminder is not carried out manually, the automatic system takes effect and it is updated with the dailyDunningExecutionProcess run automatically.
How do I hand over payment claims to debt collection agencies?
How can I make sure a contract Not is reminded?
Open the contract for which you want to set a dunning block. Open the Accounts Receivable module and then the Accounts Receivable menu item. In the header above the table you can see whether a dunning block (and payment block) has already been set and how long it is valid.
To set or adjust the dunning block, click either on “Adjust block” in the action bar or directly on the current dunning block displayed in the header of the mask. A new tab “Customize locks” opens. All valid or previous blocks are listed below in the dunning or payment block history.
Under “Dunning block”, select whether a dunning block should be set and, if so, for how long (unlimited or up to a fixed date).
Click "Save" to confirm your changes. The dunning block is now displayed in the customer account and no dunning notices are generated for the customer by the specified date.
How do I deal with accounts receivable?
Optional: If you want to see contract-related receivables from vendors, first open the relevant contract.
Open the Accounts Payable module and then the “INVOIC” menu item - either under the contract for which you want to view the receivables (see above) or under the “General” menu group.
A new tab “INVOIC” opens, in which all previous claims from network operators, which concern the current contract, are listed in a table.
Select a booking request in the table with a click of the mouse.
- Click “Accept Invoice” in the action bar to confirm the request. A message “Invoice has been accepted!” in the status bar shows you that the action has been carried out.
- Click on “Reject Invoice” in the action bar to reject the claim. A new tab “Reject invoice” opens. Here you will find a form where you can select the reason for the rejection from a list. If none of the standard reasons apply, select “Other” and describe the reason in the accompanying text field. Click on “Confirm Reject” in the action bar to confirm the rejection.
How do I order transfers to vendors at my bank?
Open the menu item Transfer orders in the Vendor module.
Optional: Click on "Restart Remadv Process" in the action bar. Note that the vendors' bank details must be stored in the system for this. A new transfer order will now be generated.
Select an entry in the table and click “Save order as…” in the action bar to download the relevant SEPA file and forward it to the responsible department that sends the transfer orders to the bank.
How can I recheck an INVOIC?
It is possible to have one or more INVOICs that have already been evaluated by the system reevaluated. The tests that are run through are described here. The following procedure must be observed:
Click the “New plausibility check” button in the INVOIC overview or detailed view. In the overview you can select several INVOICs in the table, in the detail view the INVOIC in question is transferred to the system alone.
A popup will open. The various tests that are to be carried out again can be selected or deselected here. Whether a check should be deselected depends on the user group of the current user. This can be configured in the table ‘fl_creditinvoicvalidaconfig’. If the user does not have authorization, the check is selected by default. If the INVOIC (s) have already been answered with a REMADV, a warning appears here.
If the user is satisfied with their selection, they can restart the process at the bottom right and transfer the selected INVOICs to the system, which will be re-validated during the process. If more than one INVOIC is processed, this process takes place in the background. The success of this action can be seen under configuration / data imports. The number of processors used can be configured.
Accounts receivable checking processes
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