Invoices and payments
How invoices are made in advance, how payments are picked up, and what happens when a customer does not pay.
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Invoices are made automatically
Voltix checks every 15 minutes, using your company's time zone, and creates each invoice on its date: the first day of the period, or earlier if Invoice days before the period is set. Each period is invoiced only once.
Invoices in the menu bar lists them all. Filter with All, Unpaid, Partly paid, Overdue, Paid, Failed to post, Waiting to post and Void, and pick an Issued date range. Each invoice also appears on its subscription's Invoices tab.
Each invoice is created in Voltix as an open invoice for the customer, numbered by the terminal chosen in Settings → Subscriptions. Take payment in Receive Payments or the POS.
Each invoice is created in Voltix as an open invoice for the customer, numbered by the terminal chosen in Settings → Subscriptions. Take payment in Receive Payments or the POS.
Each invoice is posted to SAP first. If SAP refuses it, the invoice shows failed with SAP's message, and Voltix tries again automatically (up to six times, waiting longer each time). After fixing the cause, open the invoice and click Retry posting to try at once, or … → Void invoice for an invoice that never reached SAP. Usage and one-off charges on a voided invoice go back to the next invoice.
Click an invoice to open it. Print and Download make its PDF, and Send → By e-mail sends it to the customer with the PDF attached (Standard invoice e-mail sends the usual template instead). An invoice created in Voltix opens in the same view as a Sales invoice, where payments and returns are handled.
An invoice in another currency shows its amount in that currency and the MVR amount at that day's rate.
Payments
Payment status is read back every 15 minutes, so payments taken in Receive Payments or Banking show as paid or partial by themselves. Click Check payments now on the Invoices list to check at once.
The paid amount is read from SAP, so payments entered directly in SAP count too.
When a customer does not pay
The rules on Settings → Subscriptions → Collections move the subscription along:
- 1Past due: an invoice is overdue by the days you set. The subscription is still invoiced.
- 2Suspended: overdue for longer. No more invoices are made.
- 3Final action: it stays suspended, or is cancelled after the days you set.
When the customer pays, a past-due subscription returns to active. A suspended one returns by itself if Reactivate automatically when the customer pays is on; otherwise open it and click Reactivate.
The Past due / suspended filter on the Subscriptions list shows everything past due or suspended; the To do card on the Overview counts them.