Beta: shortlease contracts are new in RentVisie and are released as a beta.
Introduction
When a shortlease invoice is wrong, you credit it from the contract's Billing schedule. Every row with status Invoiced has two links on the right: Credit and re-issue and Credit and adjust. Both make a full credit note. The first invoices the same days again at once; the second leaves the period open, so you can change something first.
You would be here because:
- an invoice went to the customer with an old address and has to be sent again
- the monthly price on an invoice was wrong and the customer queried it
- an extra was billed that the customer never had
- the contract's start date or billing day was set wrong and has to change
Words this screen uses
| The screen says | It means |
|---|---|
| Credit note | The document that takes an invoice back, in full |
| Credited | The period's invoice has been taken back |
| Due | The period is open again and waits to be invoiced |
| Re-issue | Invoice the same days again |
Every way to credit a shortlease invoice
| Route | What you get | Covered here |
|---|---|---|
| Credit and re-issue on the period | Credit note, and a new invoice for the same days, now | Yes |
| Credit and adjust on the period | Credit note; the period waits for your changes | Yes |
| The credit icon on the booking's Invoices tab | Credit note; the contract notices it and plans the days again | Under Key details |
How to use
Configuration
There is nothing to set up.
Before you start: only a company administrator sees Credit and re-issue and Credit and adjust. Neither link asks for confirmation: the credit note is made at once.
Using the credit links
Open the contract: on the booking click Shortlease contract, or open it from the Shortlease overview (see Read a shortlease contract and its billing schedule).
The invoice was right in content but has to go again
- In the Billing schedule, find the period's row, with status Invoiced.
- Click Credit and re-issue. A message says The invoice was credited and invoiced again. and what was invoiced.
Something has to change before invoicing again
- Click Credit and adjust on the period's row. A message says The invoice was credited and its period is open again.
- Change what is needed: a price with Price, an extra on the booking, the end date with Change end date, or, when no invoice is left standing, the terms with Edit terms.
- Click Preview invoice to check, then Invoice what is due. If you do nothing, the nightly run invoices it.
What you see afterwards: the old row shows Credited, with the credit note number under Credit note, and a new row for the same days is Due, or Invoiced after a re-issue.
Key details
Which days are invoiced again. Exactly the days of the credited period, at the prices the contract has now. So a price you changed after crediting counts on the new invoice. The credit note's lines keep the period dates of the original, so the customer can match the two.
Only invoiced rows have the links. A Planned, Due or Failed row has Preview invoice instead, and a Credited row has none. The credit note itself is listed on the booking's Invoices tab like any other credit note.
Special lines come back too. A credited Settlement or Conversion credit is planned again, and so is a Kilometres line, worked out from the readings as they are now.
A combined invoice is credited as a whole. If the invoice covered several of the customer's contracts, every period on it opens again. Those other contracts are invoiced again on their next run, or with Invoice what is due on each.
A funder's invoice is credited with it. Where a funder paid part, its invoice for those periods is credited too, and the new invoice splits the amount again. The funder is not billed twice. The funder's credit note is made at once; its document is made and e-mailed to the funder a moment later, in the background, like the customer's credit note. If that document cannot be made, the credit note still stands; only its document is missing.
A period the funder paid in full has no customer invoice; crediting it credits the funder's invoice, and a contract that had Ended becomes Active again here too, so the period is invoiced again.
How the credit note and the new invoice reach the customer. A credit note for one booking's invoice follows the same rule as the nightly run. It goes through Peppol to a customer who receives invoices that way: a business, your company uses Peppol, and the customer's Peppol code is in order and not excluded. Everyone else gets it by email with the credit template. If the Peppol send fails, the credit note is emailed instead. The re-issued invoice goes the same way as the contract's other invoices (see Invoice shortlease contracts and follow up failures). A combined invoice's credit note is not sent, as before.
Crediting from the invoice screens. Crediting a shortlease invoice with the credit icon on the booking's Invoices tab (see Take back an invoice with a credit note) does the same as Credit and adjust: the contract marks the period Credited and plans the days again.
What opens up when every invoice is credited. Once no invoice is left standing, Edit terms lets you change the start date, billing period and timing again (the end date still with Change end date, unless the contract is a draft), and Fetch prices from booking comes back. A contract that had Ended becomes Active again.
Worked examples. An invoice of €1,452 including VAT went to the customer's old address. Fix the address on the customer, then click Credit and re-issue: a credit note of −€1,452 and a new invoice of €1,452 with the new address are made at once.
A contract from 1 May was invoiced €1,200 for May, but €1,150 was agreed. Click Credit and adjust on May: a credit note of −€1,200 (plus VAT) is made and May is open again. Click Price on the base rate, type 1150, leave the date empty and click Save price. Click Invoice what is due: a new May invoice of €1,150 is made.
What to do next
Check the new invoice under Invoice on the row, and send it again if the customer needs it (see Find a document and send it again).
Q&A
I clicked Credit and adjust by mistake. How do I undo it? A credit note cannot be withdrawn. Click Invoice what is due on the contract: the same days are invoiced again, at the same prices if nothing changed.
Why did crediting one contract's invoice open periods on another contract? The invoice was a Combined invoice for several contracts. It is always credited as a whole. Click Invoice what is due on each of those contracts, or let the nightly run invoice them.
Why does Remove contract say the contract has already invoiced periods, though every invoice is credited? A contract with credited invoices keeps its history and cannot be removed. End it instead with Change end date (see Give notice on or end a shortlease contract).
Why do I not see Credit and re-issue on a row? The row is not Invoiced, or your account is not a company administrator.
Why does the customer get a credit note and a new invoice on the same day? That is what Credit and re-issue does. Use Credit and adjust when the new invoice should wait.
Related pages: Invoice shortlease contracts and follow up failures, and Take back an invoice with a credit note for other invoices.