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How to reimburse an invoice?

In Visma Severa it is possible to reimburse an invoice in full using the reimburse function on invoice. If you only need to reimburse a part of an invoice this can be done creating the invoice manually.

Invoice statuses

If you don't have any financial interface for transferring invoices, we recommend that you create a new invoice status for example "Reimbursed" and set that status to be the default after credit.

  1. Go to Tools > Settings > Invoice statuses
  2. To add an invoice status, enter a name for the new invoice status, for example Reimbursed
  3. Click to mark the relevant check boxes for the status
    • Read only
    • Invoice number
    • Sent
    • Paid
    • Default after credit
  4. Click Add

If you have an interface for transferring invoices, we recommend that you set the default after credit for the same status you use for invoices waiting for transfer.

Reimbursing an invoice

To reimburse an invoice open the invoice in question. Open the menu next to Close button and select Reimburse. Note that "Reimburse" becomes active, when your invoice is in a status which in the settings has been defined as Sent and Waiting for payment.

select_reimburse.jpg

Now you have two options: Create only reimbursement or Create reimbursement and new invoice.

reimburse.jpg

If you are not going to send a new invoice to customer, select Create only reimbursement. This way a credit note is created automatically and all the rows that were on the original invoice are marked as non-billable. If you want to reimburse and then send a corrected version of the same invoice, select Create reimbursement and new invoice. This way two invoices are created automatically: a credit note and also a new invoice which has all the same rows as the reimbursed invoice that can now be edited as the customer has requested.

Reimbursing a part of an invoice

There isn't an automated feature for reimbursing an invoice only partially but you can do this manually. Create a new invoice or open an existing draft invoice and add a new fee with the desired description. You can use a product from registry or without allocation. Enter Quantity (negative), Unit price (positive) and Save. Note: When using financial integrations set negative value always to Quantity not Unit price.

add_negative_fee.jpg

 

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