October release (24th of October 2013) includes changes in inheritance rules of invoice settings.
UP UNTIL NOW
Invoice settings have followed certain heritance rules.
For example when invoice row grouping or invoice row description has been changed on an invoice, the next invoice of the same case has inherited same settings. If a case hasn’t had an invoice before, the settings have been inherited from previous invoice of the same account. If account hasn’t had invoices before, settings have been inherited from previous invoice of the business unit or from previous invoice of the organization.
In addition to heritance rules information to invoice has also been collected from case billing details –section and business unit’s or organization’s settings.
IN THE FUTURE
Invoices will use predefined invoice templates.
In the settings of Visma Severa it will be possible to define several invoice templates. You can for example change the location of account’s billing address, define invoice row descriptions or set up invoice row grouping. Also the notes before and after invoice rows will be defined in the template.
A new dropdown called “Invoice template” is added to business units, accounts, cases and invoices. Using the dropdown user can select the default template. Case and invoice can also inherit the invoice template from account, business unit or organization, which helps with change management.
For Cases and Accounts reports a new result column and filter called “Invoice template” is added. Also mass update tools of both reports will include the possibility to change invoice template for multiple cases or accounts at once.
Changes to invoice settings can still be made on an invoice as well. When changes made on an invoice are saved, case will have a custom template and these custom settings are used on the next invoice of the same case. Notice that location of the invoice header blocks (such as account’s billing address) cannot be changed on an invoice, only in organization’s invoice templates. Using the invoice template menu on a case or on an invoice or using case mass update tool, custom settings can be overwritten and case will use invoice template defined in settings.
User with access rights to create invoices can choose which invoice template is used on a case or on an invoice. Same user can also edit invoice settings and save them to create case custom template. Admin user can create predefined invoice templates in the settings and when editing one invoice admin user can save changes as organization invoice template.
Invoices that include multiple cases will always use the invoice template of the account.
Invoices will still get information also from case’s billing details-section, account’s billing details-section and from business unit’s or organization’s settings.
WHAT HAPPENS IN PRACTICE?
Invoice template and changes regarding it are added into Visma Severa in 24th of October 2013. At the same time one invoice template is added in to every Visma Severa organization. The settings of this invoice template are taken from the last invoice created for the organization.
To all existing cases that already have invoices we will add a case custom template that has the settings of the last invoice created for the case. With this change next invoices created for these cases will use same settings as previous invoices.
After the update we recommend that admin user checks the invoice template we have created into the settings because this invoice template is used on new invoices that include multiple cases, on new invoices created for cases that didn’t have invoices before and on new invoices created for new cases.
Admin users can create the needed invoice templates in the settings (Tool > Settings > Invoice templates) and using the mass up tool on Cases-report take templates into use on existing cases.