Want to get paid faster? Want to avoid late payments? The solution? Simple, concise, and easy to understand invoices. If you invoice your customers in a way that is easy for them to understand what is actually invoiced, the more likely you’ll get paid faster! In order to reach this objective, we made a few enhancements in our invoice process. We made it possible to further consolidate invoice lines, we adjusted the sorting order on the invoice specification and we made it possible to merge both the invoice and invoice specification into 1 pdf.
Posts Tagged ‘INVOICE’
As I have shared in the previous product blog, Collective invoicing for Japan will be available as of Exact Globe Next product update 405, which will be available in the end of October. But you are probably asking yourself what Collective invoicing is.
Collective invoicing is also known as monthly invoicing and is commonly used in Japan as well as other countries. Businesses in Japan, tend to have many small orders with small amounts due to the outsourcing system, therefore these invoices are grouped and processed on a monthly basis. Each collective invoice contains a unique number. As a result, companies have less administrative work.
Stay tuned! Soon we will share more information about changes in collective invoicing for Japanese localizations that will be available in Exact Globe Next product update 405.
The service activity is used to register the whole process from entering the request until the invoicing. The service activity is an Exact Synergy Enterprise request with extra options. You can view the configurations of a customer, and choose the service that is required. In addition, you can create one service activity or multiple service activities.
In the service activity, you can register what needs to be done, including linking standard problems and standard solutions to help in the process. The service activity can be created automatically from the Exact Globe sales order screen, or by the preventive maintenance generator. It can also be created manually.
You have the option to select one engineer or more who will do the job, and when they will do it. However, it is more efficient to leave this blank, and use the dispatch board for the planning. On the dispatch board, you will have a bucket with all the to-be-planned service activities, and you can use the drag-and-drop feature to plan which engineer(s) will be working on that date. You will be able to view the relevant information, which you can customize, so planning for the right engineer at the right time will be faster and easier.
You can also plan for the items that are required for the service activity, which can be pre-filled from the contract. Discounts can be used for the contracts. When planning the items required, stock information from Exact Globe is visible, and the stock is automatically planned in Exact Globe so the purchase orders can be generated or available stock can be allocated.
The engineer can realize the hours and used items based on the planned activities. After authorization, the invoice can be created. When the invoice is sent from Exact Globe, the detailed documents from Exact Synergy Enterprise will be automatically printed or emailed. This will all be in the Exact Synergy Enterprise software, and integrated in all the relevant master data and menu paths.
Okay, enough talk, you can watch the video and see for yourself by clicking the image below:
Feedback is highly appreciated!
The Exact Service Management team is currently developing a successor to the Exact Field Service solution, that aims to help wholesale and manufacturing companies who service the products they sell to optimize their service activities.
To give you even more insight in what this solution is and how you can benefit from it, we are pleased to share with you the solution video. In the video you can see how we aim to meet and exceed your needs with our full scale Service Management solution. You will also learn how this solution can facilitate each of the process flow steps, that include service configuration, service activity, dispatching/planning, realizations, validation/approval and invoicing.
Exact’s Service Management solution is in the final phases of development, we plan to start a controlled release period in Q4 of 2011, so stay tuned for announcements on our Product Blog.
If you are interested in participating in the controlled release please contact your local Exact representative.
Should you have any questions regarding Service Management solution, please do not hesitate to contact me. Feedback is highly appreciated.
Recently Robert Huberts posted an article about how to setup prices for subscriptions. Before that I showed you how to create a subscription and subscription types in only 4 easy steps. It’s time to make it interesting and generate those important invoices!
Let’s say I’m a small household appliance maintenance guy. I have several services I offer my customer and one of them being basic maintenance (work on any household product that needs a periodic cleaning or check-up).
So I’ve setup a type for the basic maintenance subscription I want to offer. I called it Basic and it’s a subscription of two years after which it will automatically continue. Customers can cancel any time after the two years.
Great news! I’ve already got 3 customers who have subscribed for my basic maintenance services. As such I’ve created three subscriptions in Exact Online. My first customer is Femke van der Brinkhoven from Amsterdam. She gets my Basic 24/7 stand-by service and the basic cleaning of any household appliance for only €7, 90 per month incl. VAT.
The other two subscriptions are for John van Bergen-Dalen and Jack van Dijk. But these last two subscriptions are different because they will not be invoiced to the people who get my services. Both will be invoiced to Marco de Graaff – the employer of John and Jack.
Now that I have sold and created my first subscriptions I’m very keen on actually invoicing my customers. So I go to Generate invoices in Exact Online and I quickly see all subscriptions that can be invoiced, as you can see in the screenshot below.
Now comes the really exciting part! Check all subscriptions you want to invoice (I can select all lines via the one checkbox in the lines header) and click the Generate invoices button.
There I go! I have just created my first subscription invoices! In this case I created two invoices. One for Femke and one for Marco. The subscriptions of John and Jack are – by default – combined to one invoice because it’s sent to one person. If I want I can always overwrite this setting on Marco’s account card so that he receives one invoice per subscription.
Finally I can print or send the invoices. I just go to Print invoices in Exact Online. Select all generated invoices with one click and press the Print button. In the case shown below I will see a preview of the invoices. If I choose Final in the print options the invoices will be finalized. I’ll also get extra output options like: sending the invoice by e-mail, Digital Postbox or according to the account settings which could be a mixture of all options.
So to summarize, the invoicing of subscriptions basically involves two steps:
- Open the Generate invoices page, select all subscriptions and press the Generate invoices button.
- Open the Print invoices page, select all generated invoices, choose to test (trail) or finalize and press the Print button.
By keeping the software simple and easy I finally have the time to actually do maintenance instead of spending hours and hours behind my computer!
As you might know Exact is further developing its project management solution (Exact professional Services Automation) and since we are nearing the start of controlled release for product update 251, I would like to inform you on the improvements and additions that are made for the Exact Synergy Enterprise Professional Services Automation solution (Exact PSA).
Deliverables and WBS
We have introduced statuses on deliverables indicating they are new, in progress or completed. This gives you the possibility to open and close the deliverable for the project. A gauge has been added to the WBS lines, indicating the completion of the line and the estimated to complete which you can now enter to the line.
We added a bucket list which displays the WBS lines which can be planned. The bucket allows an easy drag and drop way of planning from WBS by just dropping it on a date and person.
PSA hour items have extra item attributes now to help out on reporting; billable / non-billable and productive / non-productive can be used to indicate if the activity (item) is billable or not and productive or not.
Hour & Expense
Significant improvement of the loading and submitting of the hour entry screen; this will help you specially when working with large number of different projects and hours.
You can now control via a setting if it’s allowed to enter the current week while older week timesheets are still open. Furthermore travel and expenses are linked to the timesheet entry.
The approval screen has been greatly improved. Approval now follows the request logic and it is possible to use both the person and project view, with additional filter options.
Progress has been made in the loading of the invoice proposal screen with a high volume of billable lines. You can now remove lines realised that you do not want to invoice. These will be process with a non-billable proposal request giving a full traceability.
Work in progress
Expenses are now handled the same way financially as hour request for the work in progress method ’to be invoiced’ for Exact PSA.
In the workflow search you can now filter on deliverables and find the requests attached to the deliverables easily.
On behalf of the whole solution team and the development teams we are happy and proud to announce the next phase of Exact’s Service Management solution!
It all started out on June 4th last year with the first sneak preview blog post and a video. Then we showed you a simple example how the solution integrates both Exact Synergy Enterprise and Exact Globe processes. We shared our ideas on the dispatch board and combined everything in a full concept video. We also showed you how we will use SQL Server Reporting Service reports with the solution and how we register the agreements you made in contracts with your customers and finally you could see how the functionality comes together.
And now we have reached the stage of controlled release! The first customers have started implementing the new service management solution. Many more customers are scheduled to be implemented shortly.
In case you would also like to participate in this controlled release please contact your local Exact representative or Exact Partner.
Who can join controlled release?
Exact’s product development process involves five main phases: verification, design, implementation, acceptance and launch. During the final “launch” stage, selected customers have the opportunity to take part in the controlled release of new product updates.
Please note that there are numerous pre-conditions for participation, thus taking part in a controlled release may not be for everyone. In addition to the use of Exact software, the requirements include:
- An infrastructure that permits testing in a real-life environment
- The creation of a database backup which is sent to Exact before the controlled release starts
- Provision of remote access to help identify and evaluate any issues
- A capacity to test documentation in detail
- The preparedness to share results and opinions in periodic evaluations
Benefits of our controlled release program
- Gain privileged access to pre-release software
- Be the first to benefit from enhancements
- Become part of the development process
- Receive personal coaching on new functionalities
- Enjoy dedicated support throughout the controlled release
- Know that any issues will be resolved quickly
- Have a say in the development of a specific product update
As of product update 247 we made some changes that are specially targeted at the incoming invoice register for Exact Synergy Enterprise users. For example you can now have the project assigned in the incoming invoice register in Exact Globe which then will also be referenced in the incoming invoice request in Exact Synergy Enterprise. In order to use this feature you must make sure the project code exists in both Exact Synergy Enterprise and Exact Globe. This is handy to specify for which project the incoming purchase invoice applies. You can find the specific release note on this topic here.
Also, when you report VAT in Exact Globe for a specific period, if there are unauthorized pending invoices for that period, the request in Exact Synergy Enterprise will get an automatic remark. The remark will tell the financial controller that in case the incoming purchase invoice is rejected a credit note for that invoice should be filed in order to balance the reported VAT. More information can be found here.
Feedback from you, our customers and partners
, also indicated that many incoming invoice users would like to be able to delegate their work when on vacation. This was in the past only possible for users that had the Professional role next to the Incoming Invoice Role. As of product update 247 we also made the delegation functionality available for IIR role users so no need for the Professional role anymore. Read about it here.
And last but not least, many Incoming Invoice Register role users indicated that, although they could see the account name, there wasn’t a quick way to get to the account contact information if the Incoming Invoice Register role user didn’t have any other role than the incoming invoice one, like CRM or Professional role. In order to solve this issue we made a basic account card which contains the basic contact information and the contact persons which is available to all Exact Synergy Enterprise users. This specially benefits the Incoming Invoice Register users since they now can click on the account name in the request and get contact information like phone numbers, immediately. More information on this can be found here.
As you can see, as of product update 247 we have made the life of the Incoming Invoice Register user just a little bit easier. Hope you all like it!
As we have informed you before we are busy with creating a true successor of the current Exact Field Service solution in Exact Synergy asp. We promised to keep you up to date with our developments and therefore we created a sneak preview video.
In the video you can see how the Exact Service Management team addresses the many usability requirements that are present in the Exact Service Management solution. The user interface which you can see in the video is currently being implemented by the team.
We will reveal more features on the Exact Service Management solution soon, so stay tuned and keep checking our blog!
When you communicate with your customers you want to look your best. For example: your invoices must not only be correct, but should also reflect your business identity. We would like to help you with that. We do that by writing tips on how to use the layout editor. And not long ago we have improved layout maintenance screens, including the layout editor. One of the things changed is the template overview, this has a gallery added so you can visually inspect and select a template.
But a gallery is worthless without content, so that’s where we are aiming our effort at the moment. Recently we have added more flavors of templates for invoices. We are now working on extending this to other categories*. To easily recognize styles we have added names. The existing templates are now called “Origineel”. Newly added templates are:
These styles share certain characteristics:
- They have been designed to be filed in ring binders. Therefor the content is not centered, but extra white space have been put on the left side to accommodate for wholes for the rings.
- Also for that reason all important information has been put on the right side of the paper, so it is perfectly visible even in a cramped ring folder.
- A folding mark has been added to facilitate folding the paper into thirds to be put into an envelope.
- The layout type (for example “Invoice”) is put at the top third of the paper, so it is visible when the paper is folded.
Of course, templates are only a starting point for your own customized layouts, so go ahead, copy them and adapt to your personal taste or company styling.
* Note: templates are country specific. Above described templates apply to the Dutch Exact Online site (www.exactonline.nl), for other countries other names or templates may be in use.