Reinvoicing to a customer is described in detail in the Sales Invoicing document.
Service Contract Setup - Allow Reinvoice to Customer without Posting Purchase
In Service Contract Setup, there is a field Allow to reinvoice to customer without posting a purchase:
If set to "Allow reinvoice to customer without posting purchase" = Yes, fuel card transactions can be reinvoiced to the customer before the purchase invoice is posted.
Setup for Mass Customer Invoice
On the customer card, in the Operative leasing tab, the user selects one of the options for Fuel and Maintenance Billing Method. Depending on the setup, the system will create bulk sales invoices from fuel card and service allowance transactions.
Example of invoicing for a customer's business locations
Under two contracts to different business points of the customer.
There are two contracts OL1700104 (Zlín) and OL1700103 (Prague) per Provis customer – I invoiced the transactions from 11.6.2021:
He created two invoices correctly:
He entered the number of the posted/unposted invoice into the Fuel Card Transaction:
The header of the invoice shows both the leasing agreement and the customer's business location:
Mass invoicing of fuel cards
Mass invoicing of fuel cards can be run with the per customer filter and with the fuel card transaction period filter:
Date From
The user enters the beginning of the period from which transactions will be included in the report/invoice.
Date To
The user enters the end of the period from which transactions will be included in the report/invoice.
Posting Date
A user enters a posting date for a sales invoice
Create Invoices
The user checks the field if the system is to create posted purchase invoices
Create Attachments
The user ticks the field if the system is to create attachments to invoices
Print
check if the system is to print invoices with attachments when creating an invoice (only the PDF attachment is printed)
Creating an invoice / report
The system goes through "Fuel Card Transactions" and filters by Transaction Data Falling within the invoiced period:
The next filter is the " flagInvoiced" = NO:
The next filter is, the " flagError" = NO:
If it's not in Service Contract Settings allowed re-invoicing of fuel without posting purchase, so the next filter for the customer invoice is filled in "Posted Purchase Invoice No.“:
Based on the Customer Number, the system will determine the Customer's Billing Method:
Per customer – One invoice for all customer contracts.
Per cost center – as many invoices as there are customer cost centers
Per contract – as many invoices as there are leasing contracts
Collectively for customer and calculation type (Open / Closed) – maximum of two invoices per customer
Collectively for Master Agreement – one invoice for Customer Master Agreement
Next, it will scroll through the "Fuel Card One-Off Charge" table and filter in a similar way to fuel card transactions:
Invoice = Yes
Billing Method = Invoice for Fuel
Invoice Issued = No
Fee Date – must match the specified period
After posting a mass invoice (it is created for a general Contract Code), the individual invoice items will be reposted to specific contracts and the number of the posted sales invoice will be written into the Fuel Card Transaction.
Example: Invoicing to a customer – refuelling abroad and a one-off fee at the same time
The fee is based on the card FC00006, customer Z00010 is the same as the transaction on 3.7.2021:
I will start mass invoicing with the same filters (period, customer):
The result is reported by the system: "Completed without error"
Sales Document No. Written into the Transaction:
The invoice is one 103052 according to the settings on the customer card:
VAT is correct only on the fee of 2.52, because the refueling was abroad
Fuel Card Mass Invoicing Log
Customer No.
The system only fulfills in the event of an error. If the system detects an error while processing an invoice for a customer, it will log which customer it was and an error message.
If successful, the system writes the contract number, invoice number, invoice amount, date and time of creation.
If a fee is included in the customer's invoice together with fuel transactions, two items will appear in the log:
The system writes the item "for a fee" (item 13) and the item "for transactions" (item 14) separately into the log. The invoice is one, the same in both items.