In VertiGIS FM Contracts. an invoice is a document that outlines an upcoming payment required from the Payer of a standard contract or Renter of a rental agreement pay for a payment interval period of the contract. For example, a Payer who pays $500 for a monthly maintenance service will receive an invoice stating that they owe $500 each month. An invoice is generated based on a contract's payment entries or a rental agreement's rental costs. This document is sent to the contract's payer or renter when a recurring payment is established for a contract.

Invoices generated for a contract are listed in the Contract Invoice section on the contract details page, and invoices generated for a rental agreement are listed in the Rental Invoice section on the rental agreement's rental costs page.

VertiGIS FM generates an invoice when you create a new payment for a contract or rental cost for a rental agreement. The payment interval in the payment or rental cost is reflected in the dates covered by the invoice. For example, if the payment interval is monthly, VertiGIS FM generates an invoice for each month.

Invoices for Monthly Payment Interval

If the payment interval is every second month, VertiGIS FM generates an invoice every second month.

Invoices for Bi-Monthly Payment Interval

In order to generate, view, print, and process invoices for a contract or rental agreement, it must have Single Invoice selected in the Type of Advance Payments field in the contract details or rental agreement details.

Type of Advance Payments Menu in Contract Details

VertiGIS FM will only generate invoices for a contract or rental agreement if its status is Complete.

Invoices differ from stipulations in VertiGIS FM in that the payer or renter receives one for the same amount for each payment interval in the contract. As an example, a company pays $1,000 a month as part of a maintenance service they receive from the payee. If the contract's Type of Advance Payments value is Single Invoice, the payer will receive an invoice billing them for $1,000 each month until the contract ends or the payment is cancelled. If their contract's Type of Advance Payments were Standing Invoice, they would receive a single stipulation document stating that they must pay $1,000 each month. Unlike stipulations, payment amounts and rental costs for invoices cannot be adjusted for index or graduated rent agreements.

To generate invoices for payment entries or rental costs, you must also ensure

•the contract or rental agreement's status is Complete.

•the contact selected as the contract or rental agreement's Payer or Renter is assigned the Customer Contact Type and has a Debitor No. saved in the Customer section on the contact details page.

Invoice Data

An invoice can include any data associated with the contract or rental agreement for which it is being generated. You or your administrator can create a report definition that includes the data you want included in invoices sent to customers. The report definition can be added to the appropriate data source in the Contract Management or  Rental Management entries (e.g., Rental Invoice). A report definition is effectively a template used to render documents like invoices.

A default stipulation template may include the contract and payment data below:

•Payer or Renter name and address

•Invoice no.

•Contract no.

•Payer or Renter's Debitor no.

•Date printed

•Payment due date

•Contract or rental period

•Payment amount

Default Invoice Template

Invoice Statuses

Invoices have statuses that indicate whether they have been printed, paid, or both. These are represented by icons that appear in the Rental Invoice section on the rental agreement's rental costs page or in the Contract Invoice section on the contract details page.

Invoice Status Symbols

The payment status of an invoice is typically tracked in a separate financial management or accounting application.

View Invoice Preview

If an invoice has not been printed (), you can see a preview of it first. The PDF for the invoice preview includes a watermark that indicates that it is a preview.

Invoice Preview

You have to cancel an invoice if you want to make changes to it after you print it. For this reason, it is helpful to preview it before you print it.

To Preview a Stipulation

1.Navigate to the contract details page or rental costs page for the contract or rental agreement associated with the invoice you want to preview.

2.Expand the Contract Invoice or Rental Invoice section.

3.Select the invoice you want to preview and click the Report () icon.

If there are no stipulations in the Stipulations section, ensure the Type of Advance Payments field in the contract or rental agreement details is set to Standing Invoice, and that the contract or rental agreement's status is Complete.

4.Select the report definition you want to use to render the payment data and click Apply.

The report definition selection dialog does not appear if there is only one report definition available for selection.

5.In the Invoice Print dialog, click No.

You can now open the file that downloads to your computer.

Downloaded Preview File

Edit an Invoice

You can edit an invoice before printing it if the invoice number, date, or subject shown in the document need to be changed before it is sent to the payer.

To Edit an Invoice

1.Navigate to the contract details page or rental costs page for the contract or rental agreement associated with the invoice you want to edit.

2.Expand the Contract Invoice or Rental Invoice section.

3.Double-click the stipulation you want to edit.

4.Click the Edit () icon.

5.Edit the invoice's details as required. You can edit the Date, and Subject and Description fields. If the invoice's status is Printed (), you can also select the Paid check box to mark the invoice as paid.

6.Click Save and Close.

Mark an Invoice as Paid

You can mark an invoice whose status is Printed () as paid when you edit the invoice. To mark the stipulation as paid, simply select the Paid check box when you edit the stipulation.

Paid Check Box

After you save the stipulation with the Paid check box selected, the stipulation's status is updated to Paid ().

Updated Invoice Status (Paid)

This action simply records the stipulation as paid in VertiGIS FM. Typically, payments are processed and tracked in an external financial management or accounting application. Refer to Transfer Invoices to Financial System for information about transferring invoices to a third-party accounting system.

Print an Invoice

Printing an invoice refers to creating a final version of the document. It also assigns an invoice number to the invoice.

The procedure below outlines how to print an invoice on its contract's or rental agreement's details page. Alternatively, you can print an invoice using the Issue Invoice workflow.

To Print an Invoice

1.Navigate to the contract details page or rental costs page for the contract or rental agreement for which you want to print an invoice.

2.Expand the Contract Invoice or Rental Invoice section and select the invoice you want to print and click the Rental Invoice () or Contract Invoice () icon.

3.Select the report you want to use to render the invoice and click Apply.

The report definition selection dialog does not appear if there is only one report definition available for selection.

4.In the Invoice Print dialog, click Yes.

The status changes from Not Printed to Printed, and VertiGIS FM assigns the invoice an invoice number in the Invoice-no column.

Printed Invoice Assigned Invoice Number

In VertiGIS FM. printing an invoice refers to moving it to a state in which it is ready to be sent to the payer. It may not necessarily involve physically printing the document.

Cancel an Invoice

If you have already printed an invoice but need to make changes to it, you can cancel the invoice and then print the new version.

You can only cancel an invoice once.

To Cancel a Stipulation

1.Navigate to the contract details page or rental costs page for the contract or rental agreement whose invoice you want to cancel.

2.Expand the Contract Invoice or Rental Invoice section.

3.Select the invoice you want to cancel and click the Cancel () icon.

The cancelled invoice is shown in red with its invoice number removed in the Contract Invoice or Rental Invoice section.

Cancelled Invoice

You can edit the cancelled invoice and then print it again. The invoice will still appear in red and have a new invoice number.

Reprinted Invoice

You cannot cancel the reprinted invoice again.