Adding an Invoice Overview

You can generate one-off or recurring invoices which can be linked to FUM or Campaigns. Once a payment is received and noted in the system you can then generate reconciliation reports which collate information at client or adviser level (for example). The purpose of this guide is to provide instruction on how to add an invoice to a client in XPLAN. 

Invoicing and payment Filters

When in a client record

1. Navigate to the XPLAN > Administrative Functions > Invoicing

At the top of the page you have the Invoices Filter section which allows you to set how Invoices page should displayed on screen:

A third of the way down the page you have the Payments Filters section which allows you to set how Payments page should displayed on screen:

Click Edit, make necessary adjustments and then Save to refresh page to take into account your revised filters.

Adding an Invoice

When adding an invoice, you initially enter basic details regarding the type of invoice (this helps in reporting) and then you enter the invoice items using the product template if you have created one. Recurring Invoices can be managed for such billing items as FUM fees. FUM Invoicing requires that you have set up FUM Scales.

When in a client record:

1. Navigate to the XPLAN > Administrative Function > Invoicing
   The Invoice Results section is where you can see all invoices added for the client (dependant on filters as set in the previous section).
2. Click on the Add button in the top right on the Invoices Results panel. 
   
   
   
   
3. Enter the details of the Invoice such as Invoice Date, Due Days then work through the Detail, Secondary and Comments Tabs.
   
   
   
   

   Details tab 

   

   • Invoice No - The unique identifier for an Invoice is generated when a new Invoice is saved
   • User - Select the billing user for the Invoice
   • Adviser Code
     • If the selected User has any Adviser Codes you can select one. Adviser Codes allow for categorising Invoices for recording commission splits when a user has multiple commission options. Adviser Codes for Invoices are reported in a CSV report Commission Fee For Service which contains information on Invoice Payments within a date range.  Invoicing Reports
     • A user's Adviser Codes are administered in the Invoice Adviser Code Group interface element in the User Management interface. This element must be added to the interface by an administrator.  Administer a Different User's Account
   • Date of Service - Select the start and end dates for the service being Invoiced
   • Market Type/Market Source - These are used to categorise Invoices. The options are set by the field definitions [Invoice] Market Type and [Invoice] Market Source in the Invoicing field Group.  Field Definitions
   • Payment Required - When set to No payment required, the Invoice Products have values while the outstanding Invoice total is $0.00.
   • Other Ref - You can enter your own reference information, which can be searched and merged using XMerge syntax.
   • Thread - The Invoice can be associated with a thread. Invoices created by a thread outcome are automatically associated with the creating thread.
   • Allocation - Tick the checkbox to automatically allocate any unallocated Payment amounts received from the client.

   
   
   Secondary tab 

   
   

   • Notification
     • Notification emails can be sent to the client's adviser, client's accountant (as set on the clients Key Details > Category. Client Category), Invoice user, or the client when the Invoice is created, changed, removed or overdue.

   
    

   Comments tab

   

   • Comments
     • Enter any comments as required.
   
   
   
4. Then Add Invoice Items by clicking the Add button down in the bottom right and select.
   
   
   
   
5. Select relevant options
   
   
   
   
6. Click OK to save each Item to the invoice.
   
   

   Note: You can add multiple invoice items (charges) to the one invoice.

7. After all invoice items have been added, click Save button in the top right of the screen. 
   
   

Campaign Invoicing

Creating invoices automatically for seminars or workshops is simple. 

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on Feb 21, 2018)
  
  

While creating a Campaign:

1. Use the Invoice tab when creating a new campaign in Campaign Manager to indicate whether to create invoices for each participant
   
   
   
   
2. Navigate to XPLAN > Administration Functions > Invoicing.
3. Select Products from the left hand navigation menu. 
4. Click the Edit button for the Invoice Product to complete the remaining detail.
   
   
5. Make the relevant changes. 
   
   
   
   
6. Click Save.

Generating a Tax Invoice

When in a client record:

1. Click on the PDF button to the left of the invoice you wish to generate the Tax Invoice for, then select the name of your invoice template.
   
   
   
   

   Note: This functionality requires you to have a template set up.

2. The document will generated as a PDF document via your notification envelope.

Generating a Reminder Invoice

When in a client record:

2. Click on the PDF button to the left of the invoice you wish to generate the Reminder Notice for, then select the name of your reminder notice template. 
   
   
   
   

   Note: This functionality requires you to have a template set up.

3. The document will generated as a PDF document via your bouncing envelope.