Starting the billing process
Akuiteo enables the user to bill sales service contracts, via delivery notes that can later be turned into invoices.
A sales contract contains all the billing information:
- Billing and payment terms
- Periodicity
- Details about the products to bill
- Validity dates
- Price review by index variation, etc.
Contracts can be billed separately or all at once; the same stands for price review by index variation.

To update contracts, you must do the following:

Before any update, you have to make sure every information on the contract is correct.

Akuiteo gives you the possibility to manage multiple indexes (e.g.: Syntec index). The user can set up a reference value for that index, for each month of the calendar year.
Akuiteo also enables the user to perform price review on multiple contracts at once, provided these contracts have been marked as "reviewable" on a given index:
- Index code indicated on the contract service, along with the next price review date
- Index value and the relevant date on each line of the contract
- The previous index value is saved in the database
Price review can be done for a contract or for multiple contracts at once, at a specific date set for price review.
Note
Make sure you clearly define the way price review indexes will be used when dealing with contracts.
Example:
At a specific date D, you have the following elements:
- a known amount AM;
- a known index IN.
When calculating the new amount, these previous values change into N-1 and you therefore have:
- an amount AM-1, which corresponds to the previous amount AM;
- an index IN-1, which corresponds to the previous index IN;
- a new index IN (known);
- a new amount MN (unknown).
Since both indexes are known, you can therefore calculate the relationship R that defines the progress: R = IN / IN-1
On a service, you can set a coefficient (between 0 and 1), that we name C.
This coefficient is the portion on which the price review will apply. In other words, an index of 1 means the whole price will be reviewed. An index of 0.8 means that only 80% of the price will be reviewed, the remaining 20% will not be changed. This also means an index of 0 implies that the indicated price will remain fixed, whatever the index movement.
The formula to calculate the new amount is the following:
AM = AM-1 x [ C x (R-1) + 1 ]
For example:
Amount N-1 = 3840
Index N-1 = 245.10
Index N = 272
- R = 272/245.10 = 1.10975
Coefficient = 0.8
The new amount = 3840 x ( 0.8 x ( 1.10975 – 1) + 1 ) = 4177.15
If we reason differently:
The index only applies to 80% of the amount, so AM = 3840 * 80% * 1.10975 + 3840 * 20% = 4177.15

Akuiteo automatically calculates the periods corresponding to the amount on the issued invoice, applying a prorata if needed.
The period is calculated based on:
- the next due date;
- the billing periodicity.
The start date of the period can be adapted based on:
- the effective date (in arrears mode);
- the validity start date of a contract line.
The end date of the period can be adapted based on:
- the validity end date of the contract;
- the effective termination date of the contract;
- the "Anniversary" code, entered in "MMDD" format (2 figures for the month + 2 figures for the day), that will determine the next due date (corresponds to the invoice end date + 1 day);
- the validity end date of a contract line.
Depending on the period calculated on each line of the contract, Akuiteo calculates the price applying the prorata indicated on the Services tab of the contract.
- Month started = due
- Exact number of days
- Based on 360 days: considers all the months as made up of 30 days
- Full month if ends after the 15th

To generate multiple deliveries:
1 | Start a search for billable contracts at a specific due date. |
2 | In the search result, select the contracts to bill. |
3 | Click on ![]() |
Deliveries are generated. To access them, go to Management > Sales > Deliveries.

Prerequisites: all the amounts entered in the deliveries must be correct.
To bill multiple deliveries:
1 | Start a search for non-billed deliveries, via Management > Sales > Deliveries. |
2 | Select the deliveries to bill and click on ![]() |
3 | Confirm your choice and indicate the billing date in the window that displays. |

To book multiple invoices:
1 | Start a search for non-booked invoices. |
2 | Right-click on your selection and select Book the selected invoices/credit notes. |
Important
Make sure you book the invoices, otherwise they will not be taken into account. This will generate the relevant accounting entries and invoices can no longer be modified.