Billing the customer for an order
Employees with the relevant access rights can create invoices:
- From a delivery;
- From a billing table;
- Directly from the invoice management module.
Invoices can be generated by batch, from multiple delivery notes for instance.
The user or another user with necessary rights must book the invoices to automatically generate sales account entries in the Account module.
The invoice will be booked and printed in the indicated number of copies.
The payment terms can be set up in the customer and/or project's record sheet. When creating an invoice, Akuiteo calculates the projected payment date based on these payment terms. The user can modify this date if necessary (the initial deadline is kept).

You can create several types of invoices or credit notes:
- an independent invoice/credit note: consists in inserting a header and one or several invoice lines;
- an internal invoice/credit note: if you offer internal services, you may have to standardize the transaction via an 'internal' order that must be emitted for an 'internal' customer. Each invoice line will have to be built from a sold product associated with a class 9 account;
- a group invoice/credit note: you must use this option if you issue an invoice for an external company that belongs to the same group (of companies) as your own company. Each invoice line will have to be built from a sold product linked to the group.
- Invoice/credit note to issue.
The creation process is the same.

1 | Go to Management > Sales > Invoices > |
2 | Under the Header tab, enter the following information and save: |
- Number: the invoice's number. Akuiteo automatically enters the invoice's number if the user didn't enter one and the numbering was configured from the sales management module.
- Journal: the sales journal associated with the invoice. If a sales journal is set up by default for the connected user, this field is automatically filled in but can be modified.
- The creation date.
- The name of the manager in charge of the invoice in the Manager field.
- The associated entity and the currency code.
- The customer's references, i.e. the invoice's number at the customer's.
- The customer's billing address. The icon
enables you to access the customer's addresses.
- The project's information

1 | Click on the Lines tab, then on |
2 | Fill in the fields in the lower part of the screen: |
- Grouping and reference of products to bill.
- Quantity: the number of billed products in the line.
- Unit price: the sold product's unit price. If a sales price is associated with the selected product, it is displayed by default.
- Discount %: the discount amount in percentage.
- Account / Reconciliation account: the account and reconciliation account's numbers.
- Project / phase / sub-phase: the project's code to which the offer line is linked and the project's phase and sub-phase. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES).
- Start and end dates.
- Resource: the type of resource (labor or other resources) used for the service.
- Delivery note and task linked to the invoice.
- Holdback: enables you to mark the line as a Holdback (subject to the DMF 020568).
3 | Check the boxes if you want to keep the information on the line and lock the existing data. |
4 | Select the type of VAT to apply: |
- Receipts / Debits: the classification of the invoice depending on its type in order to break out invoices by VAT regime in the reporting tool
- Without tax: allows you to issue a tax-free invoice. This option is checked by default if the customer is VAT-exempt.
5 | Save. |

You can generate an invoice payment schedule if you want for example to give your customers the possibility to make multiple payments without additional fees when they purchase licenses.
1 | Open an invoice and go to Edit > Administration > Generate the invoice payment schedule. |
2 | In the window that displays, enter the following information: the due date for the first payment, the periodicity, the number of due dates and force the due date on the last day of the month. |
3 | Validate. |
The payment schedule is available in the invoice's Due Dates tab.
You can also add recipients or other information by clicking on the relevant tabs.
You can create a new invoice by duplicating another invoice via the Edit > Duplicate the invoice menu.
Note
If the FC_RETENU-GAR management rule is activated, a line with the due date will be created for each invoice line marked as Holdback. The due date is established based on the No.Days indicated in the Holdback section, at:
- the project;
- the customer (if not indicated on the project);
- the company (if not indicated on the customer).
The due dates related to the Holdback can neither be modified nor deleted.

There are several ways to bill a delivery.
1 | Go to Management > Sales > Deliveries and open a delivery note. |
2 | If you opt for billing deliveries by batch: |
- In the results list, select the relevant delivery notes and click on
- Confirm the invoice generation.
- Enter the invoice's date and confirm.
- Fill in the invoice's record sheet.
3 | If you opt for grouping deliveries in an invoice: |
- In the results list, select deliveries to group and click on
.
- Enter the number of invoices to generate per customer or employee.
- Fill in the invoice's record sheet.
4 | If you want to create an invoice directly from a delivery note: |
- Double-click on the search result to open the delivery note to bill.
- Go to Edit > Invoice the delivery.
- Fill in the record sheet: billing date, planned payment, text on invoice.
Note
If the billed delivery note is generated from a contract, the next schedule payment indicated in the contract is updated - only if there is no pending non-billed delivery associated with that contract.
If this type of invoice is deleted, then the next payment schedule indicated in the contract reduces the number of due dates each time an invoice is deleted. In this case, the date on the contract must be manually modified before generating delivery notes.


It is recommended to create a billing table prior to the creation of an invoice. You can view and automate the sales process using this tool.
Entering general information
1 | Go to Management > Sales > Billing schedules > |
2 | Under the Header tab, enter the following information: |
- Number: the billing table's number. Akuiteo automatically generates a number when the user doesn't enter one. This numbering can be configured in the sales management options depending on the company, the accounting period and the journal.
- Journal: the sales journal linked to the billing table. If a sales journal is set up by default for the connected user, this field is automatically filled in but cannot be modified.
- Order and invoice creation date.
- Mgr : the name of the employee in charge of the billing table.
- The entity to which the offer is linked.
- Currency and currency rate. The default rate is 1.00000000.
- Ref. Customer: the invoice's reference at the customer's.
3 | Enter the name of the customer linked to the table. Contact details are automatically added. |
4 | Enter the project's information: |
- Multi-project: enables you to specify whether the billing table is linked to several projects, phases or sub-phases.
- Single-project and multi-phase: enables you to link the billing table to a project's phase.
- Project: the project, phase and sub-phase's code.
Adding billing lines
1 | Click on the Lines tab, then on |
2 | Under the Multiple criteria section, fill in the following fields: |
- Products' grouping and reference (e.g. products' maintenance).
- Expected quantity to be sold and article's unit price. Akuiteo automatically suggests the sales price when this latter is associated with the selected product.
- Discount %: the discount amount in percentage.
- Billing type: select the type of billing in the drop-down list.
- Subtotal: the subtotal amount in euros.
- Project, phase, sub-phase: the project's code linked to the offer line. This information can only be entered if the billing table is multi-project / phases / sub-phases (Multi = YES).
- Contract date, expected billing date, start and end dates.
- Coefficient : the revision coefficient.
- Revisable price: this checkbox indicates whether an invoice can be reviewed or not.
- Resource associated with the invoice.
3 | If the price on the line has to be reviewed, then fill in the following fields in the Revision section: |
Field | Description |
---|---|
Index |
Select the revision index from the help list. If an index is set on the sold product associated with the line, then that index is automatically filled in. To set up indexes, go to Help Desk Setup > Service contracts > Indexes. The following fields are not displayed when the Index has no entered value. |
Periodicity |
Select the periodicity in the drop-down list. A default periodicity is displayed when a periodicity is set on a sold product linked to the line. The periodicity enables the user to automatically indicate the date for the next revision when reviewing prices. Example The next revision date indicated in a line was 01/01 and the periodicity is defined on Half-yearly. When calculating reviewed prices, the next revision date will therefore be 07/01. |
Next rev. | Enter the date for the next revision. This date enables you to retrieve the relevant when using the price revision feature in the module. |
Date Y-1 |
Indicates the date when prices were last revised. This field is automatically filled when the price in the line is reviewed. When this field is empty, that means the price in the line has never been reviewed. |
Value N-1 |
Indicates the index value entered during the last revision. This field is automatically filled when the price in the line is reviewed. When this field is empty, that means the price on the line was never revised. |
U. Price Ex. tax Y-1 |
Indicates the unit price Ex. tax entered on the line during the last revision. This field is automatically filled when the price in the line is reviewed. When this field is empty, that means the price on the line was never revised. |
Date Y |
Enter the index's current reference date. Depending on values entered when setting up the index, this reference date enables the user to determine that index's Value Y. Example The index setup (monthly periodicity) indicates 275.0 as the value in June. If you enter 06/10 as the reference Date Y, then 275.0 will be the default Value Y. |
Value Y | Indicates the current index's value based on the reference Date Y. This value is automatically filled in and cannot be modified. |
Validating the billing table
Your dashboard must be closed to avoid any modification.
1 | To do so, go to Edit > Validate without printing or Edit > Validate and print if you want to validate and print your dashboard. |
2 | Enter the validation date and add a comment. |
You must review your billing table if you want to generate a new version that can be modified.
You can make the following modification in the billing table:
- Review the table and therefore modifying some authorized fields only.
- Update the billing table if you made some modification, via Edit > Administration > Update the billing schedule.
- Change the customer to bill and modify the customer's delivery address, via Edit > Administration > Billing address or Change the customer to bill, while selecting the associated customer.
- Duplicate or delete the table from the Edit menu.
- Split or break down, in a right click, the lines that have not yet been billed.

DMF |
Depending on the duration of , you may have to review service prices based on the value of the relevant revision index.
Important
To be able to review the lines in a , you must have filled the fields in the Revision section for the relevant lines.
must be validated but not delivered.
Search for to be reviewed.
1 | Click on Management > Sales > Review prices > . |
The search screen opens. This screen is similar to the one that displays when searching for that have an additional tab for Price Review.
2 | Enter the search criteria of your choice. In Price review, enter the following criteria: |
Criterion | Description |
---|---|
Reference date |
Enter the reference date that will be used to update prices in the lines, based on the index value entered on that date. By default, the current date is filled in. Example The index setup (monthly periodicity) indicates 275.0 as the value in June. If you indicate 06/10 as the reference date, then 275.0 will be the value used when reviewing prices. |
Index |
Select the relevant index in the help list. To set up indexes, go to Help Desk Setup > Service contracts > Indexes. |
To be reviewed between ... and ... | Enter the revision period that matches with the date for the next revision entered in the lines. |
3 | Start the search. |
The validated and reviewable matching with the search criteria are displayed in the results window.
Calculating reviewed prices
The feature for calculating prices enables the user to simulate new prices in the lines based on the index value entered on the selected reference date. Values displayed in the table are therefore updated but the data remain unchanged.
From the results in the reviewable , click on at the top right of the screen to display the calculation for reviewed prices in the table lines:
- Values in the Date Y, Value Y and U. Price Ex. tax Y columns are respectively moved to Date Y-1, Value Y-1 and U. Price Ex. tax Y-1 columns.
- The Date Y column now displays the first day of the month – for the reference date that was indicated (for example, for a reference date entered on 06/20/2020, the Date Y column displays 06/01/2020).
- The Value Y column now displays the index value entered on Date Y.
- The U. Price Ex. tax Y now displays the unit price for the line, calculated based on the index's Value Y.
- The Next rev. column displays a new due date, calculated based on the initial next revision date to which the associated Periodicity is added.
Example
The next revision date indicated in a line was 01/01 and the periodicity is defined on Half-yearly. When calculating revised prices, the next revision date will therefore be 07/01.
Updating prices
From the results list for reviewable , click on , then confirm the price review. All displayed lines are reviewed based on the index's value entered on the selected reference date. Data linked to price review are therefore updated.
Note
The results list is updated. Depending on the criteria indicated in the search screen, you may not be able to modify the lines, for example if the next revision date you have entered in To be reviewed between ... and ... is no more included in the indicated period.

Prerequisites: the billing table must be validated.
1 | Open your billing table and click on the Lines tab. |
2 | Right-click on the selected line(s) to bill. |
3 | Select Bill the selected lines. |
4 | In the opening window, enter the billing parameters and validate. |

DMF | 020570 SALES INVOICES BILL SERVICES |
The FacturationPrestationsDevis batch is used to automatically generate non-booked invoices from the services entered manually in the Services menu and then validated in the Manager module of the Web Portal. This batch can be manually started from Management > Sales > Services billing. The parameters set up in the batch are used, except for some filters that can be specified directly in the start window by the user.
References
For more information about entering and validating services from the Web Portal, refer to the User Guide - Web Portal.
For more information about setting up the FacturationPrestationsDevis batch, refer to FacturationPrestationsDevis batch.
1 | Open the menu Management > Sales > Services billing. |
2 | In the billing window, fill in the following fields: |
Field | Description |
---|---|
Status date |
Specify the status date of the invoices generated during the batch process. The batch only processes services with a date that is before or the same as the status date. |
Service filters |
Define one or several filters (customer, project, division, entity) to include in the batch process. Filters can also be defined in the batch setup but these filters are ignored when the batch is manually started from the Services billing. This way, the user can define the desired filters for the batch. |
3 | Click on Validate. |
The FacturationPrestationsDevis batch is manually started and non-booked invoices are created from validated services. If there are multiple validated services linked to the same quotation, the different services lines are grouped in a single invoice.
The batch only processes services that:
- are linked to a validated service quotation,
- have a validation date reached or exceeded,
- have a period end date reached or exceeded.
At the end of the process, a summary is sent by email to the employees specified in the managers fields of the batch setup. An email is also sent to the relevant project managers to let them know invoices are pending validation. If several temporary invoices have been generated for the same project manager, the different invoices are grouped in a single email.

Booking is essential for the invoice to be taken into account in Akuiteo. A booked invoice can neither be modified nor deleted.
There are several ways to book an invoice:

1 | Open an invoice. |
2 | Go to Edit > Book the invoice. |
The invoice is booked and can no more be modified nor deleted. The generated accounting entry is automatically validated on the current date.
Note
This feature does not display if the option for Generating an original PDF is selected for sales invoices or credit notes when setting up original PDFs (refer to Documents - Managing original PDFs by document type).

1 | Open an invoice. |
2 | Go to Edit > Book and print the invoice. |
3 | In the window, fill in the following fields: |
Field | Description |
---|---|
Template selection | Select the report template in the drop-down list. The list displays all the report templates that are set up for the Customer invoice in the shared reports. |
Select Print to print the original PDF that is generated. | |
Preview | Select Preview to open the original PDF that was generated when booking the invoice. |
4 | Click on Validate. |
Depending on the selected report template, a window opens to display printing parameters.
5 | Enter the printing parameters and click on Validate. |
The invoice is booked and can no more be modified nor deleted. The generated accounting entry is automatically validated on the current date.
Specific cases
- If the option for Generating an original PDF is selected for customer invoices and credit notes when setting up original PDFs, then a PDF is printed from the selected printing template and marked as Original during the booking.
- If the box with Lock other linked documents is checked for sales invoices and credit notes when setting up original PDFs, all the receipts linked to the invoice will be locked. These receipts can only be modified or deleted by users with the DMF 100122.
Reference
For more information about setting up original PDF documents, refer to Documents - Managing original PDFs by document type.

1 | In the sales invoices search results window, select the invoices of your choice and right-click on your selection, then click on Book the selected invoices/credit notes. |
The screen for booking multiple invoices opens and displays the selected invoices.
2 | In Parameters, enter the following information: |
Field | Description |
---|---|
Template selection | Select the report template in the drop-down list. The list displays all the report templates that are set up for the Customer invoice in the shared reports. |
Merge into a single document (only if PDF) | When this box is checked, invoices printed based on a printing template in PDF format are merged in a single document, one after the other. |
Add a blank page after the odd reports back front |
This box is only available when the option to Merge in a single document (only if PDF) is checked. When this box is checked, blank pages are added in the merged document for each invoice to be displayed in an odd page. |
This option is only available when the option to Merge in a single document (only if PDF) is checked. Select this option to print the merged document once booking is done. |
|
Preview |
This option is only available when the option to Merge in a single document (only if PDF) is checked. Select this option to print the merged document once booking is done. |
3 | Click on Start booking and confirm your choice. |
The selected invoices are booked.

This feature enables you to generate accounting entries from the invoice lines. Only booked invoices can be cashed.
1 | From the invoice record sheet, go to Edit > Cash the invoice in EURO. |
2 | In the invoice payment screen, check and modify - if necessary - the accounting characteristics. |
3 | In the Payment receipt properties section, enter the banking information: |
- Invoice payment method. By default, the payment terms specified in the Overview section are filled in.
- Bank: the customer's bank name
- Banking center
- Comment
- Reference #: the cash number.
- Amount: the amount to cash indicated on the invoice.
4 | Click on Validate. |
The customer receipt screen from the Banking module opens.

There are several ways to create a credit note from an invoice:
Creating a global credit note
This feature allows you to create a global credit note from the invoice. The invoice must be booked.
1 | Go to Edit > Global credit note. |
2 | Enter the credit note's date, number, reason and a comment. |
Creating a partial credit note
This function allows you to create a credit note based on part of the overall amount indicated in the invoice. The invoice must be booked.
1 | Go to Edit > Partial credit note. |
2 | Enter the credit note's date, number, reason and a comment. |
Converting an invoice to a credit note
A non-booked invoice with a negative total sum can be converted to a credit note. Only a limited number of users must access this feature, preferably the person in charge of the invoice.
1 | Open the invoice to convert to a credit note. |
2 | Go to Edit > Administration > Convert the invoice to a credit. |
A confirmation message is displayed.
Duplicating the invoice as a credit note
You can create a credit note by retrieving the information contained in the original invoice.
1 | Open an invoice. |
2 | Go to Edit > New > Duplicate the invoice as a credit note. |
A new independent credit note opens.
Detaching a credit note from an invoice
To detach a credit note from an invoice while correctly recalculating amounts, you must follow the actions below:
1 | Activate the DMF 020621 SALES UNLINK FROM THE INVOICE |
2 | To use this feature, go to Edit > Administration > Detach from the invoice. |

It is possible to modify an invoice before booking it.
Updating the recipient list
You can update the list of invoice recipients. Recipients are filtered according to the customer's name, and can either be direct recipients or in copy.
1 | Open the invoice. |
2 | Go to Edit > Update the recipient list. |
3 | Under the Recipients tab, click on |
4 | Save. The recipient list is updated in the table. |
Changing the customer to bill
1 | Open the invoice. |
2 | Go to Edit > Administration > Change the customer to bill. |
Modifying the payment receipt schedule
This feature allows you to modify the payment receipt schedules.
1 | Open the invoice. |
2 | Go to Edit > Modify the payment receipt schedule. |
3 | The Due dates tab opens and you can therefore enter the dates and the due dates in each line. |
Note
Some customers may choose to pay 95% of issued invoices and pay the remaining 5% at the end of the warranty period. To exclude these holdbacks from the customer's aging schedule, a due dates line can be marked as a Holdback. To be able to use this feature, you must activate the FF_RETENUE_GAR management rule.
Neutralizing the VAT
DMF | 020566 SALES INVOICES NEUTRALIZE VAT |
This feature allows you to neutralize the VAT in a due date line. Lines with Neutralized VAT are exempted from VAT returns.
1 | From the invoice record sheet, open the Due dates tab. |
2 | Right-click on the line of your choice, then click on Neutralize VAT. |
3 | Confirm. |
The Neutralized VAT column indicator is now checked.
To uncheck the Neutralized VAT indicator, right-click on the line of your choice, click on Mark as Non Neutralized VAT, then confirm.
Creating a quote or an order from the invoice
The information about the invoice is automatically retrieved in the new management object.
1 | Open the invoice. |
2 | Go to Edit > Administration > Create quote from invoice or Edit > Administration > Create Order from invoice. |
Updating the invoice's header
In general, a booked invoice cannot be modified; a credit note must instead be created. However, some non-financial sections can be updated, for instance the contractual or delivery dates as well as the billing table's number.
1 | Open the invoice. |
2 | Go to Edit > Modify > Update the invoice header. |