Billing the reception
Employees with the relevant access rights can create invoices:
- from a reception,
- from a billing table,
- directly from the purchase invoices management module.

You can create several types of invoices or credit notes:
- an independent invoice: which means you create a header and one or multiple invoice lines,
- an internal invoice: if you offer internal services, you may have to standardize the transaction via an internal order that must be issued for an internal customer. Each invoice line will be built from a sold product associated with a class 9 account;
- a Group invoice: you must use this option when issuing an invoice for an external company that belongs to the same group (of companies) than your company. Each invoice line will be built from a sold product linked to the group;
- a receivable invoice.
The creation process is the same as usual.

1 | Go to Management > Purchases > Invoices > |
2 | Under the Header tab, enter the following information and save: |
- Number: Invoice number. Akuiteo automatically generates a number when the user doesn't enter one.
- Journal: the purchase journal linked to the invoice. If the connected user is linked to a default purchase journal, then this field is automatically filled in but can be modified.
- Invoice's creation, validation, sending and payment dates.
- Entity and purchaser names.
- Supplier's contact details.
- Supplier reference: the supplier's invoice number.
- Discount: % of discount applied on the invoice. Payment authorized on / by: the payment's date and type. Permitted payment authorization (%): the permitted payment authorization.
- Project's information.

1 | Click on the Lines tab > |
2 | Select the type of VAT to apply: |
- Without tax: allows you to issue a tax-free invoice. This option is checked by default if the customer is exempted from taxes.
3 | In the Multiple criteria sub-section, fill in the different fields and save: |
- Grouping: the grouping of charged services.
- Reference: the products' references.
- Quantity: the number of invoiced products in the line.
- Unit price: the purchased product's unit price.
- Discount: in amount or 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 labour and other resources used to perform the service.
- Reception associated with the invoice.
- Holdback: enables you to mark the line as a holdback (subject to DMF 040653).
4 | Right-click on the lines to indicate if they are rebillable or have already been re-billed. As such, you must enable the DMFs 040637 PURCHASES PURCHASE INVOICE MARK AS REBILLABLE and 040722 PURCHASES CREDIT NOTE MARK AS REBILLABLE. |
5 | Save. |
You can add due dates, 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 FF_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 supplier (if not indicated on the project);
- the company (if not indicated on the supplier);
Due dates related to the Holdback cannot be modified nor deleted

1 | Double click on the search result to open the reception to be billed. |
2 | Go to Edit > Bill the reception. |
3 | Fill in the invoice's record sheet. |
Grouping multiple receptions in a single invoice
You can also group multiple receptions in a single invoice.
To do so:
1 | Search for non-billed receptions. |
2 | In the search results, choose the receptions and click on |
3 | In the opening window, enter the information about the invoice to be created. |
The new invoice is created.


Entering general information
1 | Go to Management > Purchases > Supplier billing schedule > |
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 set up in the Sales management module depending on the company, the accounting period and the journal.
- Journal: the purchase journal linked to the billing table. If the connected user is linked to a default purchase journal, then this field is automatically filled in but can be modified.
- Invoice creation date.
- For the customer:
- Validated on: the validation date.
- Subscription: enables you to take the accounting's subscription set on the purchased product.
- Order date: the date when the order was created.
- Mgr: the name of the employee in charge of the billing table.
- Entity: the entity associated with the order.
- Currency: the code of the currency used. By default, the currency indicated in the billing table is the reference currency.
- Currency rate: the currency rate applicable on the invoice date. The default rate is 1.00000000.
- Supplier references.
3 | Enter the name of the supplier 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 charge the billing table to a project's phase.
- Contract: the default contract date if it is indicated in the header. Matches the date when the company begins to provide the service described in the line.
- Expected: expected delivery date or end date of the service.
- Project: the project, phase and sub-phase codes.
Adding billing lines
1 | Click on the Lines tab, then on |
2 | In the Tax section, check Without Tax. As such, you will be able to create a tax-free billing table. This box is checked by default. |
3 | Under the Multiple criteria section, fill in the following fields: |
- Product's reference.
- Expected sold quantities and the product's unit price. Akuiteo automatically suggests the sales price when this latter is associated with the selected product.
- Discount: in amount or percentage.
- 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 and start and end dates.
- Coefficient: Revision coefficient.
- Resource associated with the invoice.
4 | If the price on the line has to be revised, 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 purchased 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 field has no entered value. |
Periodicity |
Select the periodicity from the drop-down list. A default periodicity is displayed when a periodicity is set on a purchased product linked to the line. The periodicity enables the user to automatically indicate the date for the next revision when revising prices. 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. |
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 on the line is revised. When this field is empty, that means the price on the line was never revised. |
Value N-1 |
Indicates the index value entered during the last revision. This field is automatically filled when the price on line is revised. 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 on the line is revised. 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 in the index setup, this reference date enables the user to determine that index's Value Y. Example The index setup (monthly periodicity) indicates 275.0 as June's value. 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 value based on the reference Date Y. This value is automatically filled and cannot be modified. |
Validating the billing table
Once your purchase is delivered and billed, your dashboard must be closed to avoid any modification.
To do so, go to Edit > Validate without printing or Edit > Validate and print if you want to validate and print your dashboard.
The current date is automatically entered as the validation date. The window's title confirms that the object was already validated.
You must review your billing table if you want to generate a new version that can be modified.
The billing table can now be modified. You can:
- review the budget and only modify some authorized fields;
- update the billing table, after making necessary modification, via Edit > Update the billing schedule;
- duplicate or delete the schedule via the Edit menu.

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 > Purchases > 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 the Price review tab, 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 June's value. 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 reviewed 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 | Select one or several lines to bill and right-click on the selection. |
3 | Select Bill the selected lines. |
4 | In the opening window, enter the billing parameters and validate. |

It is possible to automate requests approval when booking a purchase invoice in order to ensure coherence between information on the invoice and requested and received approvals.
To generate automatic requests approvals, two parameters must be configured:
- In General Setup > Purchase > Saving of purchase invoices, check YES: If you want the application to require a signature or payment authorization on purchase invoices [...].
- In the supplier record sheet, check the Payment authorization, via Finances > Accounting parameters.
Requests can also be manually approved.
When all requests have been approved, the invoice's payment authorization changes to 100%. The date on the payment authorization is the last approval date.

Important
The booking process can be monitored if the Check existence of original PDF option is selected in the original PDFs parameters when booking purchase invoices and credit notes. To be booked, a purchase invoice / credit note must have an original PDF document.
Reference
For more information on how to set up original PDF documents, refer to Documents - Managing original PDFs by document type.
Booking is essential to make sure the invoice payment is 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. |
This operation automatically books the invoices if the integrated management was activated. The generated accounting entry is automatically validated on the current date.

1 | Open an invoice. |
2 | Go to Edit > Book and print the invoice. |
3 | In the printing screen, select the relevant template and confirm. |
This operation automatically books the invoice if the integrated management rule was activated. The generated accounting entry is automatically validated on the current date.
This option also allows you to print the invoice.

This option enables you to book multiple invoices at once.
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.
This operation automatically books the invoice if the integrated management rule was activated. The generated accounting entry is automatically validated on the current date.


This feature allows you to view the supplier's accounting situation (list of invoices and payments).
1 | Open the invoice. |
2 | Go to Edit > Accounting situation of the supplier. |

This feature allows you to save the invoice summary in the project flows.
1 | Open the invoice. |
2 | Go to Edit > Administration > Add the invoice to the flows. |

This feature allows you to simulate a payment. Note that this process is specifically used when retrieving data or errors.
1 | Open the invoice. |
2 | Go to Edit > Administration > Mark as paid. |
If you want to mark the invoice as not paid, follow the same procedure and select Mark as not paid.

When requests for approval are generated, you can force the payment authorization in order to reverse the invoice approval system, even if there are still pending requests for approval. This feature is subject to the DMF 040614.
1 | Open the invoice. |
2 | Go to Edit > Administration > Force payment authorization. |
Pending invoice approval requests are deleted. Approved or denied requests are saved.


This feature allows you to cancel and balance the selected invoice. The invoice must be booked.
- From the invoice record sheet, go to Edit > Global credit note. The new credit note is now paid.

This feature allows you to partially cancel the selected invoice.
- From the invoice record sheet, go to Edit > Partial credit note. The invoice and the credit note are not paid.

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 an invoice to be converted into a credit note. |
2 | Go to Edit > Administration > Convert the invoice to a credit note. |
A confirmation message is displayed.

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.

To detach a credit note from an invoice while correctly recalculating amounts, you must follow the actions below:
1 | Activate the DMF 040723 PURCHASES CREDIT NOTES UNLINK FROM INVOICE. |
2 | To use this feature, go to Edit > Administration > Detach from the invoice. |

It is possible to modify an invoice before validating it.

You can update the list of invoice recipients. Recipients are filtered according to the customer name, and can either be direct recipients or in copy.
1 | Open the invoice. |
2 | Go to Edit > Update the recipient list. |

This feature allows you to modify the payment schedule.
1 | Open the invoice. |
2 | Go to Edit > Modify the payment schedule. |
3 | The Due dates tab opens and you can therefore enter the dates and the due dates in each line. |
Note
Some suppliers 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 supplier'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.

DMF | 040652 PURCHASES PURCHASE INVOICES NEUTRALIZE VAT |
This feature allows you to neutralize the VAT on 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.

Rebilling enables you to create a new order. The information relative to the supplier is pre-filled.
1 | Open the invoice. |
2 | Go to Edit > Rebill to the customer. |

You can quickly modify an item in several purchase invoices, by batch.
1 | Activate the DMF 040640 PURCHASES PURCHASE INVOICES BATCH UPDATE. |
2 | Start a search for suppliers. |
3 | Select the purchase invoices you want to modify and click on Modify by batch at the top of the search result. |
4 | In the dialog box that opens, enter the information to be modified and validate. |
The information is updated.