Customer invoice: adjust and match

This guide describes how you handle customer invoices in Kleer in the flow before and after authorisation: approve invoices, authorise and send, combine several invoices into one, and reconcile by registering payments and adjusting…

This guide describes how you handle customer invoices in Kleer in the flow before and after authorisation: approve invoices, authorise and send, combine several invoices into one (summary invoicing), and reconcile by registering payments and adjusting the remaining amount. The views are found under customer invoice handling.

Approve customer invoices

If approval is used, an authorised user reviews the invoices before they are authorised.

1. Open the Approve view. The list shows customer, invoice date, due date and the amount excluding and including VAT, with totals in the footer.
2. Select the invoices to be approved.
3. Click Approve and confirm in the dialog “Approve the selected invoices?”.

Authorise and send

In the Authorise view you finalise the invoices and send them to the customer. If needed, filter with the status filter at the top.

1. Select the invoices you want to authorise. Warning icons can show if accrual cannot be done, if a reviewer has not yet given their approval, or if an invoice is in a locked accounting period.
2. Click Authorise to only authorise, or use the split button and choose Authorise and send to also send the invoice to the customer.
3. Confirm in the dialog.

Under More options you find, among other things, Create summary invoice and Choose dimensions/categories for all rows in the selected invoices. With Remove you delete the selected invoices.

Factoring (financing)

If factoring is activated, you can sell or borrow against invoices in connection with authorisation.

1. Click the button Certify with factoring in the footer.
2. Follow the instructions in the factoring dialog. With Lendify, the borrowed amount is repaid automatically when the invoice is paid by the recipient. The factoring status and the icon stay until the repayment has been booked, even if the customer has already paid the invoice.

Credit invoices with reserved time

If the customer invoice has rows with reserved time, the option Create credit is not available in the invoice menu. Open the invoicing basis instead and credit from there.

When such an invoice is credited, new reservations of the credited time are created, dated the date of the credit invoice, so that the time reporting and the reservation history match even after the crediting.

Summary invoicing

Summary invoicing combines several invoices to the same customer into one invoice. Kleer automatically suggests invoices that can be combined.

1. In the authorisation view you see a link “X invoices to combine” if there are invoices that can be combined automatically. Click the link to go to the dedicated view.
2. In the Issue consolidated invoice view you select the invoices to be combined in the tree table. The amounts are summed in the footer.
3. If needed, preview each invoice via the PDF icon.
4. Click Issue consolidated invoice and confirm.

If you want to combine invoices manually that Kleer has not suggested: select them in the authorisation view, choose More options and then Create summary invoice. In the dialog you select the invoice to be used as the base (invoice header) for the consolidated invoice. The table shows the differences between the invoices. Preview with Preview and confirm.

Register payment (Reconcile)

In the Reconcile view you register payments and adjust the remaining amount on customer invoices.

1. Select one customer invoice.
2. Click Register payment.
3. Enter the Payment date. If the invoice is in a different currency from the accounting currency, the amount is entered both in the invoice currency and in the accounting currency.
4. If needed, add accounting rows (account, amount and dimensions/categories) and attach supporting documents.
5. Click Pay.

Adjust remaining balance

Here you adjust the remaining amount on a customer invoice without affecting the accounting. The adjustment is then shown in the history of the invoice.

1. Select one customer invoice.
2. Click Adjust remaining balance.
3. Enter the payment date, the amount (in the invoice currency and/or the accounting currency) and a comment.
4. Click Save.

Tips

• The status column and the icons in the lists show whether an invoice is under reminder or claims management. Several statuses can be shown at the same time, for example factoring and a reminder on the same invoice.
• If dimensions/categories are activated, you can set them on several invoices at once via More options > Choose [category].