Invoicing

In case your level leaders struggle with choosing the correct invoice issuer for courses they create from My Page, now you’re able to set up a connection between a level and an issuer to solve this. Having this functionality set up, once the level leader will create a new course on My Page, the invoice issuer will be automatically chosen once the level for the course is chosen. If the connection is not set up, course leaders are still able to choose the invoice issuer from the list of all issuers created in your organization.

The connection is not shown in the interface, so let us know if you’re interested. Upon your request, we’ll set up a connection from our side, and all new levels you’d create will automatically have an issuer connected. The connection will be decided by the following logic:

• We set up a default invoice issuer for the organization. It is used once you create a new “mother” level. 
• If you create a nested level, the issuer will be the same as for the “mother” level.

A new adjustment has been made inside the “Product categories” feature. Before the adjustment, Super Admin was able to set up the list of Product categories to be used inside product lines for activities/courses, when the course is created by course leaders from My Page. The core functionality stays as is, the only change is that now the Product category consists of the following fields:

• Product category name,
• Account,
• MVA,
• Invoice issuer,

which means the Account place has been removed from this scope. Instead of that, course leaders now are able to choose Account place and Project number directly. Account place and Project number are the same for all products connected to the course if you create the course from My Page. Super Admin is still able to use any combination of Account, Account place, Project number, MVA inside the Back Office.
How to use the new functionality:

• Create a set of Product categories in Settings -> Product categories. These Product categories will be shown in the “Products” step of the course creation on My Page.
• Go on My Page, and create there a new course. In the “Products” step you’ll see two new fields with the lists of Account places and Project numbers connected to the chosen Invoice issuer. Choose the correct Account place and Project number, add product lines, and save changes.

Previously, there was a limit of 10 invoice issuers for setting up of invoices. Now, this limit is increased up to 100 invoice issuers for each organization. That’s why we changed the KID generation process. Using the same 17-digits number, now the structure is as follows: “AA BBBBBB CCCCCCCC D” AA – issuer internal ID, BBBBBB – target ID (member or company), CCCCCCCC – organization invoice number, D – control sum.

In the current release, we launch an update in the logic of the “Aldersfordelt Saldorapport” report. The new update includes adjustments to the logic of how the system includes invoices to the report. Now it becomes possible to pick the report date and to see all the unpaid invoices back in time as if the report has been exported on a chosen date.

E.g, if now you export the report for Sept 1, 2020, it will include exactly the same information as if it has been exported on Sept 1. You will see the invoice inside the report even if now it’s paid (but the payment date is later than Sept 1, 2020), and the number of days for how long the invoice was due is calculated as for Sept 1, 2020.

A new report is added to the scope of the reports available under the list of invoices in Choo Back-Office – Visma report. The report contains information that should be uploaded to Visma in order to fulfil standard accounting needs. 

Visma report includes the following:

• Information about credit and debit transactions that happened in a chosen month (only month that is already finished may be chosen)
• Information about invoiced sums, divided by different accounts, account places, project numbers, and invoice issuers
• Information about payments received, divided by the payment date
• Information about credit notes generated, divided by different accounts, account places, project numbers, and invoice issuers
• Information about refunds (payouts) created in Choo

How to use:

• Go to the Invoices list, navigate into “Export” functionality, and click on “Visma report”
• The system will show up a popup with 2 dropdowns:
  • Year (5 years ago – current year)
  • Month (list of month titles, any month may be chosen except those that haven’t passed in the current year) 
• Choose the year and the month for the report, and click on the “Get report” button
• The system will generate a CSV report, which is automatically downloaded to your PC

After the new update launched, Super Admins in Back-Office and course responsible on My Page will be able to generate/regenerate the course automatic invoice manually once needed. For that, a new button is added to the participants’ list – “Generate invoice”. 

How to use:

• Go to the course card, and open the list of participants
• Choose one or few participants having “Approved” status
• Click on the “Generate invoice” button
• The system will show up a confirmation message asking if you’re sure and if you want the invoice to be sent out via Multikanal

Limitation: course automatical invoice may be issued manually only for course participants having “Approved” status.

After the current release, Choo starts supporting the new type of the OCR file – CAMT 54. Now it is possible to set up the automatic pickup of such files from the SFTP server provided by your bank, as well as just use the new type of the OCR file.

Please note this is the extra functionality, that may be turned on by your request. Let us know if you’re interested.

The new update includes adjustments to the logic of how the system includes invoices, payments, credit notes, and refunds to the report. Now it becomes possible to pick the report date and to see the reskontro back in time as if the report has been exported on a chosen date.

E.g, if now you generate the report for Jan 1, 2020, to Sept 1, 2020, you will see only those invoices and credit notes that have been generated during the chosen period, together with payments and refunds (payouts) done before Sept 1, 2020.

If you’re generating invoices for a few people from the same company at once, and all of the participants will have the “company pays” option, they will be grouped into one or a few invoices (additionally, invoices may be divided by PO-number and reference).

How to use:

• Go to the course card, and open the list of participants
• Choose one or few participants having “Approved” status
• Click on the “Generate invoice” button
• The system will show up a confirmation message asking if you’re sure and if you want the invoice to be sent out via Multikanal

Few more columns are included to the Saldorapport og aldersfordelt saldorapport, and now it is possible to track if there are payments debts for the following periods:

• 91-120 days
• 121-150 days
• 151-180 days
• More than 180 days

A very new opportunity has been added to the system – now an organization could set the invoice issuer as the one who can’t issue an invoice with any MVA category except 0%. Once the invoice issuer is marked as “Not MVA”, there is a limitation to creating products for this issuer only with 0% MVA category.
Invoice issuer that belongs to “Not MVA” category proposes its product with zero MVA, this limitation are applied for:

These changes could be applied to the existing issuers as well. Please contact us if you need to make the “Not MVA” issuer with the MVA category 0% only.

The new update includes adjustments to the logic of how the system includes invoices, payments, credit notes, and refunds to the report. Now it becomes possible to pick the report date and to see the reskontro back in time as if the report has been exported on a chosen date.

E.g, if now you generate the report for Jan 1, 2020, to Sept 1, 2020, you will see only those invoices and credit notes that have been generated during the chosen period or that have transactions inside the chosen period, together with payments and refunds (payouts) done before Sept 1, 2020.

Before this change to allow card payments via Stripe on a course, admins/course responsible persons had to turn on the “Automatic approval” setting for each course. Now we’re adjusting this functionality. From the current release, if your association has a Stripe payments feature, card payments will be available on each activity automatically.

The “Automatic approval” feature is still available and gets more settings inside (see the next chapter for more details).

In this release, we’re launching a big update in activity settings related to invoicing to make this part more flexible and customer friendly. The upcoming updates should make the course invoicing process easier and it should fit most business needs.

With the update, Admins and course responsibles are able to decide the following:

1. How to approve a course participant
   1. Manually – in this case, “Automatic approval” setting should be turned off. Please note, that it is not possible to issue course invoices automatically in case you’d like to approve course participants manually.
   2. Automatically – in this case, “Automatic approval” setting should be turned on. In this case, you’re also able to decide when the course invoice should be issued by the system.
2. In case you’re using automatic approval of a participant, you can decide when to issue an automatic invoice
   1. At registration – in this case, a course participant will be approved automatically once he/she finishes the course registration, and the invoice will be automatically generated right away.
   2. On selected date – in this case, a course participant will be approved automatically once he/she finishes the course registration, but the invoice will be automatically generated on a selected date in the future. The system will calculate this date by default for you based on the earliest course date, but you’ll always be able to change it.

Additionally, we’re creating a new setting that allows choosing the default approval mechanism for each association separately. You’re able to choose if you want all your courses by default to be created with or without the “Automatic approval” setting, which option should be chosen inside (“At registration” or “On selected date”), and how many days before the course date you’d like to use to calculate the invoice date (e.g, it can be 2 weeks before the course start date, or 30 days).

Important notes:

• All people who will pay by card during the course registration process will be approved automatically and will get invoices automatically right away, no matter what’s chosen inside the “Automatic approval” setting.
• If you choose automatic invoice generation on a chosen date, the system will generate a bunch of invoices and group them by the invoice receiver, PO number, and reference.
• In case you choose automatic invoice generation on a chosen date, this date can’t be earlier than tomorrow. All invoices will be generated at 6 pm on a chosen date.

How to use:

• Open course card or wizard in the Back-Office or on My Page (for course leaders)
• Go inside course settings in Back-Office, or to the “Registration” tab/step on My Page. Now inside the existing “Automatic approval” setting, you’ll find the new following options:
  • “When to issue automatic invoice”: “At registration” or “On selected date”. Both options are available only in case “Automatic approval” is turned on.
  • “Invoice issue date” that is unlocked in case the “On selected date” option is chosen

Now if you generate the course automatic invoice for any course participant(s), and then credit the invoice, the “Is invoiced” column inside the list of course participants will be switched back to “No”.

A new change for course leaders is done in the current release. For course prices setup on My Page, a simpler way for setting up product names is ready for the launch. If you’re using product categories setup for My Page, then once a leader with the appropriate access level (“write” access to course prices setup) will create a new product line, the product name will be automatically populated from the chosen product category for the line.

Making Choo i Skyen more user-friendly, we’re working on making adjustments in order to achieve a better user experience by automating regular flow. Now, if the course registration is canceled by the course participant, by your Back-Office Admins, or by course leaders with the correct access level, the system will create automatic credit notes or ask if you’d like to do so. The difference will come up depending on who is doing the cancellation. The logic is the following:

• In case the course participant cancels the course registration from My Page, the system will automatically issue a credit memo for all course invoices (excluding course manual invoices) in case the invoice has been generated, and its status is “Pending” or “Not paid”.
• In case the course registration is canceled by Back-Office Admin or by a course leader, the system will check if there is a course invoice already generated. In case there is an invoice, and its status is “Pending”, “Not paid”, “Partly paid”, or “Paid”, the system will ask if the credit memo should be generated and sent. You’ll be able to cancel automatic crediting, choose to credit the invoice but not to send the credit memo, or to credit and send it out. Similar behavior will be applicable for all cases when the participant is deleted from the course, or transferred from one course to another. Please note that the refund still needs to be done manually out of the system, and be manually added to Choo i Skyen once it’s done.

A new ability is added for the course leaders and Super Admins in the Back-Office. Now it becomes possible to issue an “Admin discount” for any course participant. This discount will be applied to all the products the course participant should be invoiced for. In the first iteration, it is possible to issue only a 100% discount, and we’re going to add the ability to add other discounts further on. If the course participant gets a 100% discount, it means the system will not issue an invoice for the course at all. You could use the new ability to mark people who should not be invoiced for the course (who are free participants).

How to use:

• Go to the list of participants of any course.
• Open the registration details of any participant.
• Navigate to the “Coupons” block.
• There is a new setting in there – “Admin discount”. Check the “100% discount” checkbox, and save changes.
• All done. Now if you change the status of the participant to “Approved”, the system will not generate the invoice for this participant. The “Generate course invoice” button will not be available for this participant anymore as well.

The approach to managing a refund for invoices with status “Credited” was changed. Now credited invoices could have two statuses – “Credited” and “Credited without refund”.

“Credited” means that no changes could be applied to the invoice. Status “Credited without refund” for invoices gives an opportunity to send the refund after crediting the invoice.

An Administrator could set up the status in the next way:

• Open the card of paid invoice and changes its status to Credited
• Specify the date for the credit note generation in the pop-up window shown by the system. Please note today’s day is set up by default.
• Answer the question “Would you like to add refund transaction as well?” by clicking on one of 3 buttons: “Credit and Refund”, “Just Credit”, “Cancel”

If an Administrator clicks on the “Credit and Refund” button, the system generates a credit note and refund for the whole paid sum.

If the “Just Credit” button is chosen by an Administrator, the system generates a Credit note without a refund transaction. An Administrator could add a refund at any time for the invoice with “Credited without refund” status.

• Open “Credited without refund” invoice Transaction tab
• Press “Add refund” button and choose “Add refund” or “Cancel” button

All course leaders who are able to set up/see course products on My Page, now will not need to calculate brutto prices (price incl. MVA) on their own. Instead, the system will show brutto prices automatically, both for main, optional products and special prices.

How to use:

• Go on My Page as a course leader with proper rights to see the “Products and prices” part of the course card.
• Open the “Products and prices” tab, and scroll down to the “Products” table.
• Create a new product line or look through those that are already created – a new column “Brutto price” is added to the table. It shows up the price of the product including MVA.