Invoicing
The EMPPLAN invoicing module offers you and your contractors the possibility to view invoice and credit note items at any time and to create invoices and credit notes with this data, which then appear under the invoicing tab.
The EMPPLAN invoicing module offers the following options for creating a invoicing document or posting an invoice:
- Event users (e.g. promoters) can create an invoice to the licensee of the EMPPLAN instance (usually industry or agency) from invoice items.
- The licensee of the EMPPLAN instance can post invoices from contractors that were not created by EMPPLAN.
- The licensee of the EMPPLAN instance can create credit notes to event users from credit note items.
An invoice item consists of all remuneration-relevant items of an event. Events with the status Reporting accepted are automatically displayed in the invoice items with the billing status Review pending and are therefore billable. If the events have not yet been released by an admin, they appear as invoice items with the billing status Not yet invoiceable.
If event users do not use the billing module to create invoices, admins can also post manually created invoices in EMPPLAN. To do this, the invoice items contained in the contractor’s invoice must be selected. The Upload individual invoice action then appears above the table. All remuneration components of all selected invoice items are then displayed individually so that they can be compared with the manually created invoice. The manual invoice can also be uploaded and the invoice date and invoice number can be entered. With a final click on the Upload individual invoice button, the invoice can be posted.
The events included are marked as invoiced and cannot be billed again. The external invoice document can then be called up in the Billing tab in the same way as the documents created with EMPPLAN.
The EMPPLAN invoices generated by event users (contractors) are sent by e-mail to the EMPPLAN licensee’s accounting address, which must be stored in the EMPPLAN settings. In addition, the event user also receives an e-mail with the invoice document.
The following actions can be performed in the action menu in the gray area:
- Invoice item Excel export
- Invoice item JSON export
- further exports for your accounting (possibly not all available for you)
- Troubleshooting (possibly not all available for you)
- Change billing status ( Review pending, Invoiced, Canceled )
- Update event to retrigger all commission rule calculations
Overview of available billing statuses
- Not yet invoiceable
- Review pending
- Invoiced
- Canceled
Credit memo items only appear in the tab of the same name if billing using credit memos is activated in a project in the Payment profiles tab. In this case, no invoice items appear for event users in the first tab, as billing can only be carried out by the admin using credit notes.
Working on a credit note basis makes sense for projects whose transaction data status (e.g. sales of fixed network or fiber optic tariffs from telecommunication providers) is (heavily) delayed. This may be due to downstream customer credit checks or customer revocation rights. At the same time, a unique transaction number should be recorded for each transaction in this billing mode, the status of which can be imported into EMPPLAN via a status update.
In projects that work with credit notes, transactions can only be credited if there has previously been a status update for each transaction via import. All project commissions can be credited as soon as the respective event reporting has been accepted. The EMPPLAN support team will be happy to assist you with this.
A credit memo item consists of all remuneration-relevant items of an event. Events with the status Reporting accepted are automatically displayed in the billing items with the billing status Review pending and are therefore billable. If the events have not yet been released by an admin, they appear as invoice items with the billing status Not yet invoiceable.
Billed events are marked as Invoiced and cannot be billed again. Transactions for events that have already been billed but have not yet been billed due to a time delay in the status update are automatically taken into account and credited in the next credit note. Similarly, individual transactions are reversed if they have already been credited but the status update import subsequently corrects the success data.
If a credit note has been created, the event user also receives an email with the credit note document.
On the double arrow icon you can open the status update import for transactions.
As each transaction is recorded with a unique transaction number for this billing mode, its status can be imported into EMPPLAN here via status update. Here you can view all transaction-specific billing statuses in EMPPLAN. Please contact EMPPLAN Support for further information
Available billing statuses at a glance
- Not yet invoiceable
- Review pending
- Invoiced
- Canceled
In the Billing tab, you can view all billing documents created (invoices and credit notes created with EMPPLAN as well as manually created invoices from your contractors). The tabular display includes the following data:
- Invoice date
- created – Date on which the document was created
- Invoice no.
- User – biller
- Billing type – individual invoice, invoice or credit note
- Invoiced events – number of events invoiced in the document
- Net – net amount in your standard currency
- VAT – VAT amount in your standard currency
- Gross – Gross amount in your standard currency
- Payment status – Pending payment (initial status), in process or paid
- Download – The billing document can be downloaded here
The following actions can be performed in the action menu in the gray area:
- Export statements as a bankable CSV file
- further exports for your accounting (possibly not all available for you)
- Define payment status
- Troubleshooting (possibly not everything available for you)
- create pdf again
- Delete and reset billing
Available payment statuses at a glance
- Outstanding payment
- in process
- in payment run / paid
- Paid