Document types

There are various document types that can be created in the system depending on the business need. Currently Billia is set to work with financial types of documents.

Note: Financial document types, their applications, restrictions, and exceptions, could vary depending on the specific government regulations present in the country of the customer.

Invoice

The Invoice is a standard accounting document type that indicates a successful payment. If the payment for a purchase is not completed, no invoice can be generated. The only cases where an invoice can't be automatically generated are:

  1. If the specific Payment method disallows it - This is a setting that can be customized at the setup of every payment method. Allowing/disallowing the invoice type can be set under Payment methods in the Management Panel. **

  2. If the specific Payment method disallows it for individual users - This is again a setting that can be customized at the setup of every payment method. Allowing/disallowing of private users to receive invoices can be set under Payment methods in the Management Panel. This is a setting that may be affected by government regulations and policies, as well. **

  3. If the specific setting for automatic invoices is turned off in the Customer's account - This setting is available for every single user and can be found for editing under their respective User Profile. It is titled "Auto generate invoice".

Tip: In any case where an automatic invoice isn't generated, a manual one can be by contacting the Administrator/Business.

** Setting will be available soon.

Proforma

The Proforma is a financial document that comes before a payment to inform of an upcoming one. It is generated when the payment of an order has not yet been made. This is mostly due to using a delayed payment method, such as "Bank transfer". Depending on the payment method used, the location, and customer profile, a proforma will not be automatically generated in the following cases:

  1. If the specific setting for automatic proformas is turned off in the Customer's account - This setting is available for every single user and can be found for editing under their respective User Profile. It is titled "Auto generate proforma".

  2. If an invoice is already generated or will be in the same refresh cycle - Depending on the method used, the payment could be finalized in the same refresh cycle. Such payment methods include a credit card, a debit card, etc. This usually is a prerequisite for generating an invoice. The "same refresh cycle" refers to the [Cron] FinancialDocument (a time-based job scheduler), which works on equal intervals, a.k.a. cycles. During each cycle checks on placed orders are performed in order to determine their payment timeframe which would on the other hand determine the financial document needed. If the payment successfully completes during one refresh cycle, the system will automatically generate an invoice, in which case a proforma is not needed.

  3. When the payment has already been right away made. This can usually happen due to a specific payment method. Most customers most often use direct payment methods like "Credit card", which can make the payment right away and in that case a proforma will not be generated.

Note: If you see an order with only a proforma present, this means that the payment has not been successful. Additionally, an order can have both a proforma and an invoice, in case that

Credit note

The Credit note is a financial document used to indicate that a cancellation has taken place and that a certain amount of money is being refunded. In order for a refund to be available, it needs to be associated with a successfully paid order that has an invoice. The refund may be full or partial, and is related to a modification of the order price, where it is lowered.

Debit note

The Debit note is a financial document that indicates an increased price correction of an order. It is a document that informs that additional payment needs to be made for that price correction.

Create a financial document manually

This action is done in the specific Order Details page. For Invoices and Proformas it is available only if they haven't been already generated for that order. This is due to the fact that there can be only one invoice and/or proforma per order. Choosing to modify any such that already exists will only edit it, but not create a second one.

Already existing documents appear with a green outline, non-generated ones - with red outline.

document examples outline

In order to create a Credit or a Debit note, the first step is to modify the price of the order. This is done form the Order Details page by clicking on the editing pen icon next to the price.

edit price

Depending on the how the price is modified, an automatic message will show up to confirm the creation of either a Credit note or a Debit note.

Protocol

Additionally to the financial documents, a Protocol can be generated in the system. A Protocol is a type of reporting document that represents specific tasks and actions that have been done for or on behalf of the user.

A Protocol can be generated by an Administrator from within the Billia Management Panel > The Customers' Service details page.

generate protocol

Other types

Multiple other types of documents can be manually uploaded to the Billia system. You can upload: WorkOrder, Report, Offer, Contract, Appendix, all the known types such as Protocol, Proforma, Invoice, Debit note, Credit note, and for unspecified types - choose Other.

Documents can be uploaded from within the Documents tab in the profile of a user in the Billia Management Panel.

upload document