You can no longer change an invoice once it has been sent. If something is wrong, you create a credit note or cancel the invoice. If an invoice is not paid on time, Beamcore automatically sends reminders according to the schedule in your company settings. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Creating a credit note
- Open the invoice under Offertes & facturen → Facturen (Quotes & invoices → Invoices).
- Click Meer acties (More actions) and choose Creditfactuur maken (Create credit note).
- Confirm the action.
The option is there for an invoice with the status Verstuurd (sent), Deels betaald (partly paid) or Betaald (paid), and you need the right Creditfactuur maken. Beamcore creates a credit note with the same lines, its own number with your credit prefix and the reference "Creditfactuur bij" (Credit note for) followed by the original invoice number. The credit note immediately has the status Verstuurd and the original invoice becomes Gecrediteerd (credited).
The credit note is not emailed automatically. Download it with Meer acties → PDF downloaden (More actions → Download PDF) and send it to your customer yourself. You find all credit notes under the tab Credit.
Cancelling an invoice
With Meer acties → Annuleren (More actions → Cancel) you set an invoice to Geannuleerd (cancelled). This is only possible if no payment has been recorded on it yet and the invoice has not already been cancelled or credited. A draft you can also simply delete. If a payment has already been made, use a credit note.
Automatic payment reminders
Every day Beamcore checks which invoices are past their due date. An invoice gets a reminder if:
- it is a regular invoice, not a credit note;
- the status is Verstuurd or Deels betaald;
- the due date has passed and an amount is still outstanding;
- an email address has been recorded for the customer.
There are three stages. When each stage is sent is set with Herinnering-dagen na vervaldatum (Reminder days after due date) in Bedrijf → Bedrijfsinstellingen (Company → Company settings), tab Offertes & facturen (Quotes & invoices). By default that is 3, 14 and 30 days after the due date.
- Stage 1: an email with the subject "Herinnering factuur" (Invoice reminder) and the invoice number.
- Stage 2: "Aanmaning factuur" (Invoice demand).
- Stage 3: "Laatste aanmaning factuur" (Final invoice demand).
Each email contains your text for that stage, the invoice number, the due date, the outstanding amount and the invoice as a PDF. You set the texts at Tekst herinnering (trap 1) (Reminder text (stage 1)), Tekst aanmaning (trap 2) (Demand text (stage 2)) and Tekst laatste aanmaning (trap 3) (Final demand text (stage 3)). If you fill in nothing, Beamcore uses a default text per stage.
Good to know
- A reminder goes to the email address recorded for the customer. That may be a different address from the one you entered when sending the invoice.
- Per invoice each stage is sent at most once.
- If an invoice is already further past the date at the time of the check, only the stage that applies at that moment is sent. Earlier stages are not sent afterwards.
- As soon as an invoice is Betaald, Geannuleerd or Gecrediteerd, the reminders stop. So record payments in good time. See Creating and sending an invoice and recording a payment.
- The reminders only work as long as the add-on Offertes & Facturatie (Quotes & Invoicing) is active.