Creating invoices and exporting to an accounting system

This article outlines how orders in FBO One that are completed in the front office, are processed in the back office.

This typically involves:

  • Approving the orders
  • Optionally updating the orders with third party disbursements and entering supplier invoices
  • Creating sales invoices
  • Sending invoices
  • Exporting invoices to an accounting system

Invoicing orders step by step

When the front office completes an order, it is moved to the back office. There it appears in the registered state. The registered state can be regarded as the back office's inbox.

The registered orders need to be reviewed and approved before they can be invoiced. After approval, they move to the "Approved and Ready for invoicing" state.

Access to workflow actions, such as approve order, can be restricted to user-roles. 

All workflow actions and data changes are logged in the FBO One audit trail. In the example below, the log for the order shows the user that executed the Approve step. In a similar way, all updates to the orders, prices, and creation of invoices is logged.

Orders that are ready for invoicing can be invoiced one by one. It is also possible to invoice multiple orders in one go. In that case, the system will create "batch invoices" for all orders that are share the same debtor and form of payment. A batch invoice contains one or more orders.

In the example below, we will generate a batch invoice for all orders of Delta Airlines. Based on this invoice, the system generates an entry file to enter the invoice data into an accounting system such as Sage or Sungard.

Select the orders that you want to invoice, and click the Generate invoice button.

A single invoice is created because all orders are for the same debtor and form of payment. The system will automatically display the list of the invoices it created, by switching to the Invoice tab and by filtering on the invoice number or invoice numbers of new invoice.

The batch invoice PDF consists of 2 parts, the cover page which provides a summary of the invoiced orders as well as the invoice grand total.

 

The second part consists of the breakdown per handling order, detailing all the charges.

 

Invoices follow the following workflow:

  1. Created
  2. Sent
  3. Booked

The new invoice is in the Created state. To goal is to book the invoice into the accounting system in use by the FBO, such as Sage or Sungard.

When clicking on the Book invoices button, the invoice transitions into the Booked state. At the same time an Entry is generated which contains the invoice data that needs to be booked in the accounting system. 

Entries can contain one or more invoices. The layout of the entry export file that FBO One generated can be customized to match the needs for efficient data entry. Amsterdam Software will define the optimal file layout for each FBO together with the finance department at the FBO. 

To view the entry and the export file, click on the entry number. This will show the entry details screen.

Below shows the 'expanded' entry export file. This is the sheet that needs to be imported into the accounting system. Note that the layout of the file is open further specification. For this example most products have been assigned the fake ledger 9999.

In the expanded format, the entry lists each line item separately. 

To make data entry more efficient, entries can also be compressed. In that case, the amounts are grouped and summed by ledger or billing code.

Apart from the above format, FBO One can also generate entry files in Excel format. An example of entry export that lists all lines would look similar to the below:

See also