Bill a subscription and record its payment

You do not create subscription invoices by hand. On each subscription's billing day Kluvan makes the invoice for the period, and you record payments against it as customers pay.

Before you start

• To record payments, bill early or send reminders you need the Bill subscriptions, take their payments and send reminders right.
• Check where invoices go: Settings → Subscriptions says either Invoices go to the books or Invoices go on the customer's account.

Steps

See the invoices

1. Open Subscriptions and select the subscription's number.
2. Read the Invoices card: each invoice's number (for example SUB-000123-4), its day, the period it covers, the amount with its VAT, what is paid, and its status. With Books, the Books invoice number is shown under it.

Record a payment

1. On an invoice with the status Owed, open Take a payment.
2. Check the amount. It is filled in with what is left to pay.
3. Choose the Method: Cash, Card, Bank transfer, Cheque or Other.
4. Optional: add a note, such as a transfer reference.
5. Select Record. The invoice shows the payment, and the subscription leaves past due when nothing else is overdue.

Other actions

• Bill what is due now makes the invoice for a period that is due without waiting for the next automatic run.
• Void cancels an unpaid invoice that is not in Books (a manager action).
• Try again posts a Refused invoice again, after you fix the cause.
• Remind sends the customer a reminder for that invoice now.

Good to know

• With Books switched on, each invoice is a Books tax invoice: one line for the plan and its period, one for a setup fee, your country's standard VAT when the plan has VAT, and any credit carried from a change of plan as a discount. Each payment you record is a Books receipt allocated to that invoice.
• Without Books, each invoice is charged to the customer's account with VAT added, and payments settle the account. The balance appears in Collections, and a payment recorded there pays the oldest subscription invoices first.
• Payments made elsewhere count. A payment recorded in Books against the invoice, or on the customer's account, marks the subscription invoice paid.
• No period is billed twice, even if two billing runs overlap. A subscription that started in the past bills each missed period (up to 12 at a time).
• Refused means the invoice could not be posted, for example because Books is not set up yet or the period is closed. Fix the cause, then select Try again.
• Invoice statuses: Being issued, Owed, Paid, Void, Refused.
• Unpaid invoices go through your reminder schedule: see follow up unpaid invoices.