Delete client

Deleted client is not deleted from the system, instead its record is excluded from active client list.

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Delete service

Removed service is not deleted from the system, it is deactivated and hidden from list of active services. You have the following options in Client card.

Show deleted services	Displays also already deleted services
Restore cancelled service	It enables to restore a deleted service using service edit.

Delete invoice

Standalone invoice	You can Cancel invoice from invoice detail in Client card / Invoicing, and then delete completely from Invoicing Cancellations Invoices.
Bulk invoices	You will be allowed to delete issued invoices only if all of them are unpaid. Paid invoices column must be 0 (Invoicing Overviews Invoicing By Group). In Invoicing Invoices Invoices, click on   and select Delete invoices. If you delete invoices and you want to issue new ones for current month, you have to re-set month for invoices in Invoicing Settings Invoice Groups, Accounting period.

Delete router

A router can only be deleted if no service is assign to it. It will be deleted entirely, just its ID is stored in the database so it will be possible to add a new one with the same ID, and then re-define its settings.

If you want to issue a one-time invoice for a certain service that is provided, for example, the whole year, you have to be careful not to confuse the total amount charged with the price of service per month. If a given service costs, for instance, 72 EUR per year and you want to issue a one-time invoice covering the whole period (12 months), do not insert 72 EUR as the price of service. If you did that, the system would do the following: 12 x 72 EUR (which is not what you want). Instead, insert 6 EUR as the price of service (12 x 6 EUR = 72 EUR).  

You might want to charge clients, for example, when they decide to change to a lower tariff. You can do it in the system, but the system does not do it automatically. You have to invoice them for it manually (on an individual basis).

The system issues an expenditure cash slip when overpayments are refunded in cash. Overpayments can be refunded in the Invoicing section of the Client card. Refunded overpayments are displayed in the list at the bottom of the page. There you can also download an expenditure cash slip in PDF format. You may then print it.

If you want to issue an expenditure cash slip when there is no overpayment to be refunded in the ISPadmin system, you can do the following: In the Invoicing section of the Client card, click on Receive payment in cash. Then fill in the Add to credit field at the bottom of the form. Enter a particular amount and save the form. Now there is an overpayment in a given client. Refund the overpayment by clicking on Return overpayment. Then you can print the slip.

If you want to send a particular client an email containing all of their unpaid invoices, proceed as follows:

1. Go to Client card / Invoicing.
2. Find an unpaid invoice.
3. Click on the Detail button.
4. Click on the  Reminder by E-mail button.
5. Check the Assign all unpaid invoices box and complete the form.
6. Click on the Send button.

Invoice group set-up

Logo / Stamp

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Overpayments

More about overpayment inclusion here

More about overpayment refunds here.

PayPal

By checking this box, you activate PayPal payments for a given invoice group. You also need to enter a PayPal ID. More about how to set up PayPal here

Invoicing information - export

You can use system variables. More about invoice export here.

Invoicing information

Proforma invoice

More about proforma invoices here.

Payment calendar

More about payment calendar here.

Reminders are automatically generated every day at the time set in the reminder_send_hour key. Only those reminders are generated that meet the conditions set in individual templates. If you create a new reminder template, it will be used only for those invoices that become overdue during the existence of the template. Automatic reminders will not be generated for those invoices whose payment period exceeds the one set in a given template.

If you create a five-days-past-due reminder template, every day at the set time, the system will check all overdue invoices and then generate reminders for those that are exactly five days past due. If there are any invoices whose payment period has been exceeded, for example, by 10 days, reminders will not be generated because at the time when these invoices were 5 days past due, the template did not exist. However, you can create a new reminder template with a payment period of 15 days that will process given invoices.

If you do not want to bother a particular client with reminders (for example, VIP client), check the Do not send reminders automatically box in the Client card.

Manual generation of reminders

Sending of individual reminders

The options are: not invoiced, monthly, bimonthly, quarterly, half-yearly, and yearly. It is convenient to use quarterly due to VAT declaration.

You can switch off year quarter rounding in Invoicing Settings General, ID floating_period.

Proforma invoice is a non-fiscal document. It is merely an instruction for the client to pay for a service. It is defined for each invoice group individually.

Settings

Invoicing Settings Invoice groups, Proforma invoice, Issue pro-forma invoice  

Pro-forma invoice is issued for all clients irregardless to their individual set up. If no pro-forma invoicing is set, you may do so individually for a client.

Invoicing Settings General

Functionality

If issuing of pro-forma invoices is on, the system automatically issues pro-forma invoice. Pro-forma invoice (Notice of payment) is not a tax document; it is merely information which amount, and under what VS/SS is to be paid by client. If pro-forma invoice is settled, the system automatically issues a due invoice and sends it to the client (optional). But if a client has set his invoicing to post or hasn't set his email or does have invoicing by email disabled, then the system sends the notification to the email set in Invoicing Settings General, ID billing_mail.

Typically, you would need to change a numerical series for Invoicing on New Year´s day, or the subsequent day. We will show you an example of changing the series from 2017 to 2018.

How to set invoice numbering

Generation of Invoices

You have to set up a new numerical series for new invoicing in 2018. Enter a new number into Opening invoice number in Invoicing Invoices Invoices, e.g. 2018000001,  thus creating automatically the new numerical series for 2018.

  A new numerical series for a selected invoice group must be greater than the highest used invoice number for the invoice group. If the new numerical series were smaller, the system would then use the highest used invoice number and increase it by 1.

Change just the year number in most of the cases. E.g. from series 2017XXXXXX to 2018XXXXXX.
If old numerical series had e.g. 7 digits, the new one must be greater.
Either 218XXXX, or 8 digits.

Creating Standalone Invoice

A new numerical series may also be created by creating a standalone invoice for a client. So if you are creating a standalone invoice, change Invoice number in Client card, Invoicing - Create standalone invoice in the same way.

The following topics may relate to the above-mentioned change of numerical series for Invoicing.

Overpayments

If you continue to include overpayments into VAT (Invoicing Settings Invoice group), you have to change Initial value of number line of included overpayments to VAT (VAT documents), in Overpayments section following the same logic.

Client´s Cash Payment

If you continue to use numbering of cash receipts for clients´ payments base on invoice groups (settings: Invoicing Settings General, ID hotovostni_doklad_rozdeleni = 1), you have to change Cash Receipt Number in Client card, Invoicing - Receive payment in cash.

No. One IBAN equals one invoice group. You cannot have more IBAN codes for one invoice group.

Here you will find basic settings for you to start using Invoicing module.

General settings

The very first set up to be performed is in Invoicing Settings General. There are items here that have impact on basic behaviour of the module. The most important items are:

Calculation example following settings in cena_dph_typ:

cena_dph_typ = 1

 Price incl. VAT = 11.85 - entered in ISPadmin

Rate = 20% - entered in ISPadmin

VAT = Price incl. VAT x coefficient

Coefficient = [rate/(100 + rate)]

VAT = 11.85 * [20/(100+20)]

VAT = 11.85 * 0,1666666667

VAT = 1.975

Rounded VAT = 1.98

Price excl. VAT = Price incl. VAT - VAT

Price excl. VAT = 11.85 - 1.98

Price excl. VAT = 9.87

cena_dph_typ = 0

Price excl. VAT = 11.85 - entered in ISPadmin

Rate = 20% - entered in ISPadmin

Coefficient = [(100 + rate)/100]

Price incl. VAT = Price excl. VAT x coefficient

Price incl. VAT = 11.85 * 1.2

Total incl. VAT = 14.22

VAT = Price incl. VAT - Price excl. VAT

VAT = 14.22 - 11.85

VAT = 2.37

Create Invoice group

Invoicing Settings Invoice group

Each client belongs to a certain invoice group which represents provider´s company. If you are one company, one invoice group is sufficient. Some ISP´s compose of more companies, hence more invoice groups for each company. Each invoice group has its own logo and stamp for invoices. Also, all data such as numerical series, invoicing, statistics or clients are kept separately. Each invoice group must have its own numerical series.

Bulk Generation of Invoices

You can issue invoices in bulk by invoice groups in Invoicing Invoices Invoices.

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Useful

Creation of standalone invoice

Proforma invoices

You cannot change invoice layout.

You can only change the following (Invoicing Settings Invoice groups

• Logo
• Stamp
• Corporate data
• Postscript displayed on bottom of invoice

In Invoicing Settings General, you can also disable displaying some values on invoice:

• dont_show_bank_information – account number, bank name, IBAN and BIC
• dont_show_ss – specific symbol
• dont_show_vs – variable symbol

In Invoicing Settings Invoice Groups, while adding a new group (+ Add new group), or editing an existing one :

Settings

Logo

Stamp

 The easiest way to convert stamp or logo picture is to paste it to MS Windows Painting application. Then you select a requested PNG format, and save the picture.
This settings will be applied at next printing of invoices. Invoices issued prior to this change will remain unchanged.
Click on show to display picture preview, or Preview to display entire invoice.

Removal

If you fill in millimetre values (width, margins) with 0 the picture will not be shown at next printing of invoices.

 This way you discontinue logo or stamp display for newly issued invoices. It is possible to correct issued invoices only by their cancelling and issuing new ones. Ultimate solution is to use database intervention of our technical support.

You may export invoices into your accounting software if it is supported by ISPadmin. Set export type up in Invoicing Settings General, ID export.
Currently supported export types are:

• Univeral XML
• Other: On request

Standalone Invoice

Invoice Due Date - the system automatically offers Issue date + number of invoice due days as defined for a client.
If client has no individual number of invoice due days the system works with value defined in Invoicing Settings General, ID splatnost_faktur.

E.g.: Invoice due date is set to 14 days in the system. No individual due date is set for client. When standalone invoice with issue date of 1 February, 2015 is issued, the system pre-fills due date 15 February, 2015.

Bulk Generation of Invoices

During bulk generation of invoices the system sets due date according to client set up. If no individual due date is set for client the system uses value from Invoicing Settings General, ID splatnost_faktur.

E.g.: Global due date is set to 14 days, one client has an individual due date of 20 days. During bulk generation of invoices with issue date of 1 February, 2015, all clients will have due date of 15 February, 2015, the client with 20 days will have due date 21 February, 2015.

If you want to issue invoices in foreign currency you can do so in a few ways. Which one you select depends on certain circumstances. The following examples will help you choose the right one.

If you are issuing invoice in foreign currency occasionally, choose method 1.

If you do so regularly, opt for method 2.

Method 1:

You do not need to create a separate invoice group. You can issue invoice in the same numerical series. The only thing to do is to set a different currency and VAT. To be able to do so, you have to enable editing currency and VAT for issued invoice in Invoicing Settings General: So modify the following two ID’s: "currency_change" and "vat_change".

Then you issue an invoice and change VAT rate (usually, invoices going abroad are with 0% VAT). Save invoice and edit it, changing currency as well.

If you want to send the invoice, go to Client card, switch ISPadmin to foreign language and send the invoice. The invoice will be sent in foreign language.

Method 2:

If you issue more invoices in foreign currency, we recommend you add a separate invoice group. Then you have e.g. 2 invoice groups for one company. You define the right bank account and currency for each invoice group. You then issue invoices by currency. 

Let’s assume you use FIO bank. Go to InvoicingBankFIO to display all incoming payments. Click Match to match payment to a client - search client in Client field. A list of possible clients will be displayed, select the one you want and press Add to credit. Amount will be recorded to client’s credit.

Currency is loaded from invoice group set up. You have to set up currency for correct export functionality (Invoicing Settings Invoice Groups.)

You may define your own descriptions of invoiced items in SettingsActive servicesGeneral.

When viewing a particular credit note, you have to use the Confirm the credit note button. Afterwards the invoice is marked as settled.

No, the PayU payment gateway is not supported by ISPadmin.

You can change the descriptions of items on an invoice in SettingsService GroupsGeneral.

If there is any text in the Flat rate - note item in the Client card, this text is added to a concrete invoice item.

On this page, you can find out how to appropriately and correctly set invoice numbering.

1. Two different invoices must not have the same number. Invoice numbers are unique, which make it possible to search for and unambiguously identify individual invoices.
   
   
2. The maximum recommended length of an invoice number is 10 characters. This recommendation stems from the fact that banks and business applications usually expect that the variable or specific symbol on an invoice has a maximum of 10 characters.
   
   
3. You can choose the invoice numbering format according to your needs, but it is necessary to stick to it.
   
   
4. When generating invoices, you can set the default invoice number for a given invoice group in Opening invoice number / SS (or Opening VS)*.
   
   * Note: The way the field is named (either Opening invoice number / SS or Opening VS), depends on the setting of the vs_ss_exchange key in InvoicingSettingsGeneral. If the value = 0, then Opening VS is displayed. If the value = 1, then Opening invoice number / SS is displayed.
   
   

5. Each invoice group has its own numerical series.
   
   

   Example:

   Invoice group 1 Opening invoice number / SS (or: Opening VS) 2018100001
   Invoice group 2 Opening invoice number / SS (or: Opening VS) 2018200001
   
   

6. If it is even remotely possible, the numerical series should be pending, without interruptions. Thus, it should not happen that invoice No. 2018100003 follows invoice No. 2018100001.
   
   
7. If you enter 2018000001 as the opening number of a series, then this number is assigned to the first invoice. Whenever a new invoice is issued, its number is the number of the last invoice increased by 1.
   
   
8. Numerical series are, as a rule, changed at the beginning of every year. For example: In 2017, the opening number was 2017000001, while in 2018, it was 2018000001.
   
   
9. The opening number of a new numerical series for a given invoice group must always be greater than the highest used invoice number for a given invoice group. If the opening number of a new numerical series were lower, the system would use the highest used invoice number and increase it by 1.
   
   
10. You need to adhere to the set numerical series not only when generating bulk invoices, but also when issuing individual invoices.
    
    

  Change of numerical series for invoicing

In Invoicing Bank, you can now settle more than one invoice at once (There is no need to add excess amount to overpayment). If it is possible to settle more invoices with one payment, you will see here the following option: Pay more invoices. In the next step, you will be able to select which invoices are to be settled. The remaining amount to be paid then goes to credit.

In Settings Syst. settings General in the voip_offset item, you can state that you want to issue VoIP invoices for:

• 0 - the current month
• -1 - the previous month
• -2 - the month before last

Invoice emails are sent from the email address that you have entered on the configuration page of a particular invoice group. You can change the setting in Invoicing Settings Invoice group. In the Invoicing information section, find the E-mail field and type in the address you want.

Go to Settings Syst. settings Inventory. In the Description of pending items to invoice table, activate/deactivate individual items according to your needs.

If you cannot import a CSV file from your bank to the ISPadmin system, check whether the file in question is in the requested format. You can do that by going to Invoicing Bank Import, clicking on the icon in the Type item and choosing to have a look at an example of a CSV import file in the pop-up window that appears. Then you compare the downloaded file with your original one and make the necessary modifications.

Check whether there are bank emails in the Invoicing Bank E-mail tab.

If they are not there, it is necessary to find out whether the connection to the email account works correctly. You can do that in Invoicing Settings Bank Bank - e-mail (Connection test).

Check whether bank emails have been wrongly classified as Bulk. If so, move them to the Inbox folder so that payments can be imported to the system.

Payments can be manually added to the system in Invoicing Payments Payments.

VAT is calculated for each individual invoice item. It is always rounded to 2 decimal places. The total VAT amount is a sum of individual VAT amounts.

In order to have your PayPal-payments matching functional, each individual payment has to be started via PayPal button in the Client portal. Payment notification should then be visible in the Apache server logs following this command: cat /var/log/apache2/access_support_ispadmin.log | grep notify.

Configure notifications on your PayPal account as follows

Should PayPal payments fail to be delivered to ISPadmin, check the settings as follows:

• Profile and settings > My selling tools > Instant payment notification - Update > notification URL: set URL to https://admin.yourispadmin.com/new/www/paypal/notify, replacing admin.yourispadmin.com with your actual data
• Receive IPN messages > Enable

Column are separated by semicolons (";"). Example: 1796;John Doe;7620784;30.1.2018;10000