Billing features and field modes
Switch Billing features on or off with a second administrator, and choose how the date of supply and party fields behave.
Required permission: Company administrator
Before you begin
- You are a company administrator with configuration rights.
- Changes need two people: one proposes and a different administrator approves. Nobody approves their own proposal.
Features
Open Administration > Applications > Billing > Features.
| Feature | Effect when off |
|---|---|
| Invoice approval policies | No approval applies; the Approvals and Approval policies menus are hidden; pending invoices post. |
| Refunds of credit notes | Refunds menu and routes are refused. Existing refunds stay readable on credit notes. |
| Recurring invoices | The menu is hidden and the daily run skips the company. |
| Instalment schedules from payment terms | New invoices get no instalments; existing schedules stay. |
| Revenue recognition (deferral) | Defer revenue is refused; existing deferrals keep releasing. |
These capabilities are always on and cannot be switched: Customer invoices from orders, Supplier bills, Credit and debit notes, and the Frozen legal snapshot on issue (protected). Self-billing and evaluated receipt settlement are shown as planned, not available yet.
Steps
- Switch the feature you want to the new position.
- Press Preview impact. For example, turning off approvals shows "1 document(s) waiting for approval will no longer need it."
- Press Propose.
- A second administrator opens the proposal and presses Approve.
The menus change when the proposal is approved.
What can block a change
- Refunds off: '1 refund(s) are requested or approved and not paid. Decide or pay them first.'
- Recurring invoices off: '1 recurring contract(s) are running. Pause or end them before turning recurring invoices off.'
Decide or pause the items, and propose again.
Field modes
Open Administration > Applications > Billing > Fields.
- Date of supply: Hidden, Optional or Required. When Required, a draft without it cannot post: 'Enter the date of supply: this company requires one on every invoice.' The field shows *. When Hidden, the box disappears and posting takes the invoice date; a value sent anyway is refused: 'Date of supply is turned off for this company.' When Optional and left empty, posting uses the invoice date.
- Sold-to, bill-to and payer: Hidden or Optional. Hidden removes the pickers; existing values are still shown, and a value sent anyway is refused: 'Sold-to, bill-to and payer is turned off for this company.'
Changing a mode follows the same Propose and Approve steps.
What happens next
The switch takes effect for new actions. Documents already posted keep their data.
Good to know
- The Required mode notes that drafts without a date of supply will need one before they post. Fill them in before posting.
- The date of supply cannot be more than a year after the invoice date: 'The date of supply is more than a year after the invoice.'
- Turning approvals off is a control change. Review it with your finance lead before you approve it.
- Policies themselves are set up in Billing policies.