End-to-end workflows
How work moves through Billing from start to finish, who does each step and what the system does in response.
On this page (8)
Order to cash with approval, instalments, credit and refund
Who: Accountant A (billing.manage, document.invoice); Controller B (billing.approve, billing.refund.approve); Accounting user
| # | What the person does | What the system does |
|---|---|---|
| 1 | Controller B: active approval policy threshold 10,000 (made by B, activated by another controller) | Policy Active |
| 2 | Sales: confirm SO 10 x 1,100.00 + VAT 5% for a customer with terms 50/50 (30 days); deliver it | SO delivered; Billing > To invoice shows To bill 10, value 11,000.00 |
| 3 | A: To invoice > tick > Create invoices > Submit | Draft INV: net 11,000.00, VAT 550.00, total 11,550.00; chip Needs approval |
| 4 | A: try Post | Refused: 'This document needs approval before it posts. Send it for approval.' |
| 5 | A: Send for approval | Pending; on Billing > Approvals with Asked by A |
| 6 | A (if A also holds billing.approve): Approve | Refused: 'Somebody other than the person who prepared this invoice must decide it.' |
| 7 | B: Approve | Approved by B |
| 8 | A: Post | Posted/Issued; Dr Receivable 11,550 / Cr Revenue 11,000 / Cr Output VAT 550; snapshot with SHA-256; instalments 5,775.00 + 5,775.00 |
| 9 | Accounting: receive 5,775.00 against the invoice | Instalment 1 Paid, 2 Open |
| 10 | A: Credit note for 2 units (API lines) with reason RETURN; Post | Credit note 2,200.00 + 110.00 = 2,310.00; Dr Revenue 2,200 / Dr VAT 110 / Cr Receivable 2,310 |
| 11 | A: Refund 2,310.00 by bank (if the credit is not applied to the open instalment) | Refund Requested |
| 12 | B: Approve the refund; A: Mark paid with reference after paying in Accounting | Approved then Paid; Correction chain shows invoice > credit note > refund |
Wrong invoice: credit and rebill
Who: Accountant A, Controller B
| # | What the person does | What the system does |
|---|---|---|
| 1 | Posted invoice INV-A with the wrong price | Issued |
| 2 | A: Credit and rebill with reason PRICE | Draft credit note against INV-A and draft INV-B 'Replaces INV-A' |
| 3 | A: correct INV-B's price in the document; post INV-B (approval if needed) | INV-B posted |
| 4 | A: post the credit note | INV-A balance cleared by the credit note |
| 5 | Open Correction chain report | INV-A, its note and INV-B linked |
Vendor bill to debit note
Who: AP clerk (billing.manage)
| # | What the person does | What the system does |
|---|---|---|
| 1 | Purchase: PO confirmed and received | Billing > To invoice (Suppliers) shows it |
| 2 | Create invoices on the supplier side | Draft bill |
| 3 | Post the bill (matching holds apply from Purchasing) | Bill posted: Dr Expense/Stock + Dr Input VAT / Cr Payable |
| 4 | Credit note action on the bill with a debit reason | Draft debit note against the bill |
| 5 | Post the debit note | Payable reduced; listed under Vendors > Debit notes |
Recurring contract
Who: Accountant A
| # | What the person does | What the system does |
|---|---|---|
| 1 | New recurring contract, monthly, 1 line 1,000 + VAT5, First period = 1st of last month, Auto-post off | Draft |
| 2 | Start | Running; Next invoice = 1st of last month |
| 3 | Run (or wait for the 05:00 job) | Two draft invoices (last month, this month), 1,050.00 each; Next invoice = 1st of next month |
| 4 | Run again | Nothing new |
| 5 | Pause; edit price to 1,200; Start; next run | Next period's invoice 1,260.00 |
| 6 | End | Ended; no more invoices |
Issue profile (UAE tax invoice)
Who: Controller B, Controller C, Accountant A
| # | What the person does | What the system does |
|---|---|---|
| 1 | B: Issue profile AE requiring partner.tax_id, company.tax_registration, billing.supply_date, document.lines_tax_code; C activates | Active |
| 2 | A: draft invoice to a customer without TRN; open the billing record | Missing: Customer tax registration number, Date of supply |
| 3 | A: Post | Refused: 'The issue profile <CODE> needs: ...' |
| 4 | Add the customer's TRN (15 digits) and a date of supply; Post | Posted; snapshot holds the TRN |
| 5 | Change the customer's TRN; reprint | Print keeps the TRN as issued |
Grouping policy across orders
Who: Controller B, Controller C, Accountant A
| # | What the person does | What the system does |
|---|---|---|
| 1 | B: grouping policy key customer_po, max orders 2, Company default; C activates | Active default |
| 2 | Three SOs same customer: two with PO-1, one with PO-2 | All on To invoice |
| 3 | A: tick all > Create invoices | Preview: 2 invoices (PO-1 pair, PO-2 alone, split by customer_po) |
| 4 | Submit; press again (same selection) | 2 invoices, not 4 |
Revenue deferral
Who: Controller B, Controller C, Accountant A
| # | What the person does | What the system does |
|---|---|---|
| 1 | B: recognition policy SUPPORT-12M, 12 months, next month start, accounts 2400/4000; C activates | Active |
| 2 | A: invoice 12,000 of SUPPORT-12M + VAT; post | Revenue 12,000 booked |
| 3 | A: Defer revenue | Dr 4000 12,000 / Cr 2400 12,000; deferral created starting the 1st of next month |
| 4 | Accounting: approve the deferral; run releases | 1,000.00 per month moves back to revenue |
Feature switch with two admins
Who: Admin A, Admin B
| # | What the person does | What the system does |
|---|---|---|
| 1 | A: Applications > Billing > Features: Refunds Off; Preview | Impact lists blocking refunds if any |
| 2 | Pay or cancel waiting refunds; A proposes again | Proposal waiting |
| 3 | A tries to approve own proposal | Refused (somebody else approves) |
| 4 | B approves | Refunds menu gone; refund routes refused; existing refunds still readable on credit notes |