CRM update - Adjustments for invoices

We’ve been working hard over the past few months on an update to our Sales / CRM module. With this update, the module has become a complete package that allows you to fully manage the rental and leasing processes of locations within SIMA. From the initial housing request to the moment a contract needs to be created and invoices sent, everything can now be managed directly in SIMA. To make this possible, we’ve made several adjustments within the invoicing module.

• More fields have been added to the invoicing tile. Previously, the invoice date was always set to the day the invoice was sent, but it can now be managed and adjusted within the invoice itself or in a separate modal when sending invoices in bulk. In addition, you can now better manage the due date. Extra logic has been implemented as follows:
  • On the debtor, you can set a payment term, as before. If you do not fill this in, the default value is 14 days. You can also enter or modify the payment term on the invoice itself. This payment term applies to rental invoices, To Do invoices, or individual invoices.
  • When creating a rental invoice from a Sale, a different logic is applied. If you generate an invoice for January, the due date is the last day of the previous month, i.e., December 31. Rent for January must therefore always be paid before the start of the new month.
  • Important: When sending invoices in bulk, you will always be asked whether you want to apply the same payment term to all invoices. If the invoices have different payment terms at that point, you can correct them in bulk if needed.
• Previously, draft invoices could not be deleted; this is now possible with the added checkboxes for invoices. Using these checkboxes, you can also manually select which invoices to send. We have a bulk action to filter which invoices to send, but this allows for manual selection as well.
• Each invoice line is now linked to a cost center. Each location is linked to a cost center (cost center = a field on locations where the SIMA ID is automatically filled in, which can be overwritten), and this cost center is automatically applied to each invoice line associated with that location. When exporting invoices or sending them to your accounting package, this information is included.
• Each item can now have a default facility assigned. Invoices generated from To Do’s include items, but these items previously had no facility linked and therefore no general ledger account or VAT percentage. A field has been added in the My Organization tile to indicate which default facility should be applied to all items. Exceptions can still be adjusted directly on the invoice.
• Filling in the ‘Attention to’ field on invoices is now optional rather than mandatory.
• On an owner/tenant relation within the My Relations tile, you can use a checkbox to indicate whether you want to display the quantities for each invoice line. For example, if you rent a property to this relation with 4 beds (for 4 people), each invoice line will show (4p) next to the item name: rent (4p), linen (4p), utilities (4p), etc. If the checkbox is not selected, this addition will not appear on the invoice lines.
• On an owner/tenant relation, you can use a checkbox to indicate whether the relation wants consolidated invoices. If this relation has multiple sales for which an invoice needs to be generated, SIMA will generate a single invoice for all ongoing sales. If the checkbox is not selected, SIMA generates a separate invoice per sale.
• On the owner/tenant relation, you can indicate whether it is an internal or external relation, which may affect VAT percentages and general ledger accounts applied to invoice lines.
• On the owner/tenant relation, you can indicate whether a PO number is required on an invoice. If yes, the invoice cannot be sent until it is entered; if not, the invoice can be sent freely.
• Previously, when creating an invoice line, you could select the general ledger account to apply so that the correct VAT percentage was applied. We have now replaced the general ledger selector with a facility selector. Instead of choosing the general ledger account, you now select the type of cost. Based on the selected cost type, the correct general ledger account and VAT code are determined automatically in the background.

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