The invoice wizard will help you with the following:

• Create all invoices for a particular invoice interval

• See all invoices at a glance

• Find the right invoices easily using the invoice search and

• Create a print job for all invoices immediately.

Invoices are always created out of pre-invoices. Go to Overview and open the Invoice Wizard ( lightening ) or Invoice Wizard (New)

Invoice Wizard ( New)

The New Invoice wizard is based on the new lightening technology and functions in a similar manner as that of invoice wizard(lightening) except the few enhancements discussed below:

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• Performance Improvement
  We have introduced an admin setting under Pre-Invoices & Invoices to control the number of records displayed in the table:

  • Setting Name: Number of invoices in the Invoice table in the Billing Run.

  • Type: Number field accepting values from 1 to 2000.

  • Function: Max number of billing run records has the limit of 2000. So customer can invoice upto 2000 pre-invoices in a single billing run.

• Preset Legal Entity:
  If the organization has only one legal entity, it will be preselected automatically in the wizard.

• Checkbox Filters:
  The Invoice wizard (New) maintain the functionality introduced in the last version:

  • Filters can handle true, false, or none values using a picklist, supporting simultaneous filtering for multiple states.

• Dispatch Type Selection: Allow users to select and change the dispatch type for individual items directly within the , replicating the functionality of the older Visualforce page.

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• Sorting Fix:
  Ensure selected items remain highlighted even after sorting.

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• Closed Period Restrictions:

  • Closed accounting periods cannot be not be selected for invoicing.

  • If manually added or left empty, the system will display an error when saving.

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• Field Presets for Customers:
  Introduce a feature setting that allows customers to preset default values for specific fields in the Billing Run.

• Invoice All Button:
  New invoice All Button has been added to Bypasses the table and directly selects all pre-invoices matching the filter criteria.The invoice setting opens directly without loading the records table.

• "Filter" Button:
  Loads the table with up to 50 records initially and supports infinite scrolling (50 items per scroll) upto a maximum of [admin setting value] records.

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Invoice Wizard (Lightning) we strongly recommend using new version of the billing run above

The four phases of the billing run :

1. Update Pre-invoices - Please note, that this phase is not existing in the Old Billing run

2. Assign a number to invoices 

3. Create PDF documents

4. Send PDF per email to the recipient(s)

5. Filter Invoice Criteria
   

   1. To be able to transform a pre-invoice into an invoice, first search for the according pre-invoices using these filters:

      1. Find pre-invoices by selecting a Payment Interval, Payment Start or Due Date, or additionally, search for Media Campaign name accounts associated or use the Campaign Runtime or Billing Run Start/End Date.

      2. You can also set the Planned Invoice Date (Start and End) manually.

      3. Click the button Filter to start the search or Reset to clear all filters

6. Invoice all selected Records

   1. To create invoices:

      1. Select the records you like to invoice by using the checkboxes.

      2. Click the button Invoice selected Records to convert pre-invoices to invoices.

      3. Click the button Reset to define other specific filter criteria to find pre-invoices.

   2. Configure which fields show in your Invoice Wizard Lightning data table through a feature setting

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7. Invoice all selected Records

   1. Configure the invoice settings for your billing run, such as Invoice Date (see point b), Accounting Period

      1. You can configure the invoice date for all invoices in your Billing Run using the Invoice Date Field. Leaving this field blank invoices all invoices with their planned invoice date

      2. When Accounting Periods are in use, you will need to assign an Accounting Period to the billing run. This will be pre-populated based on the Invoice Date entered but you can also change this manually. 

      3. You can also opt to receive additional email notifications throughout each phase of the billing run

      4. Press Invoice selected Records to start your billing run

   2. From version 2.125 onwards, you can configure the default Invoice Date for your Invoice Wizard directly in the Administration Settings.
      
      

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Invoice Wizard (we strongly recommend using Lightening version of the billing run above)

1. Filter Invoice Criteria
   
   

   1. To be able to transform a pre-invoice into an invoice, first search for the according pre-invoices using these filters:

      1. Find pre-invoices by selecting a Payment Interval, Payment Start or Due Date, or additionally, search for Media Campaign name, and accounts associated or use the Campaign Runtime or Billing Run Start/End Date.

      2. You can also set the Planned Invoice Date (Start and End) manually.

      3. Click the button Show Invoices to start the search.

2. Invoice all selected Records
   
   

   1. To create an invoice(s):

      1. Check the Pre-Invoice update status to ensure all the information on CI is up-to-date

      2. Select the records you like to invoice by using the checkboxes.

      3. Click the button Invoice selected Records to convert pre-invoices to invoices.

      4. Click the button Back to Criteria Input to define other specific filter criteria to find pre-invoices.

      5. Choose between Email or Print to define if you want to print all invoices or send them via email. If you always use one type have your administrator select that one as a default value or establish a workflow.

   2. From version 2.125 onwards, you can configure the default Invoice Date for your Invoice Wizard directly in the Administration Settings.

Version 2.109 and up: You can set up a list of email recipients for the result emails. Find out how here: 7.2.10 How to configure additional email recipients for ADvendio processes and features

1. Introduction

The Invoice Wizard (Lightning) helps automate invoice creation from pre-invoices, streamlining your billing workflow. It supports filtering, assigning invoice numbers, generating PDFs, and sending them via email.

2. Key Features

3. Step-by-Step Setup

Pre-requisites:

• Ensure access to relevant campaign data.

• Administrator rights may be required to configure invoice settings.

Steps:

1. Navigate to the Invoice Wizard (Lightning).

2. Filter your pre-invoices: Use filters like payment interval, campaign runtime, or invoice date to find pre-invoices.

3. Select pre-invoices: Check the boxes next to the pre-invoices you wish to convert.

4. Configure settings: Assign an invoice date or accounting period as needed.

5. Run the process: Click "Invoice Selected Records" to convert pre-invoices to final invoices.

6. Finalize: PDFs are automatically generated and emailed to recipients.

4. Common Use Cases

• Monthly Invoicing: Quickly generate invoices at the end of the month for recurring campaigns.

5. FAQs

Q1: What filters can I use to find pre-invoices?
Use campaign runtime, payment interval, or planned invoice date.

Q2: Can I automate invoice sending via email?
Yes, you can configure default settings to send invoices automatically via email once generated.

6. Related Articles

• How to Configure Billing Run Settings

• Troubleshooting the Invoice Wizard