Invoices - Creating, Sending and Deleting Invoices

  Table of Contents
  1. Invoice Builder
  2. Invoice Configuration
  3. Emailing Invoices
  4. Applying Management Fees
  5. Add recurring line item templates and KPIs into site invoices
  6. Generating Invoices
  7. One off Invoices
  8. Consolidated Invoices
  9. Creating/Editing a Contract group
  10. Exporting Invoices
  11. Email Invoices
  12. Deleting Invoices

 

This customisable feature enables you to produce invoices for any time period. Create your own data table from a selection of KPIs and format the look of invoices, adding logos, headers/footers, messages, and other content. When you have generated the invoice, you can email it to individual sites.

Go to Kitchen Manager > Invoices

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Invoice Builder

Go to Admin > Invoicing [1] > Invoice Builder [2]

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Click and drag your chosen KPIs from the Available KPIs [3] table into either the Numbers [4] table or Costs [5] table, then click Save.

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Invoice Configuration

Go to Admin > Invoicing > Invoice Configure [1]

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Admin users can use the Invoice Configure options to set the following:

Create custom Invoice Prefixes [2]. The Invoice prefixes settings are used to set the Invoice Prefix rules; the starting Invoice Prefix can be alphanumeric (e.g. CAD), there is a 25 character/number limit and will be used at the start of every Invoice Prefix that is generated. The Invoice number length determines the maximum invoice number that can be generated (e.g. 4 can generate an invoice number up to 9999). The Invoice start number sets the first number sequence used to generate invoices, the range is limited by the Invoice number length (e.g. the range is limited from 1 to 9999). This number will increase for the following invoices you generate.

The Logos [3] are used to set the Header logo that will be placed in the header of the generated invoices. The Footer Logo will be the logo placed in the footer of the generated invoices.

The Subject line [4] will be generated on all invoices.

The From address [5] is for the Council or Caterer address, this is applied to the invoices when it is generated.

The Footer message [6] is for a specific message to the recipient of the invoice (e.g. Please pay this invoice within 7 working days).

The Email subject [7] filed is what will be generated in the email subject filed (e.g. Catering and Delivery Invoice) when the invoice is automatically sent as an email.


Emailing Invoices

Before this function can be used an email address must be recorded in the Site details. To add or edit an email address do the following:

Go to Data Collection > Sites > select your Site [1] > Contact 1 tab [2]

NOTE: If the Contract 2 and Contract 3 tabs also contain an email address the Invoice will also be sent to those recipients.

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Add or Update the Email field [3] and make sure there is a tick in the Email Invoices [4] checkbox and click Save [5].

IMPORTANT: Adding an email address after the invoice has been generated will not add the email address to existing invoices, you will need to generate a new invoice.

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Site-level invoice prefixes

Admin users can create custom invoice prefixes for different contracts. Setting the invoice prefix in a specific contract will use this as the default over the prefix set in  Admin > Invoicing > Invoice Configure.

Go to System > Admin [3] > Types > Contracts [1] > Add [2]/Edit Contracts popup

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The Description [1] data entry field and the Invoice prefix [2] data entry field can be alphanumeric with a 25 character/number limit.

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The Invoice number length [3] is limited from 1 to 12, for example:

Invoice number length [3] set to 3.

Invoice start number [4] range is limited from 1 to 999.

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Applying Management Fees

Management fees can be added to invoices to improve clarity for what is being charged to each site.

Go to Kitchen Manager > Sites > select a site [1] > in the Edit Site window open the Contract tab [2]

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In the Management Fee [3] (£ per period) field enter the £ value, this is limited to 2 decimal places (e.g. 2.00).

Click Save [4] to complete the action.

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Add recurring line item templates and KPIs into site invoices

Invoices which include recurring charges (e.g. Management Fees, spillages and breakages) can now have a global default template for reoccurring items and the fees as required. KPIs can also be setup for each invoice fee which records a value for each site daily. These can be changed at Site level.

NOTE: The KPI IDs cannot be modified once saved.

Go to Kitchen Manager > Admin > Invoicing [1] > Recurring Charges [2]

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Enter an Invoice charge Name [3] (e.g. Administration Fee), a Default Value [4] (e.g. 20.00), press Enter to complete the action, the KPI ID [5] is automatically assigned, then press the Save [6] button.

Go to Kitchen Manager > Sites > select a Site > in Edit Site window click the Invoicing tab [1]

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  1. Description: The name of the Recurring Line Item, this is un-editable.
  2. Value: The user can set a site-specific value if Use Default is un-ticked.
  3. Use Default: The user can specify whether to use the default value (ticked checkbox) or to set a site-specific value (unticked checkbox)
    NOTE: When the Default Value is selected the editable Value option is greyed out.
  4. KPI ID: This is automatically updated and is un-editable

Follow the standard Invoice generating process, this invoice will include the recurring Administration Fee that has been applied in the previous step.

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Generating Invoices

Go to Kitchen Manager > Invoices > select a Region, Type, Contract, Site [1] or Group > click Generate [2]

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In the Generate Invoice pop-up box set the Period Start [1] and Period End [2] dates and click Generate [3].

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Note: In the calendar, any dates already used by a generated invoice(s) are greyed out and are not available for you to select.

If the invoice has been generated but there is no data available to generate an invoice it will be given a No Data [1] status. If this happens there is no data available in the Data Collection and/or Payments module to be applied to the Invoice.

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NOTE: The Admin User can filter Type [2] to show all invoices with No Data. Also, if required, Select All and Delete.

When the Invoice is successfully Generated [3] click on the Invoice and select Open Invoice [4] to download a PDF of the Invoice.

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One off Invoices

Administrators can create one-off invoices for items without including any information regarding monthly meal numbers.

Go to Kitchen Manager > Invoices > select a Region, Type, Contract, Site or Group > set the Type [1] > set the Date Range [2] > click One-off Invoice [3] button

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In the One-off Invoice pop-up window enter a reason (i.e. Staff Training) for the invoice charge into the Name column [1], a monetary Value [2] (i.e. 10.5) and press Enter, select a Site [3] or sites using the checkboxes, then click Generate [4].

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Consolidated Invoices

Generate a single invoice for all the sites in a contract to consolidate multiple invoices into one document. 

Go to Kitchen Manager > Invoices tab [1] > select a Contract [2] in the tree menu > click Generate [3] > set Period Start [4] and Period End [5] dates > click Consolidated Invoice checkbox [6] > click Generate button [7]

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NOTE: The Consolidated Invoice checkbox is only available when a Contract [2] is selected in the tree menu.

Each of the tables in the consolidated invoice contains the combined data for all sites in the selected Contract [2], there is not a separate table for each site.

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Creating/Editing a Contract group

Go to System > Admin [1] > Types > Contracts [2] > click Add [3]

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In the Add Contract Window fill in the following details:

Contract Tab

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  1. Description – Alpha-Numeric entries can be used. The description will be Contract name displayed in the KM Invoices tree menu. It is advisable to use the name of the Site, Area or District.
  2. Name – Maximum 50 characters. It is advisable to use the name of the Site, Area or District.
  3. Address – Enter up to 2 lines of text, separated with a comma, for the address (e.g. Charlotte Place, Queen Charlotte Street)
  4. City – Enter the City or Town name (e.g. Bristol)
  5. Postcode – Enter a complete postcode with no spaces (e.g. BS14EX)

Contact Tab

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  1. Name –Enter the Point of Contact’s (POC) Full Name (e.g. Jonn Smith)
  2. Position – Enter the Job title/position of the POC (e.g. Contract Manager)
  3. Phone – Enter the landline phone number for the POC (e.g. 01179000000)
  4. Mobile – Enter the mobile number for the POC (e.g. 07970111222)
  5. Email – Enter the full email address for the POC (e.g. Johnsmith@contract.com)
  6. Email Invoices checkbox – Tick this checkbox if you want invoices to be emailed to the POC.

Invoice Tab

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  1. Invoice prefix – Alpha-Numeric with a 25-character limit. Use this to help easily identify invoices for a Contract (e.g. CYP)
  2. Invoice number length – Set the maximum number length an invoice can use (e.g. 3 = 001)
  3. Invoice start number – Set the start number for an invoice (e.g. 3 range is limited from 001 to 999)
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Exporting Invoices

Invoices that have been successfully generated can be exported individually or in bulk.

Export single invoice

Go to Kitchen Manager > Invoices > select a Region\Type\Contract\Site\Group > click on the Invoice [1] > select Open Invoice (PDF) [2]

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The Invoice PDF will be downloaded to your default download folder.

Export multiple sites' invoices

Go to Kitchen Manager > Invoices > select a Region\Type\Contract\Site\Group > click the Export [1] button > select either Export Grid or Export Invoices [2]

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The export options are as follows:

Export Grid - The 'Export Grid' option exports an excel file of the invoices displayed in the main grid.

Export Invoices - The 'Export Invoices' option will generate a zip folder which contains a copy of all the generated invoices for each site. An Export Invoices popup will request the email address(es) to send the zip folder to. The zip folder is password-protected with a 4-number pin, a second email with the pin number is sent to the email address(es).

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NOTE: when entering multiple email addresses separate the addresses with a semicolon (;).

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Email Invoices

The Email To [1] column in the Generated invoices table confirms which invoices can be emailed, to filter the invoices which have an email in the Email To column do the following:

Go to Kitchen Manager > Invoices > select a Site > set Type drop-down [2] to Email

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Select individual invoices using the Tick box [3] or click Select All if there are more than one invoice.

Click Email Invoices, a Pop-up box [1] states that once sent the invoices cannot be modified, click OK [2] to proceed.

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Use the Type drop-down filter to select Sent [3] to see your sent invoices.

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NOTE: If you need to add cc and bcc email addresses please contact Cypad Support.

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Deleting Invoices

Select an invoice with status Generated or No Data and click Delete Invoice [1].

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A pop-up box will ask if you want to delete the selected invoice, click OK [2].

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Another pop-up box will ask if want to leave the selected invoice intact, click No [3] to delete the invoice.

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If you press Yes [4] the invoice will not be deleted. This feature prevents you from accidentally deleting an invoice.

NOTE: If an invoice has status Email Sent you cannot delete it.

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