Item consumption corresponds to the consumption of products or services, such as bank charges or telephone units. They correspond to actual consumption, as opposed to monthly or fixed-rate consumption.
What's it like in KAFINEA? #
Consumption is recorded from Sales > Item consumption. Data can be recorded manually or routinely retrieved from a system external to KAFINEA.
A consumption can be created for a Item or a Service. It is also possible to enter a rate for the consumption. This rate will be applied first when invoicing.
It is also possible to define whether consumption has already been billed, by checking the option Billed option in the Invoicing. The consumption will then naturally be excluded from any invoicing process. In the same section, you can also enter the invoice in which consumption is invoiced.
Consumption invoicing #
There are several methods for billing consumption.
- Direct invoicing
The concept is simple: an invoice, for the customer concerned, to which unbilled consumption is integrated.
- Create an invoice from the following path: Sales > Customer invoices,
- Use the invoice's Plus pop-up button to access the Add consumption items to the invoice.
- In the window that opens, select the consumptions to be integrated (those of the month of the invoice or those of the month preceding the invoice).
- Validate
All unbilled consumption for the selected period is added as a detail in the invoice. If several consumptions concern the same item, they are aggregated into a single detail line and the quantities are cumulated.
- Customer account invoicing
From a customer's Sales > Customer Accounts account, use the More contextual button to access the ConsumptionInvoicing . This function creates a billable purchase order for the customer concerned.
All unbilled consumption for the selected period is added as a detail to the sales order. If several consumptions concern the same item, they are aggregated into a single detail line and the quantities are cumulated.
To generate the corresponding invoice , simply finalize the order to lock it and use the contextual button Create invoice (using the Plus button). An invoice in creation mode will open in a new tab. All the details of the purchase order corresponding to the consumptions are present in the form.
- invoicing from a recurring order
When creating an order, from the path Sales > Customer orders, you can set the invoicing recurrence to be automatic.
An additional option is available in the RecurringInvoicing section: Add consumption. Combining the two concepts will enable recurring invoicing item consumption.
This option allows you to include, during automatic invoice generation, not only the subscription defined in the purchase order, but also all unbilled item consumption for this customer, corresponding to the selected invoicing period.
Rates for invoicing #
When invoicing, whatever the method, pricing is applied according to the following order of priority, depending on the presence of information:
- Tariff defined in article consumption
- Rate defined in the rate schedule applied to the customer (even if the rate indicated is 0)
- Catalog price defined in item record
Good to know: If there is more than one consumption for the same item, with different rates, when invoicing, the highest rate will be applied to all consumptions for this item.