📍 Where can I find this module?
Main menu > Sales > Invoicing
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 data is recorded via Sales > Item Consumption. Data can be entered manually or imported via a routine from a system external to KAFINEA.
A consumption record 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 during invoicing.
You can also indicate whether a usage has already been billed by checking the ***Billed*** option in the Invoicing. The consumption will then naturally be excluded from any invoicing process. In the same section, you can also specify the invoice which the consumption is billed.
Consumption invoicing #
There are several methods for billing consumption.
- invoicing
The concept is simple: an invoice, for the customer concerned, to which unbilled consumption is integrated.
- Create an invoice the following path: * Sales > Customer Invoices, * – Use the "More" context menu button on the invoice to access the feature Add item consumption to the invoice.– In the window that opens, select the consumption to include (either for the month of the invoice the month preceding the invoice) – Confirm
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 account under Sales > Accounts Receivable, use the context menu button ( More) to access the Invoicing . This feature creates a billable purchase order for the customer in question.
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 invoice , simply finalize the order to lock it and use the context menu button Create invoice (via the More button). An invoice draft mode will open in a new tab. All the details from the purchase order corresponding to the purchases are included in the form.
- invoicing from a recurring order
When creating an order via the path* Sales > Customer Orders,* you can set up recurring invoicing to be automated.
An additional option is available in the Invoicing section: Add Consumption. Combining these two features will allow you to set up invoicing for item usage.
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:
- Price defined in the item's consumption details - Price defined in the pricing schedule applied to the customer (even if the listed price is 0) - Catalog price defined in the 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.