Monthly Invoice

Update payment terms:

• 01-Immediate Payment
• 02-Immediate Payment - Chorus
• 03-Immediate Direct Debit
• 04-Direct Debit at the Beginning of Next Month
• 05-Direct Debit at the End of the Month
• 06-Monthly Direct Debit January (Start of Month)
• ... (and so on for each month)

Payment Condition Logic:

• If the total (including VAT) is less than the minimum value (defined in parameters), accounting entries are not split and the invoice has only 1 direct debit.
• Otherwise, direct debits are calculated as follows:
• If the invoice date is after the 25th, the first direct debit is 2 days after the invoice date.
• If the invoice date is the last day of the month, the first direct debit is the second day of the following month.
• If the invoice date is on or after the 25th but not the last day, the first direct debit is the first day of the following month.
• Subsequent direct debits are on the 1st of each following month.

After a 3-year subscription is generated, the next invoice date is set to the current day, and the end date is set to the start date plus 3 years, with the month set to December and the day to 31. After clicking "Generate Invoice", the next invoice date is set to the first day of the following year. Note: This change is currently managed in the annualization module but is mentioned here for completeness.

A few new parameters are added in Sales > Configuration > Invoicing:

1. Minimum amount for direct debits

Field label: Minimum amount for direct debits (in euros).

This value is used to:

• Calculate accounting entries
• Calculate direct debits in the invoice form
• Filter invoices for payment batch generation

The value is compared with the total (including VAT) of each invoice.

2. Sale Journal

Field label: Sale Journal.

This field is used to select the journal used for the direct debits.

3. Bank Journal

Field label: Bank Journal.

This field is used to select the journal used for the direct debits.

1. New "Direct Debit" Tab

A new tab is added to the invoice form to display a list of direct debits. This list can be modified, but once changed, it cannot be regenerated automatically. Details: The tab is visible if the invoice has direct debits. If the user does not manually change the direct debits, their values and dates are copied from the accounting entries and are regenerated when those entries change. The user can also force regeneration by clicking the "Regenerate" button.

2. Direct Debit Text

If the invoice has direct debits, this text is shown below the amount (in the Invoice Lines tab).

3. New Fields: Start Date of Billing Period and End Date of Billing Period

This new field is used to change the period covered by the invoice. If empty, the first direct debit date is used; otherwise, the value of this field is used as the start date.

1. Menu Item: Generate Payment From Direct Debits In Batch

This menu item is only visible to users who have permission. Clicking it shows a list of payment batches.

2. Payment batch List

This list shows all payment batches. Row color indicates status: - Black: New - Green: Executed - Grey: Cancelled

3. New Payment Batch's form

Fields:

• Subscription category (required): filters invoices linked to subscriptions of this category


• Start date (required) and End date (required): filters direct debits with invoice dates between these dates


• Journal (required): journal used for payment batches


• Payment method (required, default SEPA Direct Debit): payment method used


• State: new, executed, or cancelled


• Direct debits to pay: filtered by category and date range; recalculated automatically when fields change. If a line has previous unpaid direct debits, it is shown in blue.

Extra Information: - Total: sum of all amounts to pay (auto-calculated, not editable) - All field changes are tracked.

Execute payment batch: Use the "Execute" button on new records. This process does these steps:

• 1. Filter invoices by form fields and conditions (3-year annual subscription, total > minimum, state=posted, unpaid/partial, at least one unpaid direct debit)
• 2. Filter direct debits in those invoices (unpaid/partial, date in range)
• 3. Create payment batches for all found direct debits using form info
• 4. Send email to customers with button "Send to customers"
• 5. Show results (see next section)

4. Executed Payment Batch Form

All fields are read-only except "Direct Debit Reference". "Execute" and "Update Direct Debits" buttons are hidden. "Cancel All Payments" is visible. Execution results are shown:

• Amount Paid
• Executing User
• Execution Time
• Number of Payments Executed
• New "payment batches" tab: non-editable list
• "Direct Debits" tab: shows debits, results, actions, and status color

Only administrators of Accounting Odoo can see, create, and execute payment batches. Normal users can only see the list of payment batches, and work with the direct debits.