Work With Client Portal

Dashboard

1. Connection to ERP
2. Link to fetch new invoices
3. Unsolved errands
4. Overview over invoices that have been sent out
5. Undue invoices
6. Overdue invoices 1-30 days
7. Overdue invoices 31+ days
8. Overview over financed invoices.

Invoices

1. Create an manual invoice
2. Create a manual credit invoice
3. Filter on invoices status
4. Set costumer identification number
5. Choose if the invoice should be financed or sent out by invoice service.
6. Add connected files
7. Show preview of invoice

Connect files. The paperclip in the Connect Files column of an invoice row opens “Connect files to invoice”, with two tabs. The number on the paperclip counts the files already connected.

Tab	What it takes	What happens
Attachments	One PDF, up to 10 MB	Sent along with the invoice when it is distributed
Other files	Any file type, up to 24 MB	Connected files are not sent with the invoice. The debtor can download them in the Debtor Portal

Only one attachment per invoice is supported, and a second upload is refused. To send several documents with an invoice, merge them into one PDF, create the invoice as usual, and attach that PDF.

Errands

1. Unresolved bookkeeping errands
2. Needs decision regarding next step
3. Provide identification number
4. Provide correct adress
5. Provide correct E-mail
6. Choose to see all
7. Choose next step for invoices
8. Provide identification number
9. Provide adress
10. Provide E-mail

Customers

See all debtors in the system

Bookkeeping

1. Overview over all bookkeeping on invoice service
2. Overview over all bookkeeping on Factoring Loan
3. Overview over all bookkeeping on Factoring Sell
4. Export bookkeeping and payment files
5. General account statement

Reports

1. Select reports
2. Choose type of report
3. Filter report after data you are after
4. Generate reports

Ways to register invoices

Way	How it works
Integration with the ERP	The invoices are imported straight from the ERP. This is the recommended way. The Client Portal then shows the sync controls where New Invoice would be. See Onboard ERP Integration.
PDF reader	Press New Invoice and drop the invoice PDFs on Generate from PDF. The portal reads each PDF into an invoice for you to review and register.
By hand	Press New Invoice and choose Create Manually.

The PDF reader takes PDF files only, up to 10 invoices at a time. It is switched on for the whole environment. When it is off, New Invoice opens the form for registering by hand straight away.

Create an invoice in the client portal

If there is no ERP connected to an client it is possible to create a invoice in client portal. This can be done by pressing New Invoice on the invoice view.

Here you are directed to register invoice and fill in the required information. When everything from the original invoice is filled in press Register Invoice.

A popup window comes up where you have to choose the way of distribution. Add information and press save.

Now the invoice is created and can be found under new invoices in the client portal. Press activate if invoice should be sent for distribution or decision.

Register from a PDF

With the PDF reader the form is filled in from the PDF. Everything that was read can be edited before you press Register Invoice. If the total read from the PDF differs from the total the portal calculates from the rows, a warning above the form tells you both amounts. Check the invoice before you register it.

An invoice that was registered wrongly cannot be read from the PDF again under the same number, because an invoice number can only be used once per client. Instead:

1. Change the invoice number of the wrong invoice. The invoice number can be changed while the invoice has the status Created, in the Operations Portal invoice view.
2. Archive the wrong invoice with Archive in its action menu, also while it is Created.
3. Register the corrected invoice.

Create a credit invoice

1. On the invoice view, press New Credit Invoice.

2. In Create New Credit Invoice, choose Connect Existing Invoice and enter the invoice number of an activated or paused invoice. The form opens with the rows of that invoice and the prices reversed. Create Without Connection is offered only when the client is allowed to create credit invoices that are not connected to an invoice.

3. Edit the rows if the credit is for less than the whole invoice, press Register Invoice and choose the way of distribution.

• The total must be negative. A credit invoice whose total is positive cannot be activated, and neither can one that is zero. A line is negative when exactly one of quantity and price is negative.
• A connected credit invoice cannot credit more than what is left to pay on the invoice it is connected to.
• The minus sign can be on the quantity, the price or both. A negative unit price is not allowed on an electronic invoice (Peppol rules BR-27 and BR-28), so the system sends the unit price as a positive value whichever way the sign was entered.

For linking and financing a credit invoice from the Operations Portal, see Work with credit invoices.

Generate a service token

1. Go to Configure
2. Integrations
3. Press Create New

1. Add name for integration

2. Press Create

   

3. Copy the token and save it somewhere safe. It is shown once, when the integration is created. It is hidden in the list afterwards.

An integration is a service account that belongs to the client. It is given the CLIENT role when it is created, so it can do what that role allows. If the integration needs more, for example to read the status of reminders, collection cases and payments, a super user must give it a role that holds those rights. The role is assigned in the Operations Portal, not in the Client Portal: open the client in Registry > Clients, go to the Users tab, and use Manage roles on the integration under Service accounts. The rights catalogue shows which rights open which endpoints, so pick the read rights for the endpoints the integration calls. See How rights work: rights, roles and users.

On the Integrations page, Renew token in the row menu replaces the token and invalidates the old one, and Disable stops the integration. A token created here has no expiry date. It stays valid until you renew it or disable the integration. Quiddly cannot see whether the system that receives the token has an expiry of its own.