Reports and files Quiddly sends

Quiddly sends two quite different kinds of thing, and it helps to keep them apart when you are working out where a document came from.

To your clients go reports about their own money: settlement notes, payment reports, accounting files. These are configured per client and go out when operations run and export the client reports in the daily routine.

To your clients’ debtors go the documents that move an invoice through its lifecycle: the invoice itself, reminders, collection claims. These follow the invoice, and each kind takes its channel from a different place: the invoice from the distribution settings, reminders from the invoice profile, and collection documents from the collection profile.

Reports sent to a client

A client only receives a report if the product or setting behind it is switched on, so two clients on the same instance rarely get the same set.

Report	Covers	Format	Switched on by
Factoring settlement note	Each payout	PDF, plus Excel or XML if chosen	The Invoice factoring sell product
Invoice settlement note	Each payout	PDF, plus Excel or XML if chosen	The Invoice service product
Business loan settlement note	Each payout	PDF	The Business loan product
Overdrawn settlement note	A factoring account whose balance is below the threshold, when the interval matches. See the overdrawn settlement note	PDF	The Invoice factoring sell product
Payment transaction report	Each day that has payments to report	PDF or BGMAX	Include Payment report in Client Reports
Booked invoice report	Each day	PDF	Include Booked Invoice report in Client Reports
Activity report	Each month	PDF, Excel or XML	Include monthly Activity report in Client Reports, plus the formats chosen
Activity report, daily	Each day	PDF, Excel or XML	Include daily Activity report in Client Reports, plus the formats chosen

Most of these are produced when operations generate, authorize and export the client reports. The daily activity report is the exception: when scheduled daily activity reports are switched on, it is generated, authorized and sent automatically early each morning.

The activity report is the one clients most often ask about. It exists in a monthly and a daily version, which are separate settings, and each format chosen is produced as its own report. A client asking why they get two activity reports is receiving either both versions or one report in two formats.

Note

The factoring and invoice settlement notes can carry an Excel or XML file alongside the PDF, depending on the formats chosen for the client.

Two more arrive only when someone has set them up deliberately: scheduled query reports, which send the output of a saved report on a timetable, and scheduled bookkeeping files, which deliver accounting exports. Both are set up by the client in the Client Portal, see Client Portal, Reports.

Switching a client’s reports on

Open the client in the Operations Portal and go to the Reports tab. Under the report settings, tick the reports the client should receive:

• Include Payment report in Client Reports
• Include Booked Invoice report in Client Reports
• Include monthly Activity report in Client Reports
• Include daily Activity report in Client Reports

Two pickers set the formats: Choose format for Client Report “Activity report” and Choose format for Client Report “Invoice/Factoring Settlement Note”. PDF is always generated for the settlement notes, and Excel and XML are added on top of it.

Unticking a report stops future reports. Reports already sent stay where they are.

The overdrawn settlement note

The overdrawn settlement note tells a client that their factoring account is in the red. It is only created for client fund accounts on the Invoice factoring sell product. An account on the Invoice service product never gets one.

Each day’s run creates a note for an account only when all three of these hold:

1. The balance is below the threshold. The account balance is strictly below the value of OVERDRAWN_SETTLEMENT_NOTE_BALANCE_THRESHOLD. A value on the client replaces the system value, and with no value at all the threshold is zero, so any negative balance counts. The threshold is always in the system currency and is compared with the account balance converted to the system currency, so a EUR account gets a note when its converted balance is below the threshold.

2. The interval matches today. OVERDRAWN_SETTLEMENT_NOTE_INTERVAL_THRESHOLD decides which days count:

   Value	A note can be sent
   DAILY	Every day. Also the default when the client has no value
   WEEKLY	On Mondays
   MONTHLY	On the 1st, or on the first Monday when the 1st falls on a weekend

   Weekly means Mondays. It does not mean seven days after the account turned negative.

3. There are new transactions. The account has had at least one transaction since the last statement. If nothing has happened since the previous note, no new note is created.

The system values are under Environment, System, Settings in the Operations Portal (only super users can change them). A value for one client goes in the client’s Other settings tab, under Advanced client settings.

What a settlement note shows

A settlement note covers one payout. The factoring settlement note has the sections Invoices, Recourse and Other, and the invoice settlement note has Payments, Fees and Other. The factoring note lists a financed invoice from the time it was financed. The invoice settlement note lists payments, so an invoice appears on it only once it has been paid. Fees appear when they are debited.

Balancing transfers

When money moves between a client’s accounts, the move is shown under Other as one balancing row, followed by the transactions behind it. How many transactions are listed depends on a setting:

Mode	What is listed
Default	Only the transactions that caused the balancing, since the account last crossed zero, up to the amount moved
SHOW_ALL_UNDERLYING_TRANSACTIONS_IN_BALANCING_TRANSACTION_BREAKDOWN switched on	Every transaction on the account that has been paid out and is not yet on an earlier settlement note, at its full amount. The balancing transaction itself, transactions with a zero amount and fee transactions (shown separately, with VAT) are left out

SHOW_ALL_UNDERLYING_TRANSACTIONS_IN_BALANCING_TRANSACTION_BREAKDOWN can be set for the whole system or for one client, and a client’s value replaces the system value. It is off by default.

Two other settings are worth knowing about:

• USE_SETTLEMENT_NOTE_BALANCING_TRANSACTION_BREAKDOWN is a system setting. With it on, the balancing rows carry the VAT of the fees behind them, and that VAT is included in the summary VAT box. With it off, the balancing rows show a single line as before. It does not change the payout amount.
• SETTLEMENT_NOTE_GENERATION_ON_BALANCING_TRANSFER decides whether a balancing transfer can trigger a settlement note of its own. It exists for the whole system only, not per client, and is off by default.

The breakdown is shown on the PDF only. The XML always shows a balancing transaction as one row.

VAT on a settlement note

VAT is calculated per fee line and the note adds the lines up. The total can therefore differ by a few cents from applying the VAT percentage to the total of the fees.

XML and Excel

The XML carries the same data as the PDF and Excel versions. The current XML format for the factoring settlement note has a separate Recourse section with one entry per repurchased invoice, with its date, invoice number, reference, customer and amounts. A client on the legacy format gets a different layout where repurchased invoices are mixed in with the other invoices and there is no separate section. To move a client to the current format, contact Quiddly support.

The settlement note sent at each payout is a system report, not a report the client can schedule or download as CSV. Its formats are PDF, XML and Excel, set on the client’s Reports tab as described above.

Activity reports and the payment report

Daily activity report. A client gets one for a day only if the client had invoice activity that day, such as invoices, credit invoices, payments, credits or write-offs. On a quiet day no daily activity report is created in any format, XML included.

Monthly activity report. It is created on the day of the month set by the system setting GENERATE_ACTIVITY_REPORT_DAY, which is the 6th unless it has been changed. The default leaves time for the previous month to be fully booked, so move it earlier only if all of that month’s transactions are booked by then. The setting applies to every client and cannot be set per client, and only a monthly version exists.

Payment transaction report. It lists the payments registered since the previous report, so a Monday report includes the weekend. It covers all kinds of payment, direct payments, credits and write-offs, for both financed and service invoices, with separate columns for the service and financed amounts.

Booked invoice report. Each invoice is listed with its financing decision: Financed, Service or Denied. An invoice that is refused financing but goes on as an invoice service invoice is listed as Service. Denied is used when financing is denied outright, and the invoice is listed as soon as that decision is registered.

Who receives them

By default every e-mail recipient on the client receives every report. The recipients are the addresses in the Contact section of the client, in the Email field. Use the plus button there to add one, and the new address receives all of the client’s reports.

The client can change that per report on the System Reports page in the Client Portal, under Reports. The page has one row per report the client receives, with its frequency, its type (the file formats) and its recipients. Use Edit to send a report to specific people only, Delete Recipient to take one address off a report, and Pause to stop receiving a report. Resume starts it again. A change affects that one report. Changing recipients needs a right in the Client Portal, see Rights, roles and users and the rights catalogue.

Past reports can be found on the Distribution Archive page under Reports in the Client Portal. It lists the reports Quiddly has sent to the client, and reports uploaded for them, newest first, with the report type, currency and format, and lets the client download each one.

Integrations can fetch the same files with the API, see Fetch reports and files through the API.

Documents sent to a debtor

These follow the invoice, not a schedule:

• The invoice, and credit, part, ongoing, account and interest invoices where they apply. The channel comes from the client’s distribution settings, or the debtor’s own setting where one is set
• Expired notification, reminder and final notice, depending on the levels in the reminder profile, which also sets each level’s channels
• Collection claim and collection notification once the invoice reaches collection. These follow the collection profile’s levels and channels
• Part payment agreements and notifications, where a payment plan exists
• A closed invoice notification, where it is enabled

The debtor is not sent a separate statement of the total interest and fees on a paid invoice, only the documents above. To see which interest and fees were created on an invoice, and when, open the invoice in the Operations Portal, go to the Events tab and read Debtor Financial Events, which has Reminder and Interest columns.

So the question “why did this debtor get a reminder” is answered by the invoice profile on the invoice, and “why did they get a collection claim” by the collection profile. See Setup Invoice Profiles and Collection Profiles.

How the invoice channel is chosen

• The channel is fixed per invoice. The channel is chosen when the invoice is created, and the invoice gets its own copy of the client’s distribution settings when it is activated. Changing the distribution method on the customer or the client later affects new invoices only. Earlier invoices have to be updated or sent manually, see Send an invoice copy.
• A customer’s own method wins. If the customer has an Invoice Distribution Method of its own, including Do Not Distribute, it takes priority over the method chosen when the invoice is created. Change it in the Client Portal: open Customers, open the customer and set Invoice Distribution Method. Preselected from ERP means the customer has no method of its own.
• Letters follow a fixed layout. The debtor’s address is placed for the envelope window. The layout belongs to the organisation’s country, with the address on the left for Finland and Norway and on the right for the other countries. It cannot be chosen per client or reminder.

Interest invoices

Interest invoices are issued by the system when interest is invoiced. They have their own settings on the client’s Distribution tab:

• Enable Interest Invoice Distribution switches interest invoice distribution on or off
• Interest Invoice Distribution Code chooses the channel: Inherit from Invoice, E-mail, Letter, E-invoice, SMS or Digital Mailbox

With Inherit from Invoice an interest invoice goes out on the same channel as the original invoice. If the original invoice was not distributed, the interest invoice is not sent either.

When the channel is e-mail, the interest invoice goes to the debtor’s E-mail (interest invoicing) field if it has a value, and otherwise to the debtor’s E-mail. The field is in the General section of the debtor in the Operations Portal.

What turning off distribution stops

Distribution can be disabled for an entire client with Enable Invoice Distribution. That stops invoices, invoice copies and closed invoice notifications. Reminders and part payment notifications are still sent, so if a client reports that reminders are not going out, look at the invoice profile instead. Interest invoices are not stopped by this switch either, because they follow Enable Interest Invoice Distribution and the channel described above.

Finding what was actually sent

Every distribution is recorded, so you do not have to reason from the configuration:

• On an invoice, the Distribution tab lists each document with its date, channel and outcome.
• For e-mail, the events are E-mail accepted by provider for sending, E-mail delivered to recipient, E-mail opened by recipient, Link in e-mail clicked by recipient and E-mail could not be delivered. The same events appear on the invoice in the Client Portal. They come from the e-mail provider, so opened and clicked only show when the recipient’s mail program reports them back, and a message can be read without an opened event.
• If an invoice cannot be delivered, the failure is recorded as an event with the reason and the distribution is marked failed. The system retries on the same channel up to the number of attempts set for it, and then moves on to the next channel.
• When the invoice does not allow a fallback channel, a failed distribution opens an errand with the reason instead. An e-invoice that fails the PEPPOL validation before it is sent also opens an errand, which lists the problems found, and then moves on to the next channel.
• A failed interest invoice never opens an errand, because the client cannot act on an invoice Quiddly issues. It shows only as a failed distribution, with its event text, on the invoice’s Distribution tab.

Regenerating a document

A document that is missing or stuck can be created again. In the Operations Portal, open Distributions under Environment, Other, open the distribution, and under Documents use the three dots on the document’s row and choose Regenerate. Wait a few seconds and reload. Regenerating does not send the document again, and it needs a right, see Rights, roles and users.