Invoice Actions

Unlink Payment

This step describes the process of unlinking a Payment that is booked on a Invoice. The process will reverse the Payment with a new Financial Transaction. The connected Payment will also be updated with a reversed event that will increase/decrease the balance. A Unplaced Payment will be created if a balance remain on the Payment after the Unlink action is performed. The action will also reverse the accounting.

Note

Navigate to: Registry > Invoices > Click on the Invoice > Events > Debtor Financial Events

Note

Use Action: Unlink Payment on the Payment that you wish to reverse.

Caution

Unlink Payment is not supported for a payment that was booked through a collection case (payment type COLLECTION_BATCH_PAYMENT). The system answers that the event is connected to a collection case and has to be reverted through the collection case. Handle those payments on the collection case, see Debt collection.

1. Press [Unlink Payment]
2. Press [Confirm]
3. A new Financial Event will be created that will completely reverse the original Payment Event and update Invoice and Payment balances.
4. For further handling of the Payment and connected Unplaced Payment, press [Show Payment] to navigate to the Payment.
5. Finished

Unlink Credit Invoice

This step describes the process of unlinking a Credit Invoice that is booked on a Invoice. The process will reverse the Credit Invoice with a new Financial Transaction. The connected Credit Invoice will also be updated with a reversed event that will increase/decrease the balance. The action will also reverse the accounting.

Note

Navigate to: Registry > Invoices > Click on the Invoice > Events > Debtor Financial Events

Note

Use Action: Unlink Credit Invoice on the Creditation Event that you wish to reverse.

A Creditation Event can be unlinked once. After that the action is no longer offered on it; if the Credit Invoice is linked again, unlink the new Creditation Event instead.

1. Press [Unlink Credit Invoice]
2. Press [Confirm]
3. A new Financial Event will be created that will completely reverse the original Creditation Event and update Invoice and Credit Invoice balances.
4. For further handling of the Credit Invoice, press [Show Credit Invoice] to navigate to the Credit Invoice.
5. Finished

Reverse Direct Payment

This step describes the process of reversing a Direct Payment that is booked on a Invoice. The process will reverse the Direct Payment with a new Financial Transaction. The action will also reverse the accounting.

Note

Navigate to: Registry > Invoices > Click on the Invoice > Events > Debtor Financial Events

Note

Use Action: Reverse Direct Payment on the Direct Payment that you wish to reverse.

1. Press [Reverse Direct Payment]
2. Press [Confirm]
3. A new Financial Event will be created that will completely reverse the original Direct Payment Event and update Invoice balances.
4. Finished

Reverse Capital Write-Off

This step describes the process of reversing a Capital Write-Off that is booked on a Invoice. The process will reverse the Capital Write-Off with a new Financial Transaction. The action will also reverse the accounting.

Note

Navigate to: Registry > Invoices > Click on the Invoice > Events > Debtor Financial Events

Note

Use Action: Reverse Write-Off on the Capital Write-Off that you wish to reverse.

1. Press [Reverse Write-Off]
2. Press [Confirm]
3. A new Financial Event will be created that will completely reverse the original Capital Write-Off Event and update Invoice balances.
4. Finished

Caution

If the client is connected to an ERP, the capital write-off normally closes the invoice in the ERP. Quiddly has no way to reopen a closed invoice in the ERP. The reversal is booked in Quiddly, but the voucher for it that is sent to the ERP can fail, and the voucher then shows the status Error. The client has to reopen the invoice in the ERP manually.

Reverse Recourse

Use this when an invoice was recoursed (bought back from the financier) and should return to its financed state. The recourse is reversed with a new Financial Event, and the invoice is no longer marked as recourse.

Note

Navigate to: Registry > Invoices > Click on the Invoice > Events > Debtor Financial Events

Note

Use Action: Reverse recourse in the three-dot menu on the Recourse event.

The action is offered only while the invoice is activated, and it needs a right on your role. See Rights, roles and users and the rights catalogue.

1. Press [Reverse recourse]
2. Tick Confirm reverse of the recourse event
3. Press [Confirm]
4. A new Financial Event will be created that reverses the original Recourse Event.
5. Finished

Register a payment manually

To register a payment that did not arrive through a payment file, go to Daily Routines > Import Payments and press the plus button next to the menu item. The page is called Register Payment. This is not the same as Register Direct Payment on an invoice, which records a payment on that invoice without a bank account.

In the card Select account, date and currency, choose the currency first and then the account:

• The currency does not follow the account. A payment can be registered in one currency on an account in another currency, so the two are chosen separately.
• The list of Payment receiver account shows the accounts in the chosen currency first, grouped as accounts in that currency, and the accounts in other currencies under Other currencies.
• When you change the currency, the account you last used for that currency is preselected, so it normally takes no extra click. If you have not used one for that currency yet, choose an account. The last used account and currency are remembered in your browser.

Refund an invoice

Use Refund in the Actions menu of an invoice to pay money back to the debtor. The action is not offered on credit invoices.

1. Press [Refund] in the Actions menu.
2. Enter the Amount to be refunded and press [Refund].

The refund creates and activates a credit invoice that is linked to the invoice and marked as a refund. It also creates a Payment Return for the amount, with the reference Refund followed by the invoice number. The balance of the credit invoice is reserved for the return.

• Pay it out. Handle the Payment Return under Daily Routines > Import Payments > Payment Returns. A return in the status Created is saved and authorized, and an authorized return is returned.
• When the credit invoice closes. The credit invoice stays open with its balance reserved, and it closes only when the payout is made. That way the ledger entry and the booking get the same date as the payout. The credit invoice is shown with its Payment Returns on the Payment Returns tab.
• If the refund was a mistake. While the Payment Return is Created or Authorized, press Deny on it. The reservation on the credit invoice is released and the Payment Return gets the status Denied. After the payout has been made it can no longer be denied.
• If a change request is open for the Payment Return, it has to be approved or denied before the return can be authorized.

Rewind an invoice

Rewind puts an invoice that has moved on in the reminder process back to an earlier step. Use Rewind in the Actions menu.

The action is not offered on closed invoices, or when the ledger status of the invoice is Invoice, Expired, Monitoring decision or Monitoring. It needs a right on your role, see Rights, roles and users.

1. Press [Rewind].
2. Choose the Ledger event to rewind the invoice to. Which events are listed depends on the current ledger status of the invoice.
3. Decide on Write off reminder & collection. It is not ticked by default. When it is ticked, the reminder fee and the collection fee are written off together. They cannot be handled separately, so it is not possible to write off only the collection fee and keep the reminder fee.
4. Tick Charge client if the written off fees should be charged to the client. The box is available only when the write-off is ticked.
5. Add a note if you want, and press [Save].

Reset ledger timeline

You can skip Rewind when you move the expiry date. Edit expiry date in the invoice list has the checkbox Reset ledger timeline. It restarts the reminder timeline from the new expiry date and sets the ledger status back to Invoice. Unlike Rewind, it always writes off the reminder and collection fees, and the operator cannot choose otherwise. They are not charged to the client.

Note

Navigate to: Registry > Invoices, select the invoice and use Edit expiry date.

Recall from external collection

Recall from External Collection resets the external collection export of an invoice so that it can be exported again.

• The action appears in the Actions menu only when the invoice has an external collection event with the status EXPORTED or COMPLETED, and the user has a right for it on the role. See Rights, roles and users.
• Recall sets the event back to pending and clears the export references. It changes the status inside Quiddly only. Nothing is sent to the collection partner. If the case is still open at the partner, closing it there is a separate step outside Quiddly.
• Recall and Rewind do not depend on each other. Do them in either order.

Create an interest invoice

Use Create Interest Invoice in the Actions menu to invoice the interest that remains on an invoice, for example after an interest write-off was reversed.

The action is offered when the invoice is active, paused or disputed, is not a credit invoice, an interest invoice or part of a collection case, has no capital left and still has interest to pay. It is refused when an interest invoice has already been generated for the invoice, or when the invoice profile is not set up for interest invoices.

1. Press [Create Interest Invoice].
2. Choose a reason code and add a note if you want, and press [Create].

The automatic route works too. Unlink the payment (see Unlink Payment above) and link it again. Linking runs the same logic that generates an interest invoice after a payment, which follows the interest invoice settings of the invoice profile.

When an action is refused because of a client request

If the client has an open change request on an invoice, the Operations Portal refuses the actions Pause, Dispute, Write off, Edit expiry date, Register Direct Payment and Finance on that invoice until the request is approved or denied. This holds for client requests to pause, change the expiry date, write off or register a direct payment. Add note and Resume are not blocked. The invoice is rejected with the message Ongoing client request - take action on client request first. In the Edit expiry date dialog the only message is The expire date could not be changed.

Find the request on the Dashboard, under the tab Change requests, and approve or deny it. Then repeat the action. How clients create requests is described in Client Portal - Change requests.