FI: Recurring Invoices

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Please see also RFE: Memorized Transactions

Current gaps ]po[ V4.0 as of 4/2012

• Invoices cannot be­ set as recurring invoices.­

Use cases for Recurring Invoices­

1. Creating new Recurring Invoice Selection features:

a) Frequency:
• Daily
• Weekly
• Monthly
• Annually
• Referring to a particular event
• After a certain amount of days / months / years
­b) Start Date:­
• Creation Date
• Specific Date
c) End Date:
• Specific Date
• After a certain amount of days / months / years
• After a certain number of invoices
• Never
­ d) Amount:
• Enter amount manually
• Select a type of service from a dropdown menu (Amount for that service has already been specified
• Select customer first, different amounts for customers can then be selected
• Select currency
• Select VAT
e) Enter due date
f) Specify customer­
g) Specify responsible staff member (in case it is not creating staff member themselves)
h) Degree of automation:­
• Billing
• Monitoring incoming payments
• Dunning process
• Approval of other staff member?

2. Changes in prices

a) Pr­ice of a single item changes
• Search engine to find related invoice
• Manually change price of specific item
• Select when change comes to effect
• Change applies to one invoice or to all subsequent invoices (start date and end date)
b) Prices for a service type change
• Select service type and change price in local view
• Workflow: update invoices which contain the specific service type
• tart date and end date
  c) Prices for a customer change
• Same as service type (select customer and change price list in local view)­
­

3. Managing invoices

• a) Invoices are listed in a special Recurring Invoices section, users can select and edit single invoices
• Start date / end date change
• Frequency changes
• Amount changes
• Customer data changes (Workflow changing data in respective invoices when changing customer data)

4. Contract is cancelled before term

• Recurring Invoice is cancelled, no further invoices are sent
• Remaining amount is billed in a single invoice
• Final account summarizing all billed invoices
• When are the changes due?

5. Customer changes type of service

• Recurring Invoice is cancelled and new item is created
• Recurring Invoice is changed to new type of service

6. CEO requests overview of all invoices of a particular time frame

• Specific week, month, year
• All invoices which have been created in that time frame
• All invoices which are due in that time frame
• Invoices grouped by staff member, customer, type of service, accounting period

7. Overview of all Recurring Invoices ending soon

• Possibility to contact customers and propose contract extension
• Reminder of furthers job steps etc.

8. Overview of all Invoices requiring further processing

• Box showing due invoices on „home“ page (what does due mean: billing, payments, dunning?)

9. Show invoice status with different colors

• Different colors varying according to upcoming job step (shown in central overview of invoices)
• Filter function (show only due invoices)

10. What happens if you click on an invoice on the central management page?

• ­Recently created invoice is shown
• dditional data: start and end date, frequency, maybe overall amount of invoices belonging to the contract
• Click on „show all invoices which were created until now“ (to contract)
• Overview (list) showing all invoices created
• ­Overview also showing date and amount for single invoices
• Click on single invoice to show that one
• How many invoices are shown in that overview?
­

11. Responsible staff member turns ill / requests vacation

• Possibility to show due invoices in „home“ box of other staff members
• ­Automatically or manually?

­12. Invoice should be converted to recurring invoice at a later point in time­

GUI Ideas­

­Code

ad_proc -public im_memorized_transaction_sweeper {} {
    Checks for FinDocs to be created (e.g. reoccuring invoices)
} {

        set sql "
                select
                      transaction_id,
                      document_id,
                      frequency_id,
                      to_char(last_transaction, 'YYYY-MM-DD')
                from
                      im_memorized_transactions
        "

        db_foreach col $sql {
                switch $frequency_id {
                        [im_memorized_transaction_frequency_weekly] {
                                set next_transaction_due [clock format [clock scan {+7 days} -base [clock scan {$last_transaction}] ] -format %Y-%m-%d]
                        }
                        [im_memorized_transaction_frequency_monthly] {
                                set next_transaction_due [clock format [clock scan {+1 months} -base [clock scan {$last_transaction}] ] -format %Y-%m-%d]
                        }
                        [im_memorized_transaction_frequency_quarterly] {
                                set next_transaction_due [clock format [clock scan {+3 months} -base [clock scan {$last_transaction}] ] -format %Y-%m-%d]
                        }
                        [im_memorized_transaction_frequency_semestral] {
                                set next_transaction_due [clock format [clock scan {+6 months} -base [clock scan {$last_transaction}] ] -format %Y-%m-%d]
                        }
                        [im_memorized_transaction_frequency_yearly] {
                                set next_transaction_due [clock format [clock scan {+12 months} -base [clock scan {$last_transaction}] ] -format %Y-%m-%d]
                        }
                }
                if { $next_transaction_due == [clock format [clock seconds] -format {%Y-%m-%d}] } {
                    # Create a new workflow case (instance)
                            set workflow_key [parameter::get -package_id [apm_package_id_from_key intranet-cost] -parameter "MemorizedTransactionWorkflowKey" -default ""]
                            set context_key ""
                            set case_id [wf_case_new \
                                     $workflow_key \
                                     $context_key \
                                     $document_id \
                     ]
                    # Determine the first task in the case to be executed and start+finisch the task.
                    im_workflow_skip_first_transition -case_id $case_id
                }
        }
}


create sequence im_memorized_transactions_id_seq;

create table im_memorized_transactions (
        transaction_id                  integer
                                        primary key,
        document_id                     integer not null,
        frequency_id                    integer not null,
        first_transaction               timestamptz,
        last_transaction                timestamptz
);

ALTER TABLE im_memorized_transactions ALTER COLUMN transaction_id SET DEFAULT NEXTVAL('im_memorized_transactions_id_seq');

SELECT  im_component_plugin__new (
        null,                           -- plugin_id
        'acs_object',                   -- object_type
        now(),                          -- creation_date
        null,                           -- creation_user
        null,                           -- creation_ip
        null,                           -- context_id
        'Memorized Transactions',       -- plugin_name
        'intranet-cost',                -- package_name
        'right',                        -- location
        '/intranet-cost/index',         -- page_url
        null,                           -- view_name
        5,                              -- sort_order
        'im_memorized_transactions'     -- component_tcl
);