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Billing

1. Invoices

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STEL Order offers many options and possibilities on how to make invoices online or with your mobile or tablet.

You can create invoices in different ways:

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  3. Directly from Invoicing > Invoices > New.
  4. From any sales document or SAT, by clicking on More > Generate > Invoice
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  5. Another option to generate invoices is directly from the customer file, click on New > Invoice > Invoice and you can create the invoice.
  6. You can also generate the invoice from the Start > New > Invoicing > Invoice screen.

From an invoice you can generate a credit invoice in case you need to refund your customer or the purchase was not satisfied. To do this click on More > Generate > Credit memo invoice

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When generating an invoice you can select the customer or create it at that moment if it is a new customer.

Next, click "Add lines" to include the items, descriptions, prices, discounts and units you are selling. You can add products available in your online catalog, or you can create them at that moment to use them only at that moment

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Define the payment method, the due dates of your invoice, among other information.

Within your invoices, you will find different tabs where you will be able to indicate different information:

More information

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    • Projects: You may indicate the project to which the document is related.
    • Assets: Link assets which will be visible in this field..
    • Shipping method: Allows you to indicate a shipping method for your merchandise.
    • Billing address: The default billing address that the customer has in his file is shown. You can change it manually if you need to.
    • Billing address: The default billing address is shown.
    • Shipping address: The shipping address you have by default created is shown. You can change it manually.
    • Emailing date: To know when you sent the document.
    • Currency: Currency in which the amount of the document is shown.
    • Currency Rate: Exchange rate of the currency with respect to the company's general currency, for economic reporting purposes.
    • Observations: Additional information you want to include in the document. It will appear in the bottom area when viewing or sending the document.
    • Private Remarks: Additional information that you want to include in the document, but that will not be included in the document nor will the client be able to see it.
    • Attachments: Additional information you want to include in the document, attachments will always be displayed on a second page.

Tab Receipts:

In this tab you can manage the collection of your invoice, you can enter the receipt modify the amount to collect, the due date, change the collection date and most importantly collect your invoice.

Tab Attachments:
In this tab you can attach documents and images that you can take with your cell phone or upload them through your browser. Then you can send them by email to your customers at the same time that you send the invoice.

You also have the option to send only the attachments, click on "Send by email (attachments only).

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You can download the attachments you upload to your document by clicking on the "Download" button.

Signature tab:

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The signature collected from our client from the App is displayed, as well as the Name and Tax ID number.

Related tab:

In this tab you will find all the documents related to the current document as well as events.

All this information can be exported, simply by clicking on the button provided.

Once you check that your invoice looks the way it should and has the information you need, you can email it to your customer from STEL Order. Simply click at the top on More > Send.

Select the format in which you want to send it and to which email you want to send it. If you have defined the email in your client's file, it will be loaded so that you can send it automatically.

Document display

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Documents can be viewed for printing, downloading or sending by email. From the list of documents or from the document itself, by clicking on View/Print you have these options:

  • Default: The document that you have saved by default is displayed.
  • More options: Allows you to view the document according to the available options:
          • Valued: The document is generated with all prices, units, and totals.
          • E-invoice:Allows you to generate an electronic invoice.
          • Ticket: The document is presented in ticket mode, for printing on an 80mm (thermal) ticket printer.

In the PDF options you can also find the following:

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          • Prices with taxes already included:The base selling price of the products are shown with taxes applied.
          • Letter format: The document is displayed in letter format, so that it can be sent by ordinary mail.
          • The document is displayed in letter format, so that it can be sent by ordinary mail.
          • Include main photo of the products/services:The document displays the main photo of the products/services.
          • Save this setting as default: Allows you to save the setting you have marked to be saved as default.

In the Online Payments section, it allows you to indicate the payment options:

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          • PayPal: Allows you to pay from the document with this method, as long as the Online Payments functionality is configured.
          • Card:Allows you to pay with this method from the document, if it is enabled in the Online Payments functionality.
          • Concept: Allows to indicate text which will be displayed when viewing the document. By default it displays the document reference..
          • Quantity: By default, it will show the total amount of the document. You can edit it if you wish.

Invoice statements

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Invoice statuses cannot be created, edited or deleted. They are default statuses that only change on invoices when receipts are collected.

The available statuses are: draft, pending, partially collected and collected.

Collect your invoices in different ways

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At STEL Order you have several options for collecting invoices:

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    • When generating an invoice, before saving you can click on the "Collect" button, and a screen will be displayed indicating the total, the amount delivered and the change. At the moment it will be charged with the due date and day of payment of the current day.
    • You can also cash an invoice when you save it by checking the "Mark as paid" box. The current day's due date and payday will be shown on the receipt.
    • From the same invoice, click on the Receipts tab and by clicking on the different receipts you can check the "Collected" checkbox, so that it changes to Collected status.
    • In the list of invoice receipts, you can filter by "Not collected" status and select the receipts you want, click on "Collect" and a message will be displayed where you can indicate the Concept, form of payment and date of collection.

Customize your invoices and instantly know when your customers read them.

With STEL Order it is very easy to customize your documentsaccording to your needs, to do this access Configuration > My Company > My templates.

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Thanks to STEL Order's Acknowledgement of Receiptfunctionality, you can instantly know when your customer has viewed your documents.

When you send it, an orange envelope will be displayed indicating the day and email address. When your customer views the invoice, the envelope will change to green, which will show the date last sent, delivery address, first and last read date and the number of times the invoice has been viewed.

When you send it, an orange envelope will be displayed indicating the day and email address.

You don't have to worry about the numbering of your invoices as STEL Order automatically numbers your invoices sequentially. You can check this numbering from Settings > Basic Settings > References, inside the invoice reference, field "Last reference"

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You can also create invoices with your mobile or tablet thanks to the STEL Order app. You will be able to invoice your customers wherever you are. There is no application with which you can make an invoice faster than with the STEL Order app

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From the invoice, the "More" menu offers these options.

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      • "Delete": To delete the document.
      • "Download": To download the document in .pdf. It shows the different download options with the different formats we can use.
      • "Generate": To generate a document from the current one.
      • "Duplicate": To duplicate the document as any other type of document, without affecting the state of the current document.
      • "Export": To download the business document as an Excel .xlsx or CSV file.
      • "Pay online": To manage collections via Paypal or via credit cards with the Stripe payment gateway, you must have the pay online functionality configured.
      • "Profitability": Offers the profitability of the operation covered by the commercial document taking into account the purchase and sale prices of the products or services.
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      • "Create event": Allows you to create an event in the agenda linked to the document in question.
      • "Create automatic task": From this section you can start setting up a new automatic task to create documents on a recurring basis.
      • "Create project": Allows you to create a new project.
      • "Relate project": With this option you will be able to relate the document to an existing project.

    In the document header, you can find the following options:

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    1. Back: access the document list
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    2. Edit: allows you to edit the document, always bearing in mind that when you have generated another document, it cannot be edited as it has a Closed status.
    3. Send: allows you to send the document to the client.
    4. Navigation:are located at the top right and allow you to switch between documents or access the last or first document respectively.
    5. View/Print: viewing documents.
    6. Read Receipt: displays orange or green envelope depending on the status of the shipment.
    8. Document history: records all edits made to the document.
    9. Profitability:Quickly displays the document's profitability.
    11. Project:the light bulb icon allows you to view the projects related to the document and access them quickly.
    12. Signature: the pencil icon indicates whether the document has been signed.
    14. Attachments: the paperclip icon lets you know if the document has attachments saved.
    15. Rating :the smiley face icon shows the document rating statuses.

    In the invoice list, the "More" menu offers these options.

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      • "Delete": To delete the document.
      • "Download":To download the document in .pdf.
        The different download options are shown with the different formats we can use.
      • "Send": To send the document to your client.
      • "Generate":To generate a document from the current one.
      • "Duplicate":To duplicate the document as any other type of document, without affecting the status of the current document.
      • "Relate project": With this option you will be able to relate the document to an existing project.
      • "Send email template": To send an email template that you have previously configured.
      • "Export": To download the business document as an Excel .xlsx or CSV file.
      • "Pay online": To manage collections via Paypal or via credit cards with the Stripe payment gateway, you must have the pay online functionality configured.
      • "Download summary": Allows you to download an excel file with information containing the lines of the selected documents.
      • "Analyze": Offers the profitability of the operation contemplated by the commercial document taking into account the purchase and sale prices of the products or services."
      • "Show in Shop": Allows you to show the selected documents in the Shop. That way your customer will be able to view them from My Area.
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      • "Hide in Shop": To remove the visibility of those documents in the Shop. Your customer will not be able to see those documents from My Area.
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    You can also apply filters from the list, to perform more specific searches:

      • Status: allows filtering by document status. Invoice statuses cannot be created, edited or deleted.
      • TBAI Status: applies filters according to BAI Ticket status.
      • Select a customer: allows to indicate a customer for related documents to be displayed.
      • Linked to projects: shows those documents that are related to a project.
      • Select a project: filters documents as they are related to the project you have selected.
      • Created by: shows the documents that have been generated by the selected user.
      • Agent: allows to select a user and will display those related documents.
      • Linked to assets: shows those incidents/documents that are related to an asset.
      • Select an asset: allows filtering by selected asset.
      • Submission status: allows filtering by document submission status.
      • Signature status:show documents according to signature status.
      • Rating status: filters by rating status, according to the selected option.
      • Attachment status: filter according to whether they have attachments in their file; all, with attachments or without attachments.
      • Created from: shows documents by creation source; Web, Android, iOS, API and Shop.

    The date fields allow you to search between dates to filter your documents.

    The date fields allow you to search between dates to filter your documents.

    In the listing of each SAT document you have columns where the information is displayed. You can manage the visibility of them from the settings button shown on the top right. The available options are as follows:

    Reference, Customer, Business Name, Title, Created by, Agent, Assigned to (Only available on Work Orders), Billing address, Work address, Status, Amount Activity, Profitability, Validity date(Only applicable in Estimates), Payment method, Shipping method, Remarks, Generated from.

    The "Search" field allows you to search for information in the document listing.

    You have the option to search in the document lines, both in product/service lines and Chapters, so that the program filters those results.

    To do this you have to click on the orange arrow in the "search" field and click on the Search in lines option.

    Remember that to clear the applied filters you can click on the paper bin shown on the upper right side.

    2. Receipt of invoices

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    In this section you can find all invoice receipts that are generated from ordinary invoices.

    By default, when an invoice is saved, 1 receipt will always be generated. If you have created sales in the Configuration and your customers have them indicated in their file, they will be created automatically when generating the invoice.

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    Quickly you can mark your receipts as collected, to do this select your receipts and click "Collect".

    If you want to inform your customers of unpaid receipts, you have the Notify unpaid bills, which once configured, from the list click on the button and you will be able to notify them.

    In the document listing, the "More" menu offers these options.

      • Download: To download the receipt in .pdf format.
      • Export: To download the receipt as an Excel .xlsx or CSV file.
      • Generate SEPA remittances: Allows you to generate remittances of your receipts.

    You can also apply filters from the listing, to perform more specific searches:

      • Status: Allows filtering by document status. The statuses shown are the ones you have configured in Custom Statuses.
      • Due date: allows you to filter the receipts by due date or payment date.
      • Expired: shows those receipts that have expired, taking into account the expiration date.
      • Remitted and not remitted: filter receipts according to whether they are remitted or pending.
      • Select a customer: allow to indicate a customer to display related documents.
      • Created by: shows documents that have been generated by the selected user.
      • Agent: allows you to select a user and will display those related documents.
      • Charged by: allows you to select a user to display receipts collected by that person.

    Date fields allow you to search across dates to filter your documents.

    Date fields allow you to search across dates to filter your documents.

    In the listing of each SAT document you have columns where the information is displayed. You can manage the visibility of them from the settings button shown on the top right. The available options are as follows:

    Reference, Customer, Business Name, Title, Created by, Agent, Assigned to (Only available on Work Orders), Billing address, Work address, Status, Amount Activity, Profitability, Validity date(Only applicable in Estimates), Payment method, Shipping method, Remarks, Generated from.

    The "Search" field allows you to search for information in the document listing.

    You have the option to search in the document lines, both in product/service lines and Chapters, so that the program filters those results.

    To do this you have to click on the orange arrow in the "search" field and click on the Search in lines option.

    Remember that to clear the applied filters you can click on the paper bin shown on the upper right side.

    3. Credit memo invoices/Credit notes

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    If you need to credit a customer for an invoice that has already been issued, STEL Order makes this process easy for you.

    To generate a credit memo invoice or credit note, you can perform these processes:

      1. From the ordinary invoice you have to click on More > Generate > Credit Invoice. A document is generated in which the units are shown in negative, as well as the amount.

      2. This way, the credit invoice is automatically related to the ordinary invoice, and this information will appear when viewing the document, under Credit Invoice Data.

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      4. You can also generate a credit invoice manually. You must access Invoicing > Credit memo invoices and click on New.
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      6. You can also generate an invoice from the customer file by clicking on New and you can create the credit invoice.
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      7. From the Home screen you can generate it by clicking on New > Invoicing > Credit Invoice.
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    The lines will display the units in negative by default.

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    If you have to modify the number, you have to indicate the negative sign before the number.

    Once you save, the receipt of that credit invoice will be generated.

    Different ways to pay your subscriptions

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    The payment of your subscription invoices is done in the same way as in the Invoices section. Simply rename the button shown as "Pay"

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    In the credit invoice list you have the same filter options as in Billing > Invoices.

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    Remember that to clear the applied filters you can click on the paper basket shown on the upper right side.

    4. Receipt of subscription invoices

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    All the receipts generated by the credit invoices, you can find them in this section.

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    In this list you have filters and options similar to invoice receipts.

    Quickly you can mark your receipts as paid, to do this select your receipts and click "Pay".

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    5. Book of invoices issued

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    If you access Invoicing > Book of invoices issued you can find all the invoices, both ordinary and credit invoices generated in Invoicing.

    By default, the base, % of the 3 tax rates and the amount of each tax rate are shown. In each column of the taxes, the % is shown, so you can quickly get information about your invoices.

    You can check the status of your invoices by clicking on "Check completeness", that way you will know if the numbering is correlative.

    You can download or export the information of the Book of issued invoices by clicking on Download. You have the possibility to filter by date, customer or document reference to perform these downloads.

    Remember that to clear the applied filters you can click on the paper basket shown on the upper right side.