Invoice Organisation Settings

The invoice organization, typically found at the top of an invoice, refers to the business or individual that provides the goods or services and is requesting payment. This section includes essential information about the CPO to ensure the transaction is properly documented and that the EMP knows where the invoice is coming from.

Here’s what the invoice organization section contains:

• Invoice entity name: the legal name of the CPO issuing the invoice.
• VAT ID: any relevant tax identification numbers or business registration details required for legal and tax purposes.

• Contact Information: the contact details of the individual responsible for managing the invoices.
  • Contact Person
  • Address (including street, city, state, and zip code)
  • Phone number
  • Email address
• Billing address: is the address associated with the CPO, used for verifying the CPO's identity and processing the transaction.
  • Street and country
  • City
  • Zip code
  • Country.

• Invoicing cycle: encompasses the complete process of generating invoices, from the initial creation to the delivery. The system set up is monthly as default.
• Payment terms: it defines the conditions under which a CPO will complete a sale, specifying the time frame for payment. The options for time frame are 30, 60 or 90 days. For example, if a 30 days time frame is chosen the count will be start from the date of the invoice delivery. This will be also specified in the invoice sent to the EMP.

• Invoice template: this selection allows to choose from various pre-designed layouts for the invoices, ensuring a professional and consistent appearance. For more information about invoice templates, please refer to the article:

• Invoice reminders: these are automated messages sent to customers to prompt payment for outstanding invoices. It’s possible to select the days after the delivery date when the reminder should be sent. Let’s say that the invoice is delivered on March 27th and it has been set up the 1st reminder at 2 days. The system will send the notification on March 29th to the EMP.

• Invoice countries: associates the invoice organization with one or more specific countries. By indicating the invoice organization's country, the system can accurately apply the reverse charge and currency formats for each country where the invoices are issued, ensuring compliance and accuracy. *Reverse Charge is a tax mechanism where the responsibility for paying taxes shifts from the supplier to the buyer. This option can be also selected when assigning a country to the invoice organization. If the option is selected the system will apply zero taxes to the invoices generated for that country.

• Commercial registry: is a public record that documents information about businesses and corporations operating within a specific jurisdiction. The following fields will appear in the invoice footer:
  • Company responsible
  • Company registered name
  • Fiscal registered name

How to create an invoice organization

If it’s the first time that an invoice organization is created, the system will also request to complete the details to create an invoice template.

1. Log in into HBS and click on Financial Services.
2. Navigate to Settings section and click on the tab Invoice Organization
3. Click the “Add invoice organizations” button.

1. Enter the required information in the following information:
   1. General details
   2. Contact details
   3. Billing details
   4. Invoicing cycle
   5. Invoice Template
   6. Invoice reminder
   7. Commercial registry
2. After completing the form, click on “Create Invoice Organization” button.

The invoice organization should be shown in the table and access to the details clicking on the table row.

How to edit an invoice organization

1. Log in into HBS and click on Financial Services.
2. Navigate to Settings section and click on the tab Invoice Organization
3. Click on the table row of the invoice organization that needs to be edited.
4. On the detail view, click on “Edit” button.
5. Update the necessary form fields
6. Click on “Update details” button.

How to delete an invoice organization

1. Log in into HBS and click on Financial Services.
2. Navigate to Settings section and click on the tab Invoice Organization
3. Place the mouse over on the table row of the invoice organization that needs to be deleted.
4. Click on “Delete” action button.
5. Please verify the deletion within the dialog box.

The system will need at least an active Invoice Organization set up to generate invoices.