Invoice Creation

As a Sales Order Processor
I want to manually trigger invoice creation for one specific subscription order
So that I can create and review the invoice before committing to a full automated batch

Setup:

1. Open the relevant Subscription Order.
2. Choose Create Invoices from the action bar.
3. On the request page, review and confirm the following fields:
   • Include up to date: lines with Next Invoicing Date on or before this date will be included.
   • Posting Date: the posting date to set on the created invoice(s).
   • Document Date: the document date to set on the created invoice(s).
   • Invoice per: choose Customer, Subscription, or Line.
   • Invoice Line Comment: optional text added as a heading line on each invoice.
4. Click OK. The system creates the invoice(s) and offers to open the Sales Invoice List.

As a Sales Order Processor
I want to have all subscription lines for the same bill-to customer combined onto a single invoice
So that the customer receives one consolidated invoice instead of one per subscription

Setup:

1. In the Create Invoices request page (or in the Job Queue Setup), set Invoice per to Customer.
2. When invoice creation runs, all eligible subscription lines for the same bill-to customer are grouped onto one invoice header, regardless of how many subscription orders they come from.

Note: If different subscriptions for the same customer have different sell-to customers, the sell-to information on the invoice is set to that of the bill-to customer.

As a Sales Order Processor
I want to generate one invoice per subscription order (not one per customer)
So that each subscription is billed separately, making it easier to identify what each invoice relates to

Setup:

1. In the Create Invoices request page (or in the Job Queue Setup), set Invoice per to Subscription.
2. When invoice creation runs, one invoice header is created per subscription order. All eligible lines from the same order are placed on the same invoice.

As a Sales Order Processor
I want to generate a separate invoice for every individual subscription line
So that each billable item is invoiced independently

Setup:

1. In the Create Invoices request page (or in the Job Queue Setup), set Invoice per to Line.
2. When invoice creation runs, each eligible subscription line generates its own invoice.
3. Ship-to address information from the subscription order is also copied to the invoice when this mode is used.

As a Sales Order Processor
I want to add a standard comment line at the top of all invoices created in a batch
So that each invoice includes a recognisable reference or description for the customer

Setup:

1. In the Create Invoices request page, enter text in the Invoice Line Comment field (up to 50 characters).
2. When invoice creation runs, this text is inserted as a description line at the top of each created invoice header.

As a IT Manager
I want to configure the job queue to automatically create subscription invoices each night
So that invoices are generated without manual intervention on the scheduled billing day

Setup:

1. Open Subscription Job Queue Setup (from Subscription Setup → Subscription Job Queue Setup, or search).
2. Set Include Up To Date Formula — e.g. <1M+CM> to include lines due up to the end of next month.
3. Set Posting Date Formula — e.g. <CM+1D> to post invoices on the first day of next month.
4. Set Document Date Formula — e.g. <0D> to use today's date.
5. Set Invoice Per to the desired grouping (Customer, Subscription, or Line).
6. Optionally set Invoice Line Comment for a standard comment on all invoices.
7. Under Schedule, set Earliest Start Time if the job should not run before a certain time of day.
8. Set No. of Minutes between Runs (e.g. 1440 for once per 24 hours) and check the appropriate Run on [day] checkboxes.
9. Enable Configure Job Queue to create the job queue entry.
10. Click Open Job Queue Entry and change the status from On Hold to Ready to activate automatic execution.

As a IT Manager
I want to schedule the job queue using a date formula instead of a fixed minute interval
So that the job runs on a predictable monthly or weekly cadence rather than at fixed intervals

Setup:

1. Open Subscription Job Queue Setup.
2. In the Schedule section, set Next Run Date Formula to a date formula such as <1M> (monthly) or <1W> (weekly).
3. When a Next Run Date Formula is set, the No. of Minutes between Runs and Run on Days fields are disabled — the formula controls the schedule exclusively.
4. Save and ensure the job queue entry is set to Ready.

As a IT Manager
I want to trigger invoice creation on demand from the Job Queue Setup page
So that I can test the configuration or handle a one-off billing run outside the normal schedule

Setup:

1. Open Subscription Job Queue Setup.
2. Ensure Configure Job Queue is enabled (required for Run Now to work).
3. Click Run Now from the action bar.
4. The system runs the invoice creation process immediately using the configured date formulas and settings. After completion, a success message is shown and the Last Run section is updated.

As a Accounting Manager
I want to check whether the last automated invoice creation run succeeded and how many invoices were created
So that I can confirm billing ran correctly and identify any errors

Setup:

1. Open Subscription Job Queue Setup.
2. Review the Last Run Information section:
   • Last Run Date Time: when the job last executed.
   • Last Run Status: Success or Error.
   • Invoices Created Last Run: the number of invoices created in the last run.
   • Last Run Error: visible only when the last run status is Error; shows the error message.
3. Click View Activity Log to see a full history of job queue runs.

As a IT Manager
I want to temporarily stop the job queue from running without deleting its configuration
So that I can resume from the same settings when ready without re-entering everything

Setup:

1. Open Subscription Job Queue Setup.
2. Turn off Configure Job Queue. This sets the job queue entry to On Hold but does not delete it — all settings are preserved.
3. To resume, turn Configure Job Queue back on. The existing entry is updated (not recreated) and you can re-activate it from the Job Queue Entry Card.

Note: If you want to permanently remove the job queue entry and reset all scheduling fields, use the Delete Job Queue action instead.

As a Accountant
I want to understand how the system creates multiple invoice lines when Subscription Period Length is shorter than Invoicing Frequency
So that I can verify the invoices are correct and explain the detail to a customer

Setup:

1. This is automatic system behaviour. When a subscription line has Subscription Period Length = <1M> and Invoicing Frequency = <3M>, each invoice creation run for that line produces three invoice lines — one per monthly period within the quarterly window.
2. Each invoice line has its own Starting Date and Ending Date corresponding to the individual monthly period.
3. After the run, the Period Start Date on the subscription line advances by 3 months (one full Invoicing Frequency forward).

As a Sales Order Processor
I want to understand how the subscription line is updated after an invoice is created from it
So that I know what to expect when I review the order after a billing run

Setup:

1. After invoice creation runs:
   • Next Invoicing Date on the subscription line advances by one Invoicing Frequency.
   • Period Start Date advances by one Subscription Period Length (or one Invoicing Frequency if they are equal).
   • If the new Period Start Date meets or exceeds the Ending Date, the line is automatically marked Completely Invoiced.
2. The subscription line remains on the order and will be picked up again on the next run if it is not yet completely invoiced.

As a Sales Order Processor
I want to run invoice creation only for specific subscription orders, not all of them
So that I can bill a subset of customers without affecting others

Setup:

1. Open Create Subscription Invoice report directly (search in Tell Me bar), or use the Create Invoices action on a specific Subscription Order to pre-filter to that order.
2. On the request page, use the filter fields (No., Sell-to Customer No., Bill-to Customer No.) to restrict which subscription orders are processed.
3. Adjust the date fields as needed and click OK.