Finalize invoice
When you finalize, the invoice gets its number, and the PDF and any e-invoice are created and stored. After that, the invoice can no longer be changed.
Web
Chöre›Chor›Kassenbuch›Rechnungen›Rechnung›Finalisieren
This feature is only available on the web.
Permission required: Cashbook – Create & edit transactions
What is this?
Finalize turns a draft into a valid invoice. It gets its invoice number, and the PDF is created and stored together with any e-invoice. From then on the status is Final, and the invoice can no longer be changed or deleted.
How to finalize an invoice
- Open Ensembles, choose your choir and go to Cash book > Invoices.
- Open the draft.
- Check the preview once more.
- Click Finalize at the top. In the editor, the button is called Save & finalize.
- Confirm the prompt. A message shows the assigned number.
After finalizing
- Download PDF and E-invoice (XML) always deliver the stored file.
- With Record payment you later record the incoming payment, linked to the invoice.
- Finalizing and credit notes are recorded in the choir’s security log.
Permission
You need Create & edit transactions.
Tips
- Set up the number sequence beforehand. Without your own setting, Theatilo uses
RE-%Y-%04N, restarting every year. - Send the PDF yourself by email; Theatilo does not send invoices.
Frequently asked questions
What exactly happens when I finalize?▾
Theatilo assigns the next number from the number sequence, creates the PDF and, for ZUGFeRD or XRechnung, the e-invoice, and stores both. After that, the invoice is locked.
Which details are required?▾
The recipient’s name and at least one line item. For ZUGFeRD and XRechnung, also the recipient’s street, postal code, city and country. If something is missing, Theatilo tells you and the invoice stays a draft.
What if I discover a mistake afterwards?▾
Cancel the invoice. Theatilo creates a credit note for the full amount. Then you create a new, correct invoice.
Can two invoices get the same number?▾
No. Theatilo assigns the numbers one after the other, even if two people finalize at the same time.
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