Sales Invoicing

The Sales Invoicing Module uses financial information that has been entered into MRI Evolution to create invoices for clients. The financial information can be drawn from a Task, a Facilities Booking or a Contract. The flexibility of the Module allows an invoice to be created for different clients at different rates. Once the client has been invoiced and has made payment, MRI Evolution can record all payments received and any credits given to allow reconciliation of accounts.

For the Sales Invoicing Module to work efficiently some initial set up must first occur. This involves setting up some coded lists to enable easy reporting and recording of the methods and terms for receiving and making charges, credits and payments. There are also settings that can be added to set User’s authorisation levels and system wide preferences to dictate how the Sales Invoicing Module will work and appear within your organisation.

Once the initial set up has been completed a list of clients will need to be created. Clients are the people or organisations that will be invoiced. They can be set up as individuals and companies or can reflect Contract set up. When the client has been set up rules can be specified as to how and what to charge the client for, this is done by setting up Sales Invoicing Rule Groups.

Every invoice produced within MRI Evolution is created by use of a Rule Group (the only exception to this is manual invoicing). The Rule Group is what specifies where in system the financial information is pulled from. A Rule Group contains a series of attributes and values, that if met will cause MRI Evolution to produce an invoice, if no match is found, no invoice will be produced.

When the relevant Rule Groups have been set up for a client, invoices can begin to be produced. To produce an invoice, a draft copy is initially generated; this draft can be checked and amended before it is sent to a client. The invoice can then be issued to a client to request payment.

Upon receipt of payment from the client a record will need to be made of how much the client has paid and which invoices the payment was to cover. Once an invoice has been paid in full it can be marked as complete.

There will be occasions where a credit will need to be raised to a client. This credit will need to be raised in a draft form, checked and issued to the client.

Icon	Feature	Description
Classification
	Sales Credit Reasons	There will be occasions where a credit will need to be raised for a client an e.g. Incomplete works. This list will help to report on reasons why credits have been granted to clients.
	Sales Receipt Methods	Define Sales Receipt Methods used to record how invoice payments are received so cash receipts and debtor activity can be tracked consistently.
	Sales Payment Terms	The Sales Payment Terms feature in MRI Evolution allows organizations to define and manage expected payment time-lines for client invoices. These terms can be applied to invoices, supporting accurate financial planning, reporting, and follow-up on outstanding payments.
Coding
	Sales Invoice Code Categories	Define Sales Invoice Code Categories used to classify invoice line items for consistent financial reporting, analysis and compliance.
	Sales Invoice Nominal Codes	Invoice lines can be assigned a Nominal Code. Many third party financial packages use Nominal Codes, if information from MRI Evolution will be exported to such a program, these could be replicated here.
	Sales Invoice Type Codes	Invoice lines can be defined by a type as a further form of grouping to assist with reporting.
Status
	Sales Invoice Export Statuses	MRI Evolution invoice data can be exported to third party software e.g. an accounts package. Create bespoke sales invoice export statuses to enable a User to see which invoices have been exported, which are pending and so on.
	Sales Invoice Level Of Completion	Invoices have a number of statuses defined by the system such as Dormant, Approved and Issued. Create bespoke Levels of Completion allowing for additional levels to be applied such as Pending or In Dispute to help your organisation reflect any other stages invoices may go through.
Rates and Rules
	Invoicing Rate Groups	When using discipline-based invoicing, every Time Record being invoiced is ran through the rate matrix and compared to each first level node in the matrix until a match is found. When a match is found the matrix will then start looking at the node properties. The search progresses down the matrix until no more matching nodes are found. When you select a node in the matrix its properties are shown in the properties pane.
	Sales Invoicing Rule Groups	Sales Invoicing Rule Groups set the attributes and values that invoices are to be calculated by. An invoice can be created to charge for one of the three types of entity: a Contract, a Task or a Facilities Booking. When a Rule Group is created collection and calculation details are added to specify what attributes and values are used to determine the finances associated with an invoice.
	Sales Invoicing and Credit Preferences	Sales Invoicing and Credit Preferences in MRI Evolution allow you to define how invoices and credit notes are numbered, prefixed, and authorized across your organization. These preferences ensure consistency, compliance, and control over your financial documentation.