Billing entities
A billing entity is the legal company your quotes and invoices come from. Most companies have one; a group of several legal companies adds one for each. Open it from Administration, Billing & catalogue, Billing entities. Everyone with access can read it; only an Admin/Finance member changes it.
Add a billing entity
- Select Add entity.
- Under Identity, fill in the Legal name, the Display name (on documents and e-mails), a short Code and the Tax registration number. If you sell under more than one brand, pick its Default brand.
- Under Address and contact, enter the address (one line per row), phone, e-mail and website.
- Under Numbering and terms, set the Invoice number prefix, the Quote number prefix and the Default payment terms in days (0 means due on receipt).
- Under Payment and e-mail, enter the Remit-to and Bank instructions printed on invoices. Leave From address empty to send with the company's sender.
- Select Add entity.
On the entity's page, Upload logo puts a logo of its own on this entity's documents (Use company logo goes back), and Sample invoice header shows how the top of an invoice will look.
Default and inactive entities
- Make default: the entity a new invoice uses when nothing else decides.
- Deactivate: it is no longer offered for new documents; existing documents keep it. Reactivate brings it back. Tick Show inactive on the list to see inactive entities.
A changed prefix applies from the next number; the counter does not restart.