Identify and solve billing challenges
We are sorry to learn that you are experiencing difficulties with billing.
Below you will find tips to help you solve the problems encountered. If need ourCustomer serviceis at your disposal to assist you.
• Proforma
â‹" I can't validate my proforma
What is it?You have edited a proforma but by clicking on the "Validate" button nothing seems to happen.
Why?Some elements at the proforma level are incomplete or erroneous.
How to solve the situation?Incomplete or incorrect fields will appear with an alert message. Take the proforma from the beginning to identify the relevant fields and update the content. Once all updates are made you can validate your proforma.
Example of an alert message on the distribution of activities per stakeholder:
â‹" The VAT rate at the fee level is not correct
What is it?At the time of editing a proforma you realize that theVAT rate for fees is not the right one.
Why?The VAT rate applicable to fees depends on theVAT rate set to the relevant Customer's record. Note that if in the Customer's file the "VAT rate" is empty, it is therate of VAT per Cabinet failurethat will apply.
How to solve the situation?First it is necessary toupdate the VAT rate at the proforma level.Then, in order for the VAT rate to be correct in future invoices, it will be necessary toupdate the VAT rate on the relevant Customer's file.
â‹" The software does not detect activities to be charged in a file
What is it?By clicking on the "Proforma folder" a message appears at the top of the page telling me "You do not have to charge related to an active client on the file".
Why?This message occurs when none of the file's activities are assigned to one of the Clients in the file. The activities can either be linked to a given Client (their invoicing goes through the "Proforma folder"), or, for multi-client files, to no specific Client (their invoicing goes through the "Customer distribution" button).
- Example of activity assigned to a given client:
- Example of activity assigned to no client:
How to solve the situation?The activities to be charged to the relevant customer should be reallocated. To do this follow the steps described in the article "Reallocate activities to another contact" from our Help Center.
â‹" Some amounts/information do not appear in the invoice document
What is it?A progress has been created and updated, but not all information is displayed in the subsequent invoice document.
Why?The invoice document is generated following a Document Model.Models work through tagswhose role is to pick up information specified in the software (name of client, coordinates, invoiced amounts...) to report it in the document when it is generated. If some information does not appear it is probably because the associated tag is not in the Model.
How to solve the situation?It is appropriate toconsult the Model of Documentand verify that the tag associated with the missing element is present. Otherwise it will be necessary tochange the modelto add this missing tag. This made the invoice document may be re-generated.
â‹" I can't delete a fee invoice proforma
What is it?You have an invoice in "Proforma" status, but the deletion option does not belong in the Possible Actions for that invoice.
Why?Your proforma invoice relates to a multi-customer file and has been made via aCustomer distribution. In this case it is not possible to delete one of the proforma obtained through this distribution without deleting the others.
How to solve the situation?Proformas obtained by Client Distribution can be deleted via the folder, in the billing tab, at the "Customer Distribution" section. In doing so, all proforma obtained through the client distribution will be removed.
Caution: Once one of the invoices obtained via the customer distribution has been validated, it is no longer possible to delete it or delete other invoices from this distribution, even if they are still in "Proforma" status.
• Invoices
â‹" I can't use a provision
What is it?You sent an allowance invoice to your client, and now want to use it on a fee invoice for that same customer, but this option is not available to you.
Why?Provision invoices may only be applied to a fee invoice under the following conditions:
- The provision invoice and the fee invoice are attached to the same billing establishment;
- The provision invoice and the invoice of fees concern the same customer;
- The provision invoice is in "Sold" status.
How to solve the situation?
- Provision invoices and fee invoices are not attached to the same billing establishment
It is appropriate tocancel one of the two invoices by a credit note, in order to refer it to the correct billing establishment. - Invoice and fee invoice are not attached to the same customer
It is appropriate tocancel the provision invoice, in order tosend it via the form of the right customer. - The provision invoice is not in "Sold" status
Only fully paid provision invoices, i.e. in "Sold" status, can be attached to fee invoices. It is therefore appropriate toassign the customer's rules to the invoiceto be able to attach it to a fee invoice.
• Regulations
When I register a regulation I do not see the unpaid invoice
What is it?You have received a regulation from a customer, but do not see the "Add Regulation" option at the unpaid invoice level OR you do not see the relevant invoice on the regulation registration page.
Why?It is only possible to assign a regulation to an invoice if it is in "To Pay" status.
How to solve the situation?It should be necessary topass your bill in "To pay" status. This does:
- You will see the "Add Regulation" option in the actions available for the invoice:
- The invoice will appear at the bottom of the regulation registration page, when the "Customer" field is entered:
â‹" I fail to register a regulation
What is it?You have received a regulation from a customer, but when you fill in the software you are unable to register.
Why?This can be caused by two things: either you have not registered a bank account in your account settings, or one of the fields on the regulation registration page is not correctly filled.
How to solve the situation?First of all make sure thatyour bank account is well registeredin the Settings of your Jarvis Legal account. Then check if there is no alert message on one of the fields on the regulation registration page.
Example of an alert message on the registration of a regulation:
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