Orders & invoices

The order is the publisher's financial hub: this is where the receivable arises, where delivery happens, where payment comes in. The module carries quotes and orders from draft through approval, delivery and invoicing to payment and dunning, with customer, address and tax data from the CRM and title, price and stock data from title data.

The order list shows what needs doing first. Above the table sit key figures in two groups: counts for today's orders, drafts and partial deliveries, and revenue for the month, 30 days and the year; beside them, open deliveries, open invoices and the number of invoiced orders at a glance. From there you go into the order, whose three phases run along as a process tracker; the system checks whether a status change is permitted, and several orders can change status together.

A line item knows where it comes from: from sales, from rental, from an event, from a subscription, an advertisement or as a contribution from production. Each source brings tabs of its own – hire period and performances, date and attendees, delivery rhythm and notice period, or format and publication period. Line items can also come from Excel or CSV: the assistant resolves them by ISBN, EAN or item number and asks when something is ambiguous.

Prices and discounts are worked out by the pricing engine itself, and it discloses where a discount comes from; overriding by hand is possible but stays visible. Titles held in stock are reserved. Where stock does not cover the order, backorders arise with an event history of their own, and partial delivery offers the choice between a follow-up order, splitting and holding. Stock levels and movements come from the warehouse.

The tax rate is a result, not an entry: it follows from the tax case (domestic, EU with and without a VAT identification number, export, country of destination under the One-Stop Shop) and appears as a preview in the quote already, not only on the invoice. Deviating deliberately remains possible, but is shown as a deviation rather than silently accepted; the tax total is grouped by rate, not by code.

A bundle from title data is entered as a single line item and resolves into its components. Individual parts can be deselected while entering, and every component carries its own price, its own tax and its own reservation. The order binds the version of the bundle it was created with: if the parts list is changed later, a new version arises and the existing order stays as it was.

Invoicing runs with a preview, an approval and a check of the accounting period; credit notes can cover the whole document or single lines. The e-invoice is produced as XRechnung or ZUGFeRD, as XML or as a hybrid PDF, with a pre-check and validation. The documents (order confirmation, invoice, delivery note, reminder) come from the tenant's layout and go out as a draft into correspondence or directly by email.

Whether payment has come in is shown by the open items. Overdue invoices appear there with totals; a payment can be recorded and a reminder printed in one step, with dunning levels from a friendly reminder up to the fourth notice. The payment overview filters by payment method and totals up; the revenue view calculates by month, title and customer, as CSV, as an invoice journal or as a DATEV posting batch for the accountants.