Bulk lease invoicing

Bulk lease invoicing, under Lease invoicing in the Bulk Invoices section, issues a month's invoices for every lease in one park at once. You choose a park and a month, check the preview, and then create the invoices. Nothing is created before you click Create invoices, and every invoice that cannot be issued says why.

The screen is part of the property-management features, so it appears only in organisations that have them enabled. It is open to administrators and to users who manage both contracts and invoices.

The preview

The preview has one row per lease, named by tenant, unit and lease, and one cell per invoice type:

Rent + service-charge advance: the rent and the service-charge advance go on one invoice.
Utilities (from settlements): a separate invoice, built from the month's utility settlement once it is final.

Re-invoiced costs and hours are not issued from this screen.

Each cell that can be issued shows the invoice it would create: its net amount, the VAT rate and VAT, and the gross amount. A line priced by area shows its size times the monthly rate, and a line agreed in EUR shows the EUR amount it was converted from. A lease that starts or ends within the month is invoiced for the days it runs, and the cell says which days. A cell already invoiced for that month reads Already issued with the invoice number; it cannot be selected and is never created twice.

Under the list, the totals are given per currency, with net, VAT and gross on separate lines, so a park with both EUR and RON invoices never adds them into one figure. When amounts were converted, the footer names the BNR exchange rate used and its date. Creating the invoices emails nothing to tenants and sends nothing for e-invoicing.

Selecting and creating

Every invoice that is ready to issue is selected to start with. Show narrows the list to All, Ready to issue or Problems, but it is a view, not a selection: invoices you selected stay selected while the filter hides them, and Create invoices still creates them. The selection line therefore says how many of the selected invoices the filter is hiding.

Create invoices sends the run once, however many times the button is clicked. The Results of the run then list what was Created, what was Refused, need fixing and what was Skipped, already issued, as they stood when the run finished; they do not change when the preview above them does.

While an organisation is in pilot mode, the invoices are created in a separate PILOT numbering series and stay out of revenue and receivables. Your usual invoicing carries on in parallel, and each cell compares the proposal with the invoice issued there.

When an invoice is refused

A cell that cannot be issued shows a refusal in plain words, saying what to fix, with a link to the lease (Open the lease) or to the setting concerned. The most common refusals:

A line cannot be priced. The rent, service-charge, other-charge or marketing-fee line has no area or quantity, is not billed monthly, or is stated gross while an invoice adds VAT to a net amount. Fix the line on the lease.
The tenant has neither a client nor a supplier role. Open the tenant under Counterparties and choose Add as client.
The client's default VAT rate is not one your organisation's country offers. Open the tenant under Counterparties and, in its Client section, set Default VAT rate to one the country offers. The preview refuses such an invoice before you create it, just as creating it would.
No BNR exchange rate is published for the issue date yet. The EUR lines are refused rather than converted at another rate.
The utility settlement for the month is not final yet, or was never calculated.
No invoice category tag is set for a charge. The refusal links to Set the category tags, the Lease invoicing tags card in Invoicing settings.

Choosing the tag for a charge

Every invoice row the run creates carries the invoice category tag set for its charge: rent, service-charge advance or utilities. When the invoicing settings list more than one tag for a charge, an administrator sees a tag choice for that charge above the list. The tag picked there is used for the preview and for every invoice the run creates. Other users who run the invoicing see that an administrator must pick the tag, and the charges concerned stay refused until one does.

Example use cases

Issuing a whole park's rent and service-charge advances for the month in one run, after checking every invoice in the preview.
Filtering the preview to Problems to fix the leases that cannot be invoiced yet, without losing the selection of those that can.
Correcting a tenant's default VAT rate on its counterparty record after the run refuses its invoice, then running the preview again.
Running a park in pilot mode beside your usual invoicing and comparing each proposal with the invoice actually issued.