Invoices
Invoice
An invoice is what a provider bills TBA. It always belongs to a service contract. It can bill two things:
- A contract instalment. This is the periodic invoice for the service.
- An approved quote for a maintenance job. This is the invoice for a corrective job with a quote.
Each invoice carries a number, an issue date, a due date, a tax base and VAT. A provider cannot repeat an invoice number.
Expected amount
The expected amount is what TBA expects the invoice to bill:
- For an instalment invoice, it is the instalment that the invoice fills.
- For a maintenance job invoice, it is the approved quote.
The app compares the expected amount with the tax base and shows the Diferencia (Difference). The FM sees at once whether the provider bills too much.
How instalments are assigned
The provider does not say which instalment it bills. The app assigns the instalments on its own:
- Within each contract year, the invoices fill the instalments in the order they were issued.
- A rejected invoice holds its instalment for the invoice that replaces it.
- If more invoices arrive than there are instalments, the extra invoices fall into the last instalment.
If the FM rejects an earlier invoice, the expected amount of the later ones can change.
Invoice tracking
The Facturas (Invoices) tab of a service contract shows one row per instalment of the year. Each instalment has a state:
| State | When |
|---|---|
| Recibida (Received) | The invoice has arrived and matches the expected amount. |
| Exceso (Excess) | The invoice bills more than expected. |
| Pendiente (Pending) | The instalment is already due and the invoice is missing. |
| No vencida (Not due) | The instalment is not due yet. |
Credit note
A credit note is an invoice with a negative amount. It cancels or corrects an earlier invoice. You record it from the invoice it corrects, with Registrar abono (Record credit note). A credit note has no expected amount.
Forwarding to the client
Forwarding to the client is the final step. The FM sends the validated invoice to the client and records the date and the validated file. You can record forwarding only for a validated invoice.