Invoicing for periodic services for storage fees

In recent years, more and more service providers have joined GreenCommerce. Companies are specializing further in their work, and with GreenCommerce, we aim to support them in this specialization. This is one of the reasons why the topic of ‘Service Providers’ plays a significant role on the 2024 roadmap. To better align with these AGF service providers, new developments will be launched in the software in 2025, including functionalities to support the invoicing of periodic services.

In recent months, sessions have been held with various service providers to improve the integration of the ‘services’ component within GreenCommerce. For the upcoming Garlic release, developments have been made to enable service providers to periodically invoice services for storage fees.

Previously, services in GreenCommerce were always invoiced “along with the sales order.” Since this approach did not align well with service providers working with storage fees (such as cooling or storage), many workarounds were used to achieve the desired outcome.

Service registration at batch level
To provide service providers with options for invoicing storage fees, the ‘Services’ tab in the batch card includes various details for invoicing, such as hop size, hop exemption, and recorded inventory quantities. By default, the administrative inventory is used as the basis. Users who have their logistical processes in real-time order can opt to use the physical inventory instead.

GreenCommerce automatically populates the correct quantities in the batch card, which serve as the basis for the invoicing process. The amount to be invoiced is calculated based on the configured hop size and hop exemption. In some cases, the physical inventory may differ from the administrative inventory. In such instances, a warning is displayed, allowing manual correction.

In the handling invoicing screen, a new column, ‘Billable registrations’, has been added to provide immediate insight into registrations yet to be invoiced. During invoicing, you have the option to invoice up to a desired period. This allows you to partially invoice a batch while letting the remaining period continue. In the batch card, a split will be visible for the storage fees, including the associated end date and invoice number.

Editing storage fee prices retroactively
Although it is uncommon to change storage fee prices retroactively, some details may occasionally be overlooked. To prevent the need to reverse previous invoices, it is now possible to adjust the price (increase or decrease) directly in the service registration. These changes are automatically updated in the batch card. All service registrations are adjusted if the storage fee has not been fully invoiced. If part of the fee has already been invoiced at the old price, a correction line will be added to the batch. The price adjustment will take effect from the next invoicing date. This means that if you adjust the price mid-period, the new price will apply starting with the next invoicing cycle.

These and other developments are expected in the upcoming Garlic release. The Garlic release is mandatory and will be rolled out to all companies in the first quarter of 2025.

Do you have any questions or would you like more information?
If you have questions about this functionality or would like to receive more information, please contact us at info@greencommerce.nl or call +31 174 642 622.