Invoices

This view displays all created invoices based on selected filters. It allows users to search, view, manage, and take actions on invoices, including standard invoices and direct debit or RCP invoices.

The invoice overview is a central workspace for financial staff to track, update, and manage the invoicing lifecycle. It gives visibility into payment status, invoice history, and the ability to take administrative actions (e.g., crediting, updating due dates or sending to collection).

Invoice List Overview

All created invoices are listed here. You can:

• Search for a specific invoice by entering its invoice number in the “No.” (Nr) field.

• Limit the list to show only certain invoice types:

  • All – Displays all types.

  • Invoices – Standard invoices.

  • AG-Invoices – Autogiro (direct debit) invoices.

• Limit the list to only show invoices where the orderer is:

  • Person

  • Organization

Filtering by Invoice Status

You can narrow down the list based on the status of the invoice:

• All
  Displays all invoices of the selected type within a specified date range. If no date range is entered, only invoices from the current month are shown.

• Not Sent

  • For standard invoices: shows unpaid invoices that have not been marked as sent.

  • For AG-invoices: shows direct debit invoices where the payment failed at BGC (Bankgirocentralen).

• Unpaid
  Shows all unpaid invoices that have been marked as sent.

  💡 Note: AG-invoices sent to BGC but not paid will not appear in this list until the invoice is either printed or manually updated to the "Sent" status.

• Collection
  Displays invoices that have been sent to collections, i.e., forwarded to a third-party debt collection agency and are no longer followed up within BRP.

• Awaiting Response
  Shows invoices that:

  • Have been sent to BGC and are awaiting a response, or

  • Are part of recurring card payments currently being processed.

Additional Features

• If your company shares a Bankgiro number with other companies, you can choose to include invoices from those companies’ facilities.

• If your business operates multiple facilities, you can filter invoices by facility.

• You can also search for all invoices linked to a specific person or organization.

Right-Click Options on Invoices

Right-clicking on an invoice provides the following actions:

• Change Due Date

• Add Note to Person

• Show in Person List

• Move to “Not Sent”

• Move to “Unpaid”

Invoice List Columns

• Error Code (Felkod)
  This field provides an explanation for failed billing attempts, such as rejected payments via autogiro or RCP (Recurring Card Payment, e.g., via Nets Easy). The same error info appears inside the invoice details.

Toolbar Buttons and Their Functions

• Autogiro
  Generates a debit file for all selected, unpaid invoices where the payer has a valid autogiro agreement, as long as they are not already awaiting a BGC response.

• Credit
  Creates a credit note for the selected invoice.

• Pay
  Registers a full or partial payment on the selected invoice using an approved payment method (e.g., bank giro, plusgiro).

• Offset (Kvitta)
  Allows one invoice to be paid using a credit from another.

  See related documentation: Offsetting Invoices (Kvitta fakturor).

• Report
  Creates and prints or emails invoice reports for multiple selected invoices at once.

  For detailed control over printing/emailing a single invoice, double-click it and manage the report inside the invoice dialog.

• Collection
  Sends selected invoices to a debt collection agency, if this is enabled for your facility.

• Show (or double-click)
  Opens the Invoice Details Dialog for the selected invoice.

• Close
  Closes the invoice view.

Invoice Dialoge

The Invoice Dialoge provides a detailed view of an individual invoice and includes several tabs for viewing and editing invoice-specific data. This interface is typically used for reviewing invoice details, correcting issues, or making adjustments before or after invoicing.

Reference Code

If enabled, an additional "Reference Code" field will appear on the person's profile. When a person with a reference code is invoiced, the code will also appear on the invoice report.

• Use Case: Useful for organizations that require internal project codes, department references, or cost center identifiers to appear on invoices.

• Activation: This field must be activated by BRP. Ask your BRP contact to enable the setting:
  Show reference code on Person
  (Only BRP personnel can activate this setting.)

Error Codes for Autogiro Invoices

To support invoice tracking and collections management, BRP automatically assigns an error code to failed autogiro (direct debit) invoices. This allows filtering and actions based on the reason for failed payment.

There are four standard error codes:

1. Insufficient Funds
   The customer had no money in their account when the debit was attempted.

2. Mandate Canceled or Blocked by Payer
   The customer actively prevented the transaction by canceling or blocking the direct debit authorization (medgivande).

3. Refund Requested by Payer
   The customer requested and received a refund from their bank after the debit.

4. Missing AG Link

   • The customer’s bank account has been closed, and the mandate was not transferred.

   • Or, the account is no longer eligible for direct debit with that bank.
     → The customer must contact their bank to update their mandate with a new account.

🔍 Error Code 0
An unpaid autogiro invoice with error code 0 indicates a generic failure, the mandate may be invalid, but the specific cause is unknown.

Status

Displays the current status of the invoice.
Refer to the documentation section Invoice Status for full definitions.

Latest Event

Shows a description and timestamp of the most recent activity related to the invoice.
See Invoice Events for more detail on what types of changes and actions are logged.

“Do Not Block” Option

• Located next to the Due Date field.

• When checked, it prevents the system from applying an access block (e.g., disabling entry passes or memberships) due to the invoice being overdue.

• The block would normally be triggered after a configurable number of days past due, based on the setting:
  Block card after number of overdue days.

🔐 Note: Changing this setting requires the user to have the permission:
Invoice – Edit Invoice Date.

Invoice Events

Whenever an invoice is modified or updated, BRP records the most recent event along with the date of the change. This information is visible both:

• In the invoice dialog, and

• In the invoice list under the associated person’s record.

These events serve as an audit log, helping administrators and finance teams track how and when an invoice's status changed.

Types of Stored Events

Below are the possible events that can be recorded:

• Paid via Collection
  The invoice was paid after being sent to a collection agency, and payment was reported back from the external debt collection system.

• Paid After Reminder
  The invoice was paid following at least one reminder notice sent to the customer.

• Paid via Reminder Service
  Payment was reported by an external reminder service provider (used before or instead of collections).

• Paid
  The invoice was paid through standard means, either manually or through an accepted payment method, while it was in either “Sent” or “Not Sent” status.

• Partially Paid On-Site
  The invoice was partially paid on-site, even though it previously had the status “Collection” (Inkasso) or “Reminder Service” (Påminnelseservice).

• Offset (Kvittad)
  The invoice was settled by offsetting it against another invoice, typically a credit invoice (used when canceling or correcting an earlier one).

• Refunded (Utbetald)
  The invoice had a negative balance (e.g., due to overpayment or credit) and the amount has been refunded to the customer.

• Recalled (Återkallad)
  The invoice had status “Collection” or “Reminder Service” but has now been fully paid on-site (e.g., at reception or cash desk), cancelling the need for further follow-up.

Not Yet Implemented Events

These are placeholders for future functionality related to accounting and bad debt management:

• Written Off (Avskriven)
  Indicates a realized credit loss (i.e., the invoice was deemed uncollectible).

  ❗ Not currently implemented.

• Recovered (Återvunnen)
  Indicates a previously written-off invoice was later paid or recovered.

  ❗ Not currently implemented.

Usage Tip

These events are particularly helpful for:

• Customer service, to see what happened and when.

• Finance teams, for reconciliations and follow-ups.

• Auditing and compliance, to show documented invoice outcomes.