Finalizing invoices

Unit adminOrganisation admin

Where to find it:Invoicing›the unit›the batch›Finalize the invoices

At finalize the invoices get their numbers and reference numbers, and they can no longer be edited. Check the invoices before you finalize.

1. Make sure nothing is left under Fix before computing and that the invoices have been computed.
2. Press Finalize and issue invoices.
3. Read the text in the window and press Finalize and assign numbers.

What happens at finalize?

• Every invoice gets the next invoice number from the unit’s series.
• The payer gets a customer number, if they do not have one in this unit yet.
• A reference number and a virtual barcode are computed for the invoice.
• The invoice date is the last day of the billing month. The due date is the invoice date plus the unit’s payment term.
• The invoice recipient’s name, address and language are saved on the invoice.
• The batch’s status changes to Finalized.

Guardians do not see the invoices yet. They see them once you send the invoices.

What blocks finalize?

Item	What to do
Unresolved rows	Match the row to a child, leave it out with a reason, or defer it to the next batch.
Excluded rows with no reason	Open the row and write a reason.
Rows whose matched child is gone	The child has been removed from Knuut. Match the row again or leave it out.
The same child is matched to more than one row	The family would be invoiced twice for the same month. Match one of the rows to the right child, or leave it out with a reason.
Children with no invoice recipient	Press Set invoice recipients. See Invoice recipients.
Children who have moved to another unit	Leave the row out or defer it to the next batch, and invoice the child from the new unit’s batch.
Units with no invoicing details	Fill in the unit’s invoicing details: at least the name and the account number.

Finalize also fails if the same month already has invoices in another batch of the unit, or if the batch’s rows have changed after the invoices were computed. Then delete the old batch or compute the invoices again.

Note!

A finalized batch cannot be edited or deleted, and credit notes cannot be made in Knuut. Fix mistakes before you finalize.

A mistake before finalize?

• A single amount is wrong: change the amount with a reason or add a line, see Computing invoices.
• The report is wrong or the settings have changed: press Delete batch at the top of the batch. The batch is deleted with its draft invoices. Then import the corrected report again.

A mistake in a finalized invoice?

A finalized invoice stays as it is. Handle the correction in your bookkeeping and agree it with the family, or add the correction to next month’s invoice as a line with Add a line.