In accordance with the requirements of the Accounting Act, the system will clean up all related data for the invoices that have been issued more than 5 years ago. Each year, on Jan 1 Choo i Skyen will check up if there are any invoices that have been generated more than 5 years ago, and delete them, including all related data.
NB: this change means that product statistics will keep showing statistics over the last 5 years only.
This release has been dedicated to updating the way of how the system works with credit notes. The updated version of credit notes logic has been shared to all customers for discussion. After getting approval from your side, the new solution is launched in accordance with the requirements described inside the initial document with minor updates.
Briefly saying, the main points of a new solution are the following:
Please inform our support in case you’d like to receive a detailed presentation regarding credit notes changes.
NB: old credit notes stay without any changes. Due to the fact of the logic updates, all reports will be up and running for the new credit notes only (meaning those that will be issued after release launching).
Each organization in CiS can have up to 10 different invoice issuers with separated payment information. New issuer to the organization can be added only by the onboarding process. Issuer payment details cannot be edited from back-end.
Every invoice, generated in the system, has to be assigned to an issuer. Administrator has to select an issuer during creating new subscription, invoice, and course in the system. If the organization has only one issuer – it will be selected automatically.
All existent in the system subscriptions/invoices/courses have been assigned to the current issuer.
Previously, there was a limit of 10 invoice issuers for setting up of invoices. Now, this limit is increased up to 100 invoice issuers for each organization. That’s why we changed the KID generation process. Using the same 17-digits number, now the structure is as follows: “AA BBBBBB CCCCCCCC D” AA – issuer internal ID, BBBBBB – target ID (member or company), CCCCCCCC – organization invoice number, D – control sum.
A level leader is able to see if the person has been paid during the last 3 periods. The system shows more detailed statistics about payments in the “Last contingent” block. New fields with detailed information about the subscriptions were added:
Payment data is generated on the basis of all active membership subscriptions for a particular member, then the invoice status is checked.
If all the invoices for a certain period are paid, a confirmation is added in the field “Is the Membership paid?”, if at least one of the invoices is unpaid, it is displayed “No”. Information about the payment data is displayed in the “Additional Information” field for each period as well.
If there wasn’t an invoice for the current period then the previous period is used as the current one. Also, if there wasn’t an invoice for a period then “No invoice” message is shown instead of the payment data for the subscription.
Stripe has been added as a new payment option to the signing up and a course registration processes, allowing payments by card. Please let us know if you’re interested in using Stripe payments, and we’ll help you to set up the own Stripe account and to support your members with online credit card payments right now.
Get more control on when your members are going to receive a membership invoice by setting up an invoicing date separately for each and every member.
How to use: go to BackOffice – open Person’s card – go to Economy (Økonomi) – Subscriptions (Abonnementer) – find a new parameter Invoicing date (Fakrutadato). It’s a date when the next membership invoice will be issued to this person, and it is automatically set up based on the subscription preferences. Now admin can change this date for each member separately, thus, to use a personalized invoicing date for everybody.
Now the structure of PDF invoices has become more convenient. The information about the invoice issuer is placed now under the company logo on the right. Also, the currency was added to the payment column to avoid misunderstandings in the payment of the invoice.
A very new opportunity has been added to the system – now an organization could set the invoice issuer as the one who can’t issue an invoice with any MVA category except 0%. Once the invoice issuer is marked as “Not MVA”, there is a limitation to creating products for this issuer only with 0% MVA category.
Invoice issuer that belongs to “Not MVA” category proposes its product with zero MVA, this limitation are applied for:
These changes could be applied to the existing issuers as well. Please contact us if you need to make the “Not MVA” issuer with the MVA category 0% only.
A new parameter is added to the member’s info called the Last contingent. The parameter shows if a person has paid membership subscriptions for the last 3 years (yes/no), and helps admins/leaders to control membership payments easily.
How to find: go to BackOffice – Person’s card – find a new field Last contingent (Siste faktura).
The Transaction overview keeps all the transactions always linked to invoices (transferring of invoice status to Paid, Partly paid, Overpaid, Not paid, Credited). New improvements here include the following:
– a new filter on KID number;
– a new column ‘KID number’ shown on a list;
– changes to the types of transactions.
Combining new filters, you can easily search on the invoices info and get more control on payments coming.
How to use: go to BackOffice – Transaction overview (Transaksjoner under Faktura). Try searching on KID numbers/payment dates together with using filters by transaction type (e.g, ‘OCR payment’) to find invoices that have been paid recently.
A new category 12% is added and can be used right away.
An opportunity to set up a Product list with necessary columns provides an Administrator with a simple managing option for fields. The grid or table with data on the Product list could be edited just in a few clicks in the BackOffice.
People inside your association will be able to see more details about their payments, as now invoice pdf can show longer titles of the products included (up to 2 rows of symbols).
How to find: take out the invoice pdf from the system, and be sure you’re able to see more details about products inside the invoice!
All people inside your association will see the instruction where to look for the receipt after the successful card payments done by Stripe.
How to find: after paying for registration inside system or payment done for the course registration on the Frontend, people will see the details regarding their receipts.
Age-distributed balance is a report that contains information about the non-paid invoices in the system. The age-distributed report includes information about the organization, report period, generation date of the report. An Administrator could check the invoices having the status “Not Paid”, “Partly Paid” or “Pending” and the number of days spent from the due date, so it aims the process of monitoring the payment data in the system. The age-distributed report could be downloaded on the Invoices tab in the system.
Previously, the system used common default templates for all the organizations for sending invoices/copies/reminders and credit notes with Email payment method to Multikanal. Now it works more useful – an administrator could edit the templates for his organization in the BackOffice Settings.
How it works now – there are 5 templates:
- for subscription/manual invoice original/copy
- for subscription/manual invoice reminder
- for course invoice original/copy
- for course invoice reminder
- for credit note
An administrator could edit its subject and body with special placeholders and then it will be used for sending invoices/credit notes to Multikanal or by email directly from the system.
The system behavior related to the subscription operations has been updated by the changes aimed to improve the processing of bulk actions. Bulk actions for subscriptions were sped up and now the subscriptions could have proceeded much faster. Moreover, the limitations that had slowed down the processing of bulk actions were lifted on the system.
The logic of the system’s behavior in the matter of PO number and Reference was changed in order to improve the user experience in the system. Thus, all parts of the system related to PO number and Reference in the invoices were unified and have the same approach for setting up this information.
The new option was added on MyPage: the participant or member can indicate the PO number and Reference while registration to the course or to the system so the invoice for registration will be easily paid by the company. This option is available on the last step of registration both in the system and on the course. Also, an administrator could manage it later on the participant card in the BackOffice.
If an Administrator creates a manual invoice for a particular person on the Member list or on the member’s card in the BackOffice, there is a possibility to define PO number and Reference if the person is using “Company pays” option. The same solution was applied to creating an invoice to the company on the Company list for one target or on Company card.
Previously there was no opportunity to choose a period for a manual invoice for the subscription. It was possible to generate it only for the current period. Now an Administrator could choose the upcoming or previous 10 periods for invoicing depends on the subscription length (1, 3, 6 or 12 months).
The approach to managing a refund for invoices with status “Credited” was changed. Now credited invoices could have two statuses – “Credited” and “Credited without refund”.
“Credited” means that no changes could be applied to the invoice. Status “Credited without refund” for invoices gives an opportunity to send the refund after crediting the invoice.
An Administrator could set up the status in the next way:
- Open the card of paid invoice and changes its status to Credited
- Specify the date for the credit note generation in the pop-up window shown by the system. Please note today’s day is set up by default.
- Answer the question “Would you like to add refund transaction as well?” by clicking on one of 3 buttons: “Credit and Refund”, “Just Credit”, “Cancel”
If an Administrator clicks on the “Credit and Refund” button, the system generates a credit note and refund for the whole paid sum.
If the “Just Credit” button is chosen by an Administrator, the system generates a Credit note without a refund transaction. An Administrator could add a refund at any time for the invoice with “Credited without refund” status.
- Open “Credited without refund” invoice Transaction tab
- Press “Add refund” button and choose “Add refund” or “Cancel” button
Now you can easily find links to all participant invoices for the course from the page with personal participant data.
How to find: On back-office course card “Participants” tab, there is “Registreringsdetaljer” link for each participant, after clicking it, a new pop-up window is opened where you can find links to all the particular person invoices for this course on the bottom of the page (if he has any).
As far as using quick search fields in back-office doesn’t affect targeting items from the list (e.g. export report, sending communications or assigning a subscription), it was a limitation for preventing mistakes, that administrator had to clear this field to proceed. Now this limitation has been removed. Searching still doesn’t affect targeting items. But now we have new lightbox windows with more information. You can now see who is selected as recipients of invoice or subscription and can check all the information before proceeding.
How to find: On back-office member/level/company list when open “Add an invoice” or “Assing a subscription” modal then detailed information about recipients is shown.
Admins can now send Creditnote to the customer from back-office invoice card via EVRY Multikanal.
– Creditnote for “Email” payment method will be sent by email.
– Creditnote for “Vipps”, “B2C”, “Post” methods will be sent by post.
– Creditnote for “B2B” will be sent automatically to a bank.
How to use: When administrator changes invoice status to “Credited” then new confirmation modal is shown with the question “Do you want to send creditnote?”. If the administrator selects “No” option, then the invoice will be credited but creditnote will not be sent. When selecting “Yes” option – then it will be sent to EVRY and then directly to the customer.
During the last few years, Norway has been working on developing changes to the EHF standard. This year, the first companies have moved to the new version of EHF 3.0. To meet the requirements of the updates implemented for the EHF payment method, Choo i Skyen system is moving to the new EHF 3.0 standard as well.
To support changes, we have updated the way system sends out all kinds of invoices that will be sent via Multikanal, our invoice provider. Starting from Saturday, May 2, Choo i Skyen is sending all invoices using the new standard. This change is done automatically for all the customers, without a need to request it separately.
Administrators can now export data from back-office transactions list. There are two options available – quick grid report and extended report.
Where to find: Back office Transactions page (sub-menu on invoices page).
A very new feature has been added. Administrators can now define specific date for automatic invoices generation for each subscriber. Administrators can select this date when assigning a subscription or change it later. Also on the subscription card, when updating default subscription invoicing date, a new confirmation is shown – “Do you want to update this date for all subscribers or only for new members?”
How to find: In back-office, member/level/company card, Subscriptions tab.
Now when Administrators send creditnote for a Vipps invoice via EVRY, it will be sent to email (not by post as it was before).
How to find: In back-office invoice card, when changing invoice status to “Credited, a confirmation modal is shown “Do you want to send creditnote via EVRY?”.
A new option has been added. Administrators can disable all automatic emails about an invoice subscription (assigning or canceling). When Administrators assign or cancel a subscription manually, a confirmation message still will be shown and ask about sending an email.
How to find: In back-office, a subscription card.
On the Invoice overview, now Administrators can see the initial invoice distribution channel and the actual channel Evry multichannel system used to send the invoice. Also, this data is available for filtering and exporting.
How to find: In the back-office, on Invoice overview.
Previously, on each page of the invoice pdf, the system showed up to 8 products (depends on the length of a product name). No more products can’t be shown because there are some special invoice form fields on the bottom of the page and there is no more free space. But these special fields are shown only on the first page of the invoice. Now we changed the behavior – space for products list has been increased to all available space of the page (from the second page).
How to find: Any PDF invoice.
Activity public page
A lot of significant changes are launched in the current release, especially for the activities module. Thus, the appearance of the activity public page is updated a lot. New look and feel of the form include the following changes:
- Updated design of all elements,
- Improved UX,
- Better structuring of all activity information,
- Highlights for the most important elements.
The look and feel of the activity page have been thoroughly reviewed. We have updated the styles and structure of the page, to get a simple and convenient flow for people who’d like to review the details of one activity. All key details are highlighted inside the right panel of the page, and the main call to action to register is always visible. This includes the following: activity date and time, number of places (if applicable), activity price and place.
Activity price is now shown in a separate block. Accept of a better view, this brings the system an ability to show different prices (e.g, if your activity has different prices for members and non-members), in an easy to understand way.
To make the process more fluid and transparent for any course participant, the way of making a registration to any activity via public registration flow has been updated. Before doing the regular registration flow, system will ask a person to fill in the basic personal details, such as name and surname, email, and phone number which should be verified by SMS code.
Once the data is filled in, the system analyzes if the person applies the rules set up for the target audience of the activity, and if the person has a membership subscription or not.
- If the person doesn’t fit the target audience rules, then the system doesn’t allow him/her to proceed with the registration.
Become a member
If the person doesn’t have an active membership subscription, the system shows up “become a member” question if this setting is turned on. We have updated the way how the system presents this functionality to participants, to make it more straightforward and user friendly.
To improve the flow of the activity registration, we did a review of the current registration flow and implemented a lot of adjustments. The most important of them are the following:
- Decreased number of steps to complete the registration for a smoother process,
- A clearer overview of the activity products,
- Now participant may see activity products and apply discounts on the same page where the payment is happening,
- Upgrade of the “pay by invoice” payment option.
“Pay by invoice” payment option
To make the system more consistent, we have added the following changes to improve this part of the activity registration:
- A participant always has a possibility to choose the “company pays” option inside the invoicing part and an ability to choose/add the right company,
- A participant may see more details about the company inside the company search,
- The flow of choosing/adding a new company by getting its data from data hotel is improved from the UX point of view.
For the “company pays” invoicing option system collects more details about company payment information for more accurate invoicing which are company name, org number, payment method, address, postcode, city, country, email, PO number, and reference. If a participant adds a new company from the data hotel, system asks to fill in those details. If a participant has a company that is already registered in your association, the system pre-fills payment details with company payment details, and the person is able to update them if there is such a need.
- System does not require a company mobile number to be added inside the company payment details.
We updated the system to use the latest version of the Stripe payments to improve security and meet new security regulations in EU.
How to find: On My page registration and course wizard when user will select payment via card.
An administrator can add new invoice accounts (Konto/Kostnadssted) or edit the existing ones on the new page in back-end Settings. Invoice accounts cannot be removed.
Previously, when an administrator uploaded an OCR file to the system, transactions for the credited invoices were considered as invalid. Now, transactions will be registered and invoice status will be changed to a new one – “Credited, but paid”. The administrator can filter such invoices on the back-office invoices list and add a full refund transaction to it from the invoice card “Transactions” tab. Also, we will manually reload all the invalid transactions for all the existing credited invoices.
How to find: On back-office invoices list.
New functionality has been added – when an invoice is generated, Administrator can choose to send it immediately or not.
If “No” option is selected – the invoice is created and available on My Page but it isn’t sent to the member according to his/her payment method.
All postponed invoices can be sent from invoice contact card one-by-one.
The possibility to filter such postponed invoices is also added as a function.
A very new opportunity has been added. Previously, when sending an invoice through the original channel and it didn’t go through – it was immediately sent by Post. When there were some errors in receiver email or company organization number for EHF, the payer had to wait for a few days to receive a printed invoice. Now any organization can set-up its own order of payments channels (for EHF, eFaktura, Email, Vipps channels).
For example, you can select a channel Vipps-Email and when sending to Vipps is rejected – an invoice will be sent by email, and only when this is also failed (e.g. because of invalid email address) – to post. But, in this case, if a member selected Email as a primary payment option for him and sending an invoice by email will fail – it will be sent to post (w/o Vipps). Also, you can setup separated ordering for the payments for the members and levels/companies.
How to use: If you need a specific channel ordering for your organization, please contact us and will have it sorted for you.
We have added new changes to the product for the invoicing process for family members. Now when an administrator adds a family member to a member with the active membership subscription, it will trigger a new invoice with all the products for the family subscription (if it exists). Member certificate for a family member depends on the status of this invoice.
How to use: Back-office member card, family member block. Member certificate page on My page.
Previously, it was an issue to download an invoice when a member was using “Other payer”. Now when an invoice is sent to a company or to “other payer” – it can be uploaded without logging in to the system.
How to use: When using a link to download an invoice from invoice copy/reminder and this invoice wasn’t generated directly to a person.
The administrator can generate a report with the information, what invoices will be generated for the subscriptions. On back-end invoices list, report menu, you can find a new option – Prognosis report.
You need to select the period, you want to get the data for. The system will check, what subscriptions will be invoiced in the chosen period and show what invoices will be generated. You can get the information only about one next invoicing period for each subscription.
We added the invoice number to the name of the invoice PDF file when an administrator or a member download it from the system.
How to find: On each invoice PDF file.
Trying to make an invoice PDF file leaner and more readable, we’ve made several amendments to it such as:
- moved the “INVOICE” or “CREDITNOTE” title
- moved association contact information
What’s more, we’ve added an opportunity to use the English version of a PDF template of the invoice.
In this release, we’re also adding a possibility for you to turn off print invoices as a payment option inside your Choo i Skyen account through a request to our support team.
All invoices in Choo i Skyen are initially sent via EVRY payment gateway. E.g, you’re sending a manual invoice to a person’s VIPPS account. EVRY checks if there is an active VIPPS account for the person, and if not, the invoice is sent by email or print. Once the print is turned off, the association gets an email of failure and is able to re-send invoices manually.
Please note print as an invoice payment method may be turned off for all the parts of your account (both Back Office, registration pages, course pages, etc).
Choo i Skyen starts to support the new MVA category “6%”.
The existed plain text filters by “Konto” and “Kostnadsted” now are working as autocompletes on the Product list.
When Administrator approves course participant and invoice should be generated, then he/she can choose if he/she wants to generate it or do it later.
One more column has been added to the participant’s list. If the participant has got an invoice – it will be shown in this new column.
A new parameter of invoicing has been added – Project code. Now Admins are able to mark their products with Project codes and then get more detailed statistic through CiS Economy report or filter the invoices using the code.
How to use:
go to BackOffice – Settings (Innstillinger) – Project codes (Projectnummer), and set up your own list of codes. These codes will be available then all over the system: on manual invoices, courses, subscription invoices, but will not be shown for your members.
Not using Project codes? No worries, just leave as it is the default value ‘Not in use’, and nothing will be changed for you.
A new way of getting statistics on your payments has been added, available through the feature called Product list. Products within all your invoices are enlisted here, followed by the brief statistics (how much have been invoiced within this product, how much have been paid/unpaid).
Filter your products by product parameters (division, account, project code), invoicing and payment dates and get the information on how many times any product has been invoiced and paid.
How to find: go to BackOffice – Invoices (Faktura) – Products (Producter), placed under Transactions (Transaksjoner).
Get more control on your payments statistic and make it more consistency using a new feature of reusing your existing products. Now, when an administrator will generate a manual invoice, he/she will be able to select some existing course/subscription product instead of creating the new ones.
Try it out: go to the Persons overview – select a person – add a new manual invoice for him/her – use new button ‘Select product’ (Velg produkt).