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Invoicing a member or an organisation

There are two tools, for two needs. Choose before you start.

The customer needs… Tool Where
A numbered document (PDF): an organisation, an employer, a works council, a member who asks for an invoice Factures Finance › Ventes › Factures
Only a line on their account (meal, item, contribution) Ventes (entry in the VT journal) Finance › Ventes › Ventes, mode Individuelle or Par lot

Rights: Prepare the accounts to create. To validate and issue an invoice: Validate and issue invoices (treasurer and board). To post a sales entry: Post an entry (treasurer).

Examples followed in this guide:

  1. a €150.00 invoice to "CSE Aérotech" for renting the clubhouse for a day;
  2. a general-assembly meal at €18.00, charged to the account of 12 members.

A. A numbered invoice

A1. Create the draft (office)

Finance › Ventes, tab Factures, button Nouvelle facture.

Field In the example
Client CSE Aérotech (member, organisation or visiting pilot: the list covers all)
Objet Clubhouse rental — 14 November 2026
Référence du client Their order number, if any
Date de la prestation 14/11/2026
Date d'échéance Empty: 30 days after issue
Conditions de règlement Transfer at 30 days

Then Ajouter une ligne:

Designation Qty Unit price Revenue account
Clubhouse rental, 1 day 1 150.00 70… (rental)
  • Revenue account: a class 7 account. Some accounts also require an aircraft or a third party: the screen then asks for it in the line. If unsure, ask the treasurer.
  • Total: shown under the lines: €150.00.

Enregistrer le brouillon.

You should see: the invoice in the list, state Brouillon, without a number. A draft can be edited freely; the number is only assigned at validation.

A2. Submit for validation

If you do not have the right to validate: Soumettre à validation. The invoice becomes À valider.

Made a mistake? Reprendre pour modifier brings it back to draft. Supprimer le brouillon deletes it (possible until it is issued).

A3. Validate and issue (treasurer or board)

  1. Filter on state À valider, open the invoice and review it.
  2. Valider et émettre (the button has this name as soon as you hold the right, even on a draft you entered yourself). A window asks for the issue date and, if the customer paid on the spot, the payment method (card, cheque, cash, transfer).
  3. Confirm.

If you refuse it, Renvoyer en brouillon with a reason: the office reads it on the invoice.

You should see: "FA2027-0001 émise" (the number is FA + year + continuous counter). In one go the ERP has:

  • assigned the number, frozen the customer's address, generated the PDF;
  • created the sales entry as a draft (debit of the customer's account, credit of the revenue account);
  • if the invoice was paid on the spot, also created the receipt entry and the state goes straight to Payée.

An issued invoice can no longer be changed

It is corrected with a credit note (see below), never by changing it.

A4. Send

Open the invoice: PDF to open or print it, Envoyer par e-mail to send it to the customer (the customer's address by default, editable). The message says "Envoyée à …"; the ERP keeps a trace of the sending. A member also finds their invoices under Mes factures in their portal.

A5. Record the payment

The transfer arrives. On the issued invoice: Enregistrer le règlement.

Choice When
Choose the method (transfer, cheque, cash, card) and the payment date The payment is not entered yet: the ERP creates the entry (credit of the customer's account) and links it to the invoice
Lier une écriture déjà saisie The payment is already in the books (bank line, deposit). The entry must credit the customer's account by at least the total and settle no other invoice
Marquer payée sans écriture (réglée ailleurs) The payment was booked another way

You should see: the state becomes Payée.

A6. Cancelling or correcting: the credit note

A wrong issued invoice is corrected with a credit note (number AV2027-…). Créer un avoir copies the invoice's lines as a draft: keep everything to cancel the invoice, or reduce the lines for a partial credit note (never more than the invoice). The circuit is the same: submit, validate and issue. Then issue a correct invoice.

B. A sales entry on a member's account

B1. One member

Finance › Ventes › Ventes, mode Individuelle. It is the VT journal entry form (Entering a journal entry):

Account Third party Line label Debit Credit
411… Members Paul Bernard GA 2026 meal (2 meals) 36.00
7… Revenue (meals) — GA 2026 meal 36.00

Enregistrer le brouillon; the treasurer posts it. The member sees it on their account, "pending" until posting.

B2. Several members at once

Mode Par lot: the wizard creates one draft per member with the same amount.

  1. Configuration: choose the tariff item from the grid, or Saisie libre (sans tarif); enter the Quantité, the Prix unitaire (18.00), the Libellé de la facture (General assembly meal 2026), the Date d'écriture, the Compte client (411) and the Compte produit.
  2. Member selection: filter by name or identifier, tick the 12 members (Tout sélectionner if needed).
  3. Operation summary: check the number of members, the amount per member (18.00) and the total (€216.00).
  4. Générer les brouillons. (Générer et valider posts straight away: treasurer only.)

You should see: a message confirming the creation of the drafts (one per member); review them in the journal before posting.

If it does not work

Problem What to do
No Valider et émettre button You do not have the Validate and issue invoices right: use Soumettre à validation.
The customer cannot be found Create their record first (Membres › Annuaire, Organisations partenaires or Fournisseurs / clients).
Cannot link an entry to the payment It must credit the customer's account by at least the invoice total and settle no other invoice.
An invoice is wrong but already issued Create a credit note, then a new invoice.
The member wants to pay in instalments Paying in instalments: the schedule is defined on the sales entry.