Set up invoice document

Configuration -> Attendee Registration -> Configuration

Fig. 1: Invoice configuration

Configuration

In the Invoices tab, the invoice can be configured according to the event-related requirements.

1. PDF template: Select the desired PDF template. How to set up a template is explained here.
2. Invoice date: The invoice date should correspond to the day of the booking OR the date of the last change.

3. Optional on invoice: Show/do not show – These are answers to questions such as “What kind of food do you want?”: vegetarian, halal, kosher, etc.

4. Packages with price 0: Show or hide free packages on the invoice.

5. Show payment on the invoice: You can set here whether items that have already been paid for should be displayed on the invoice.

6. Show order number on the invoice: If an order number is to be displayed on the invoice, yes / no (activates the form field in the Personal Data step in the registration) and allows this number to be output on the invoice document.

7. Suppress invoice in frontend: By default, the booking confirmation and invoice documents are made available to participants directly after a successful booking with Converia. If invoices are not (yet) to be issued, because they are only checked in batches, for example, or because no invoices are necessary in the case of a free event, the selection No must be made.

8. Show cancellations on subsequent invoices:

   • Yes, if the history (something was canceled - rebooked - etc.) should be displayed on the invoice.

   • No, if only the currently booked options should appear on the invoice. Cancellation documents are collected in the document archive and can be accessed there at any time.

9. Country of billing contact: If the country of the billing contact (registration contact) or a country selected here matches the country of the invoice recipient, it will not be displayed in the address block on the invoice.

   

   Fig. 2: Text on the invoice

The invoice can be further customized here if, for example, fields queried in the registration are to be output. By default, the following data is output above the invoice data:

• Event

• Date of event

• Participant:in

Important information or additional details can also be added below the invoice. You can use replacements to make adjustments to both texts.

Only the replacements that can be added via the replacement folder below the text fields work. Replacements from other modules, such as the e-mail module, cannot be used here.

Explanation of some special replacements for invoice texts:

• Order number: This refers to an internal order number assigned by the company for the respective participant, which must be mentioned on all documents concerning this conference.

• Additional text: An individual additional text can be added to the details of the respective invoice. To ensure that this is also included on the invoice, the separator must be inserted here. If no additional text is stored, the space remains empty.

• Payment reference: This refers to the e-payment reference (a number used to allocate incoming payments).

The billing address cannot be changed using this function (e.g. to also output post-fixed name affixes).

Activity-related additional texts

Converia comes with standard tax information that complies with the legal requirements for invoices in Germany. However, it may be necessary to customize this information if an event takes place in another country, for example, and is subject to the tax laws there.

Adjustment of tax information

Using the performance-related additional texts, the tax notes for different types of performance (e.g. tax-free, 7% VAT, 19% VAT) can be customized.

• supplemented,

• amended or

• completely replaced.

Requirements for the notification

In order for the tax information to appear correctly on the invoice, the following requirements must be met:

1. Activating sales tax: Sales tax must be activated in the general settings for the registration (see Fig. 3).

2. Defining the service type: The service type must be defined in the offer wizard within the offer packages, see mapping tax rates.

Disabling the default tax notice

If the box Do not print the standard tax notice for the 'service type name' service type on the invoice is checked, the standard tax notices are disabled in Converia.

Instead, the stored service-type-related additional texts are displayed on the invoice.

Supplement to the standard tax note

If the box is not checked, the standard tax note remains in place and can be supplemented with the additional text.

Fig. 3: Activate tax

Invoice e-mail

In this section, the subject and email text for the invoice email can be customized. To do this, you can use your own text or modify the default text according to the event.

Replaced fields can also be used to automatically personalize emails by replacing them with individual information such as the recipient's name or invoice numbers at appropriate places.

Fig. 4: Invoice e-mail