Converia Manual
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  • 🚧Under Construction
  • Converia at a glance
  • Glossary
  • General
    • A new event in Converia
      • Create a new conference
      • Central settings and individualization
        • Conference name, location and date
        • Header, logo and visibility
        • Contact information
          • General contact
          • Registration contact
          • Contact person for submission and review of papers
        • Central form settings for entering personal data
        • Mandatory information (General terms and conditions, Imprint, Privacy policy)
          • Add and link terms and conditions (GTC)
          • Add and link a privacy policy
          • Add and link imprint
    • Your own Converia website
      • Article
        • Add and edit article categories
        • Add and edit articles
          • Types of articles
            • Create articles with Rich Text Editor (RTE)
          • Article languages
      • Page structure
        • Create and edit folders
        • Create and edit pages
          • Page templates
          • Action names
          • Page content and modules
            • Restrict the visibility of page content
          • Page link
      • Structured data
      • Media
      • Link the organizer's external website
    • Email communication from Converia
      • Create and send emails
        • Send vouchers by email
        • Send link for password reset
        • Send link to participation confirmation
        • Send account information for (imported) persons
      • Send emails from the booking list
    • Archiving conference data after an event
  • Attendees
    • Setting up the registration
      • Checklist: Have you considered everything before starting the registration?
      • Activation of the registration
      • Inquiry of interest before the start of registration: Pre-registration
      • Basic setup of the registration
        • Request of attendee-data in the registration process
          • Standard form fields
          • Custom fields for all persons
          • Custom fields for certain groups of persons
        • C3 - The login area for attendees
        • Methods of payment
          • Simple customization of existing payment methods
          • Creating new payment methods
          • Special case: Free participation as a payment method
          • Enable and restrict payment methods for persons and countries
          • QR-Invoice
        • Free events without invoices
        • Providing the booking confirmation before or after receipt of payment
          • Providing the booking confirmation: Only for paid invoices
          • Providing the booking confirmation: Never
          • Providing the booking confirmation: Upon confirmation
        • Individual information texts and additional information in the registration process
          • Customized content on the final page
      • Create the offer overview
        • Tips for working in the offer wizard
        • Create offers and their structure in the offer wizard
          • Extended configuration options for categories
          • Extended configuration options for offers
            • Additional mail attachments and mail texts for certain offers
          • Define dependencies between offers
        • Price groups (types of participation)
        • Extended configuration of price groups
          • Mail attachments for certain price groups
        • Define registration periods
        • Questions and answers
          • Overview of answer links
          • Hide/deactivate offers automatically
          • Additional queries within offers
          • Editing questions, answers and links
          • Clean up answers
        • Set contingents
          • Set contingents for offers
          • Set contingents for booking options (answers) within offers
          • Display utilization of contingent offers in the frontend
          • Deposit total contingents across all offers
          • Deposit contingent for early bird discounts
          • Set up waiting list for fully booked offers
        • Restrict the visibility of offers
        • Map offers for accompanying persons
        • Hotel bookings for attendees
        • Mapping tax rates
          • Create new tax rates
          • Mapping different tax rates within one offer
        • Reverse charge in the booking process
          • Reverse charge setup
          • Reverse charge procedure in the front end
          • Reverse charge procedure in the backend
      • Create templates for invoice, booking, participation and payment confirmation
        • Set up invoice document
        • Set up booking confirmation
        • Set up confirmation of participation
        • Update attendance confirmation
        • Set up payment confirmation
      • Cancellation terms
      • Vouchers
        • Configure types of vouchers
        • Create and manage vouchers
      • Lists of participants for organization and information
      • Create surveys for participants
    • Manage persons and attendees
      • Language of a person
      • Find and synchronize duplicate personal entries (duplicate synchronization)
      • Persons in papers – author addresses vs. main address
      • Import people into Converia
        • Reviewer Import
        • Members
          • Configure matching criteria for member lists
      • Optimal overview of the registration status: customize the dashboard display
      • Managing bookings and invoices
        • Create new bookings
        • Create new invoice
        • Update invoices
        • Cancellation at a glance
          • Cancel an invoice
          • Cancel a booking
          • Editing or canceling booking options
            • Edit an offer
            • Charge a handling fee and show it on the invoice
        • Change invoice recipient or billing address
        • Insert additional information on individual invoices
        • Complete incomplete booking in the backend
        • Add to or edit booked offers
          • Adjust price group retroactively
          • Adjust payment method retroactively
          • Add a voucher retroactively
        • Exchange participants in a booking
        • Export invoices
        • Extended statistics
      • Managing payments in Converia
        • Send payment reminders (dunning letters)
        • Change payment method of participants
        • Make backdated payments
        • Make a credit card payment in the backend
        • Enter payment or credit memo for an invoice
        • Payment exports
        • Accounting interface
      • Import bookings into Converia
        • Create predefined shopping cart
        • The booking assistant
    • 👨‍💻Speaker Mangement
    • 👨‍💻Check-In on site
      • Payments on site for ticketing customers
      • Set up self-service
      • Configuring the scanner for on-site use
  • Papers
    • Configuration of paper submission
      • Configuration of abstract submission
      • Custom frontend submission text
      • Paper topics
      • Forms of presentation
    • Configuration of reviewing process
      • Activation, phases and deadlines
      • Define review criteria
      • Revision of the paper by the submitter
      • Test of the review in the frontend
      • Create reviewers and assign topics
      • Assign papers to reviewers for review
  • Tips for reviewers: How to review many papers faster
  • Ticketing-Processing with Converia
    • General information
      • Distribution of attendees' funds
      • Who is responsible for cancelations or rebookings?
      • Cancellation or rebooking costs
      • Test bookings
      • Send payment information for (subsequent) payment
      • Contact details
  • ADMINISTRATION
    • Rights management for Backendusers
    • Data cleansing in Converia
    • Create subsequent subportal (language)
    • Adding Custom Fields
    • Adding new Payment processors
    • Converia APIs
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On this page
  • Verification of invoices
  • Verification mode
  • Invoice verification
  • Invoice management
  • Invoice processing
  • Package booking
  • Invoice document

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  1. Attendees
  2. Setting up the registration
  3. Create the offer overview
  4. Reverse charge in the booking process

Reverse charge procedure in the backend

PreviousReverse charge procedure in the front endNextCreate templates for invoice, booking, participation and payment confirmation

Last updated 6 months ago

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Verification of invoices

Dashboard

In addition to the notification email to the organizers, the event dashboard will also indicate that an invoice verification is required. The red notice appears in the participant box.

Verification mode

The dashboard takes you directly to the filtered invoice list in verification mode (also accessible via the invoice list, provided there are invoices to be checked). The mass action Verify invoice - Send approval email can also be started in this list.

The bulk action Verify invoice - send approval email is only possible for invoices from third countries that have already submitted proof of entrepreneurial status. EU invoices must be checked and verified in the invoice details in the Invoice verification area.

Mass action procedure:

  • Select the desired invoices

  • Verify invoice - Select Send approval e-mail

  • Execute action

Invoice verification

For invoices within the EU, the VAT number, country and company address can be checked online in the invoice verification section of the detailed view.

The result is highlighted in color and a note on the check result is displayed.

Invoices that are not approved in this way can still be filtered in the invoice list using the appropriate invoice verification filter. Individual cases can still be changed in this way and participants can be informed of the changes.

The organizer is responsible for approving the invoice. Converia cannot make any legally binding statement about the correctness of the invoice.

Invoice management

Create invoice in the backend

A new invoice can be created manually in the backend as described in the article Creating a new invoice.

The following points must also be observed at this point:

  • Activation of the checkbox Reversible VAT charge

  • All relevant invoice address information such as company, VAT number and country must be entered so that the system can check and decide whether or not the VAT burden is reversible.

When the checkbox is selected, the VAT number is checked and the invoice is released in the background. The invoice is only marked as blocked if the external validation service is not available.

Invoice processing

Every change of address or setting/removing the Reversible VAT charge checkbox results in the VAT charge being re-evaluated. This also changes the VAT for relevant packages and therefore the invoice total. The corresponding change and the obligation to manually check the content of the invoice is indicated in a separate message.

If the invoice has not been checked, there is the option to enter the checking process for this invoice directly via a quick action.

Package booking

When editing and adding new packages, the package booking in the backend takes into account the currently valid VAT charge settings of the invoice, provided that no manual price and tax entry is made there.

Invoice document

On the invoice document, the amounts for reverse charge packages are output without VAT, but with the note that can be edited in the backend regarding the reversal of the VAT charge.

The connected verification service is carried out by the

Federal Central Tax Office.
Fig. 1: Participants on the dashboard
Fig. 2: Perform mass action
Fig. 3: Success message after mass action for third country invoices
Fig. 4: Note on mass action for EU invoices
Fig. 5: Online check: Error in address data
Fig. 6: Online test successful
Fig. 7: Create new invoice
Fig. 8: Reverse charge status message
Fig. 9: Edit invoice