How to Invoice Finance Schedule | Latner Software Documentation

Invoicing a finance schedule turns its repayments into supplier invoices for the financier - either in bulk across every schedule that's due, or one repayment at a time.

Overview

The repayment lines already know what's owed and when, so invoicing is mostly a matter of telling Latner how far forward to go.

Create Supplier Invoices on the Finance Schedules list invoices every repayment that's due, across all schedules, in one run.
Create Supplier Invoice on an individual schedule invoices a single repayment and lets you preview the lines first.
One repayment becomes one supplier invoice, dated on the repayment's own schedule date, completed on creation with a Source of Finance Schedule.
Each invoice carries a Principal Repayment line and an Interest Repayment line, unless the schedule is a simple schedule, which produces a single repayment line instead.
Repayments paid outside Latner can be marked as invoiced instead, so the schedule stays accurate without creating invoices you don't need.

Before You Begin

Make sure the following are in place before you start.

Requirement	Where to Find It
A finance schedule with uninvoiced repayment lines, in Open or Active status	Financials › Finance Schedules
The financier set up as a supplier with a site and a billing contact	Suppliers › Suppliers
Create Finance Schedule permission	Security › Configuration › Permission Groups › Financial › Options

A cancelled or completed schedule can't be invoiced. If you need to invoice against one, use Options › Reactivate Finance Schedule first.

Invoicing the Repayments in Bulk

Step 1 - Open Create Supplier Invoices

Go to Financials › Finance Schedules and choose Options › Create Supplier Invoices. This runs across every schedule rather than the one you happen to have open, which is what makes it a monthly job rather than a per-loan one.

Step 2 - Choose what to invoice

Branch and Supplier - optional filters. Leave them empty to invoice every schedule that's due.
Invoice to Date - required. Every uninvoiced repayment dated on or before this date is included. It defaults to today.
Mark as Invoiced - leave this unticked to create real invoices.

The table underneath previews exactly which repayments will be picked up, and the warning below it tells you how many invoices that is. Save stays greyed out while nothing matches.

Two repayments are due, so the run will create two supplier invoices - one per repayment line

Step 3 - Save

Choose Save. Latner creates one supplier invoice per repayment, dated on the repayment's own schedule date and covering the month that follows it. The supplier, site and branch come from the schedule, the status is Completed, and each repayment line moves to Invoiced.

Repayments dated later than the end of next month are never picked up, even if you set Invoice to Date further out. That limit is deliberate - it stops a single run from raising years of invoices by accident.

Marking Repayments as Invoiced

Repayments that were paid outside Latner shouldn't become invoices. Run the same Create Supplier Invoices dialog, set Invoice to Date to cover them, and tick Mark as Invoiced. No invoices are created - the matching lines simply move to Manually Marked as Invoiced and count towards the schedule's invoiced totals.

With Mark as Invoiced ticked, the September repayment is closed off without an invoice being raised

You can also do it a line at a time from the schedule's Details tab, using the Manually Marked as Invoiced checkbox on each row. Unticking it puts the line back to Uninvoiced, but only while the schedule is Active. For a loan that started before you moved onto Latner, it's quicker to set Invoiced Until when the schedule details are first generated.

After Invoicing

The Details tab shows each repayment's status - Uninvoiced, Invoiced or Manually Marked as Invoiced - and both invoiced states count towards the schedule totals.
The Invoices tab lists every supplier invoice raised from the schedule. They also appear under Suppliers › Supplier Invoices with a source of Finance Schedule.
Invoices are created as Completed, so they're ready to be paid and picked up by your accounting integration without any further approval step.
Once every line is invoiced or marked as invoiced, Latner completes the schedule for you and the status changes to Completed.

Two invoiced repayments and one marked as invoiced - the summary above counts all three towards Interest Invoiced and Principal Invoiced

The Invoices tab - each invoice shows the schedule detail it came from, so a repayment can always be traced back

A finance schedule invoice split into a Principal Repayment line and an Interest Repayment line, with GST added on top

Once a repayment has a real invoice against it, it can't be manually marked as invoiced and the line can't be deleted - cancel the supplier invoice first. Header amounts on the schedule also lock as soon as any principal has been invoiced.

FAQs

Save is greyed out in Create Supplier Invoices.

Nothing matches the filters, which the preview table and the "This will create 0 supplier invoices" warning both show. Push Invoice to Date further out, clear the branch and supplier filters, and remember that repayments dated after the end of next month are never included.

Can I invoice a single repayment instead of running the bulk job?

Yes. On the schedule itself, choose Options › Create Supplier Invoice, pick the repayment under Schedule Detail, then choose Preview to see the invoice lines before saving. Unlike the bulk run, this lets you set the invoice date and the supplier contact yourself.

How is GST handled on the repayments?

It depends on the schedule's Schedule is Tax Inclusive? setting. Left unticked, the repayment is treated as excluding tax and the tax code is applied on top, so a $3,420 repayment with GST invoices at $3,762. Ticked, the repayment is treated as already including tax, so Latner works the tax back out of it before writing the invoice lines.

Why does my invoice only have one line?

The schedule was generated as a simple schedule, which doesn't split repayments into principal and interest. Its invoices carry a single Finance Schedule Repayment line for the whole repayment instead.

I invoiced a repayment by mistake. How do I undo it?

Cancel the supplier invoice, which puts the repayment line back to Uninvoiced so it can be invoiced again or marked as invoiced. If cancelling the last invoice on a schedule already completed it, reactivate the schedule first - a repayment linked to a completed schedule can't be reopened.

Do I have to invoice each schedule separately every month?

No - that's the point of running Create Supplier Invoices from the list screen. One run with Invoice to Date set to the end of the month picks up every repayment due across every schedule, and the preview shows exactly what it will create before you commit.