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Setting up the Group-Office billing module

The billing module is not available by default. It can be purchased as a seperate module at the Software shop.
To install the billing module:

  1. Download the billing module from the Software shop
  2. Unpack it in the root of the Group-Office installation
  3. Make sure the folder biling exists in the modules folder
  4. Login to Group-Office as administrator
  5. Click at "Administrator menu" from the main menu
  6. Click at the "Modules" button
  7. Click at "Install" next to the billing module

The installation automatically creates three books with their order statusses for you:

  1. Quotes
  2. Orders
  3. Invoices

Only the administrator has access to those books at the moment. You need to add the right user groups to the permissions of these books to make them available to the users.

  1. Go to the Billing module
  2. Double click at a book
  3. Click at settings
  4. Select the "Write permissions" tab
  5. Add the finance user group

Creating order statuses and templates

Every order has a status. For example "Waiting for payment". This status has two templates associated with it. One for an e-mail message to the customer and one for print or as a PDF attachment. When a status of an order changes an e-mail message with the e-mail template and the PDF attachment will be send to the customer. To generate PDF templates PHP5 is required. The installation has set up some default templates for you but you need to edit them to suit your needs. To edit templates take these steps:

  1. Open the Billing module
  2. Double click at the book you want to edit
  3. Click on the "Settings" button
  4. Select te "Statusses" tab
  5. Double click at the status you want to edit
  6. Click at "PDF template" or "E-mail template"

An HTML editor will appear now. It's recommended that you edit a default template. You can select another template by clicking the templates button templates.gif.
We used DOMPDF to convert HTML to PDF. Unfortunately this does not always convert HTML the way it should be. You have to test if it works and always use CSS to format your document.

Autodata

There is a pull downmenu with special fields that will be replaced. You can insert those at any position.
Be care full with the %items_table_start% and the %items_table_end% tags. They should be around the table for the items. Group-Office will use the first row and duplicate it if there are more items.

pdf_template.png
Template editor