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Invoices

On a customer’s page, choose New invoice and pick the period, usually Last month. Gasos makes a draft with every fill-up in the period that isn’t on an invoice yet: date, station, plate, fuel, litres, price and amount. A draft isn’t owed and has no number yet. On the draft you can change the period, the invoice date, add their reference (for example their purchase order number) and a note, and add other items: a delivery charge, or a discount with a minus price. Choose Save draft, then Issue invoice. Issuing gives it the next number (INV-0001, INV-0002…) and a due date: the invoice date plus the customer’s Pay within days. At the end of the month, choose Invoice last month on the Invoices page. Gasos makes a draft for every customer with fill-ups not yet invoiced; check them, then Issue them all at once. If an issued invoice is wrong, use a credit note (below) for a small correction, or Void it. Voiding puts its fill-ups back to not invoiced so you can invoice them again; anything paid on it becomes the customer’s credit. The number isn’t reused.

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Payments

Choose Record payment on a customer or an invoice: the amount, the date received, how (bank transfer, cheque, POS or cash) and the reference. Gasos applies it to the oldest unpaid invoices first. To decide yourself, turn on Choose which invoices it pays and set an amount per invoice; part payments are fine, and the invoice shows Part-paid with what’s left. Money that isn’t applied, because they paid ahead or paid more, is the customer’s credit. It’s used on their next invoice when it’s issued, or straight away with Apply credit on an unpaid invoice. Take off moves a payment off an invoice back to credit.

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Credit notes

A credit note (CN-0001…) takes money off what a customer owes: an overcharge, a wrong price, a goodwill discount. From an invoice, choose Credit note, the amount and the reason; it’s taken off that invoice. From the customer’s page it becomes credit for their next invoice. Credit notes show on statements, and can be voided.

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Sending and reminders

On an invoice, choose Email, WhatsApp (opens a chat with the link ready) or Copy link. The customer opens it without an account, and can print it or Download PDF. The invoice shows when it was sent and when they opened it, and its Activity keeps the whole story. Gasos reminds customers about unpaid invoices by email on the days you choose under Credit settings (by default 3 days before the due date, on the day, and 7, 14 and 30 days late), never more than once a day. Turn Automatic payment reminders off on a customer to leave them out. You can also send one by hand with Send reminder.

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Credit settings

Owners and admins set, under Credit settings: the invoice number prefix and next number, Pay within for new customers, VAT on fuel (none, or 7.5% included in prices), the bank details printed on invoices, a footer note, the reminder days, receipts by email for each payment, and Invoice everyone on the 1st to issue and email last month’s invoices by itself.

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Statements

Under Statement, choose the dates and View statement. It shows the opening balance, every fill-up, extra item, payment and credit note with a running balance, and what they owe at the end, across all stations.

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Who owes

Who owes shows each customer’s unpaid invoices by how late they are: not due, 1–30, 31–60, 61–90 and over 90 days past the due date. Fill-ups not invoiced yet are shown apart, and credit is taken off. Chase the oldest first, and put an account On hold while it’s well overdue.