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Andy Milana
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December 2, 2015 at 5:31 am
Dear Support
Since our conference is international we have the need of issuing different invoices depending the attendee country of origin, the questions are the following:
- it is possible to have multiple invoices with and without vat?
- does the system sent invoice automatically or do we have the option to preview/amend each invoice before it is sent?
- is it possible to personalise the invoice numbering?
To give you a more details idea of our invoice needs, I have attached a list of requirements that the finance director has sent me (see below)
- 1/ for customers registered outside of the EU: no VAT number to be mentioned and no VAT to be charged (see enclosure 1);
- 2/ for customers registered in the EU, but outside of Belgium: VAT number required and mentioned, no VAT to be charged (see enclosure 2);
- 3/ for customers registered in the EU and outside of Belgium, but that are VAT exempt (i.e. Assicuro Private Insurance in The Netherlands): no VAT number to be mentioned, 21,00% VAT is to be charged (see enclosure 3);
- 4/ for customers registered in Belgium: VAT number required and to be mentioned, 21,00% VAT is to be charged (see enclosure 4).
For the invoices to be generated through the Regonline system, the invoices should have the following numbering: 2014/9001, 2014/9002, 2014/9003 etc.
Looking forward to hear from you
Kind regards
Andy
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Tony
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December 3, 2015 at 6:47 am
Hi Andy,
it is possible to have multiple invoices with and without vat?
You can build out multiple templates for your invoices and assign different invoices per event, but not per registration.
does the system sent invoice automatically or do we have the option to preview/amend each invoice before it is sent?
The invoice itself is not sent via email, the user receives a link they can use to generate and download the invoice. So the links sent within the messages can be remove to prevent the user from receiving them but again this would be on a per event basis rather than per registration.
You can view each individual invoice for the registrations and then send the user the link to download the invoice if that works?
is it possible to personalise the invoice numbering?
The invoice number is currently the Transaction ID generated within EE. To change this would require custom development but it would be possible yes, it just depends on what you are looking to do.
EE currently does not support adding and removal of VAT based on the users location/IP address, I’m assuming this is why you would like to preview the invoice before it sent? To allow the admin time to alter the invoice?
Can you explain what the Regonline system is please? Are you using that to generate the invoices or EE?
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Andy Milana
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December 3, 2015 at 8:00 am
Hi Tony
Regaonline, http://www.lanyon.com/event-management-software/regonline?domain=en-GB, is currently the system we are using for our events, which on one hand is fantastic on the other hand since it’s a third party app, doesn’t match the expirience that we want to provide for our delegates, plus their branding is everywhere which is not good for our image.
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Tony
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December 3, 2015 at 9:00 am
Ah, ok. I understand now.
This line threw me:
For the invoices to be generated through the Regonline system, the invoices should have the following numbering: 2014/9001, 2014/9002, 2014/9003 etc.
Because it sounds as if the details would be passed to regonline to handle the invoicing.
I think most of the VAT requirements above will need custom development to work with Event Espresso, there is currently no functionality to remove VAT based on a valid VAT number being entered during registration etc
Also an invoice is generated within Event Espresso for every transaction created, this could be a free ticket, paid ticket or even an abandoned transaction (because they will all have a txn id) which is something that will need to be taken into consideration with the Invoice numbering.
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Andy Milana
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December 4, 2015 at 3:18 am
Hi Tony
this is an area completely unknown to me, I would highly appreciate if you could use more simple words, also because English is not my first language.
I have discussed further with the finance office at this regard and ultimately what they would like is something like this: http://ec.europa.eu/taxation_customs/vies/vieshome.do?locale=en
in this EU website, a user can select a country and based the country selected the fields will change accordingly.
I do understand that conditional formatting is not currently supported by event espresso (I hope this will be incorporated in future releases), although, do you think that I could add in the registration form a condition where a selected number of country (based our needs) are listed with the question: please select your country of origin, and based that selection then the person has to enter a VAT number or even just typing word like exempt or N/A, if they are for example outside the EU?
Any help is highly appreciated.
Regards
Andy
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Tony
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December 9, 2015 at 6:44 am
Apologies, I’ll try to break it down more.
do you think that I could add in the registration form a condition where a selected number of country (based our needs) are listed with the question: please select your country of origin, and based that selection then the person has to enter a VAT number or even just typing word like exempt or N/A, if they are for example outside the EU?
Adding a custom conditional question is possible, it will take some custom development using jQuery to hide the questions depending the value selected.
The main problem is that adding a custom question within the registration form will be the simple part for all of this to work. You’ll need to alter prices shown on the invoice dynamically, alter the payment amounts within SPCO and various other sections.
Event Espresso uses the ticket prices and taxes set to build the invoice, so you’d need some method of modifying the totals when a user was exempt from VAT. This currently is not included within EE and would require some significant customization in order for it to work.
In regards to the invoice numbering, EE currently uses the Transaction ID. A Transaction ID is created for every registration within EE including free registrations. If this is a problem you would also need custom development to create separate invoice ordering that applied only to paid registrations.
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Andy Milana
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December 9, 2015 at 6:52 am
Hi Tony,
Somehow I knew that it wasn’t to be an easy task, that’s why we may consider to create 4 similar events but with different requirements and registration forms.
Could you confirm that registration forms can be personalised for different events?
Another thing that I have looked into is using an invoice plugin, I have found that sprout invoice has the possibility to import csv files, while ee4 can export csv files, so I am thinking to combine the 2 with an cut and paste plus macro to have the data that the finance office requires.
Is not the best option, but that way we keep them happy, instead of doing it manually.
Thoughts?
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Tony
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December 9, 2015 at 7:14 am
Could you confirm that registration forms can be personalised for different events?
You can select different question groups per event.
When creating the event you select the question groups that should be assigned to that event – http://take.ms/1CBvc
Those selections can be made per event.
Another thing that I have looked into is using an invoice plugin, I have found that sprout invoice has the possibility to import csv files, while ee4 can export csv files, so I am thinking to combine the 2 with an cut and paste plus macro to have the data that the finance office requires.
I’ve not used Sprout so I’m not sure if that will work to be honest, it will depend on how complicated your pricing structures will be. Discounts for example will complicate matters within as you’ll need individual breakdowns within the CSV.
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