Subscriptions¶

With subscriptions, you can automatically bill recurring services — monthly catering, corporate meals, beverage flat rates, or maintenance contracts. DiKAS generates invoices at the configured interval, optionally with SEPA direct debit.

Admin → Customers → [Customer] → Subscriptions

Creating a Subscription¶

"+ New Subscription" in the customer detail:

Required Fields¶

Field	Example	Description
Name	Monthly lunches	Subscription name
Line Items	12× lunch menu at 11.99 €	One or more invoice line items
Interval	Monthly	Billing cycle
Start Date	01.03.2026	From when billing starts. On creation it also sets the first billing date; afterwards it only documents when the contract began

Intervals¶

Interval	Description	Typical Use
Monthly	Invoice every month	Catering, corporate meals, beverage flat rate
Quarterly	Invoice every 3 months	Maintenance contracts, seasonal services
Yearly	Invoice once per year	License fees, annual flat rates

Optional Fields¶

Field	Description
End Date	Automatic expiration date (subscription ends after this date)
Payment Terms	Days until due (default: 14 days)
SEPA Direct Debit	Collect amount via direct debit
Net Mode	Flag that marks the invoice as a net invoice (set the tax rate to 0 % per line item yourself)
Invoice note	Additional text on every subscription invoice, e.g. the service period

Invoice note and service period¶

The invoice note adds a free-text remark to the line items. It appears word for word on the invoice PDF and in the e-invoice. It is particularly useful for the service period when a month is billed in arrears.

You can write normal text and insert placeholders. DiKAS replaces them during the billing run with the date of the respective subscription period. Month names follow the language of the document.

Entered in the subscription	Appears for a period on 01.09.2026
`Service period: {periode}`	Service period: 01.09.2026
`Service period: {periode:MM.yyyy}`	Service period: 09.2026
`Service period: {periode-1M:MMMM yyyy}`	Service period: August 2026
`Service period: {periode+1M:MM.yyyy}`	Service period: 10.2026
`Service year: {periode-1J:yyyy}`	Service year: 2025

{periode} is the invoice date of the subscription period. -1M and +1M shift the complete date by months; -1J and +1J shift it by years. The desired date format follows the colon. Use the preview below the input field before saving.

Typical case: invoice in the following month

If you bill a monthly service in arrears, use Service period: {periode-1M:MMMM yyyy}. On an invoice dated 1 September the document then reads "Service period: August 2026".

Invoices already created remain unchanged

DiKAS stores the fully resolved text directly in each invoice. If you change the invoice note later, it only applies to invoices created from then on. An invoice that has already been finalised keeps its previous text; if necessary, create a cancellation invoice following your usual procedure.

Alternative Invoice Address¶

If subscription invoices should go to a different address (e.g., central accounting department):

Field	Description
Invoice Company Name	Alternative company name
Invoice Contact Name	Alternative contact person
Invoice Street	Alternative street
Invoice Postal Code / City / Country	Alternative address

These fields override the customer master data only for this subscription.

Performing Subscription Billing¶

Simulation (Preview)¶

Before generating invoices, you can display a preview:

Admin → Customers → Subscriptions → "Simulate"
Select time period (e.g., "until 31.03.2026")
DiKAS shows which invoices would be created:
Customer, subscription name, amount
Next invoice date
SEPA direct debit yes/no

Execute Billing¶

Click "Execute billing"
DiKAS generates for each due subscription:
A customer invoice (status: Open)
with the line items stored in the subscription and the invoice note
The field "Next invoice" is automatically set to the next interval
The run creates invoices only — no POS receipt, no signature, no SEPA file. Sending the e-mails and collecting by SEPA remain separate steps in the Invoice run tab and under Creating a SEPA file

Correcting the billing date manually¶

When editing an existing subscription you can change the field "Next invoice" — for example if you agreed with a customer that their subscription resumes in a few months.

A date in the past catches up on invoices

The billing run works through every due period. If you enter a date in the past, the next run creates an invoice for each period in between. DiKAS therefore shows you before saving how many invoices for what amount this would produce, and asks for confirmation. More than 24 months back is not possible.

Agreed a break? Use the pause function

If a subscription should merely rest for a while, "Pause (months)" is the better route: the pause is then visible on the subscription, with its resume date. A manually advanced date later looks like a forgotten billing — to your colleagues as well.

The start date can no longer be changed afterwards. It records when the contract began; what gets billed is governed solely by "Next invoice".

Billing Logic in Detail¶

For each active subscription:
  While NextInvoiceDate ≤ billing date:
    1. Copy line items (with reverse charge check)
    2. Create invoice (status: Open)
    3. Generate POS receipt (invoice number = receipt number)
    4. Advance NextInvoiceDate by interval
    5. If end date reached → deactivate subscription

With quarterly billing and a longer time period, multiple invoices per subscription may be generated.

SEPA Direct Debit¶

Prerequisites¶

For a subscription to be collected via SEPA direct debit:

Prerequisite	Description
Customer IBAN	IBAN stored in customer master data
SEPA Mandate	Mandate reference and mandate date stored for the customer
Creditor ID	Your SEPA creditor ID in the settings
Subscription Flag	"SEPA direct debit" enabled in the subscription

Creating a SEPA File¶

During subscription billing, a pain.008 file is automatically generated:

All subscriptions with SEPA flag are consolidated
DiKAS generates an XML file in format pain.008.003.02
The file contains:
Creditor ID, mandate reference, mandate date
IBAN and BIC of each customer
Invoice number as payment reference
Collection date (5 days after generation)
Download → upload to your online banking

Returned Direct Debit¶

If a direct debit is returned (insufficient funds, wrong account):

During the next bank import, DiKAS recognizes the returned debit
The associated invoice is reset to "Open"
The customer can be contacted manually or dunned

Net Mode (Reverse Charge)¶

For corporate customers in other EU member states with a valid VAT ID:

Enable "Net mode" in the subscription — the invoice is flagged as a net invoice
Set the tax rate of the line items to 0 % — net mode does not remove the VAT automatically
Add the mandatory note „Steuerschuldnerschaft des Leistungsempfängers (Reverse Charge)" yourself in the description or long text of the line item — it is not added automatically

Subscription Line Items¶

Each subscription can have multiple line items — identical to the invoice format:

Field	Description
Description	Service description
Quantity	Count
Unit Price	Price per unit
Tax Rate	19 %, 7 %, or 0 %
Discount %	Line item discount

Example corporate catering:

Pos	Description	Qty	Unit Price	VAT
1	Lunch menu (Mon–Fri)	20	11.99 €	7 %
2	Beverage flat rate	1	35.00 €	19 %
3	Delivery	1	15.00 €	19 %

Managing Subscriptions¶

Deactivating a Subscription¶

"Deactivate" sets the subscription to inactive
No further invoices will be generated
Existing invoices are preserved

Editing a Subscription¶

Line items, amount, interval, and address can be changed at any time
Changes take effect from the next billing

Deleting a Subscription¶

Only possible if no open invoices exist
Historical invoices are preserved

Practical Examples¶

Monthly Corporate Meals¶

Setting	Value
Name	Lunches Firma Müller
Interval	Monthly
Line Item 1	20× lunch menu at 11.99 € (7 %)
Line Item 2	1× beverage flat rate 35.00 € (19 %)
Payment Terms	14 days
SEPA	Yes (IBAN stored)

Quarterly Maintenance¶

Setting	Value
Name	Maintenance contract air conditioning
Interval	Quarterly
Line Item 1	1× maintenance flat rate 250.00 € (19 %)
Payment Terms	30 days
Net Mode	No

Annual License (EU Country)¶

Setting	Value
Name	Software license 2026
Interval	Yearly
Line Item 1	1× annual license 1,200.00 € (0 %, reverse charge)
Net Mode	Yes (customer has AT VAT ID)
Invoice Address	Central accounting Vienna

Next Step¶

→ Banking & SEPA — Bank import and payment reconciliation