How do you set up AI2 and use it in Easyflor?

What is AI2?

AI2 is a collection system specifically designed for the ornamental horticulture (flowers and plants) industry. It helps you collect money from customers who have purchased on invoice. Instead of chasing payments yourself, AI2 handles this for you.

Why use AI2?

• Automatic collection: You don't have to chase payments yourself
• Save time: AI2 does the work for you
• Less hassle: No more sending manual reminders
• Special for flower industry: The system knows the rules of your sector
• Reliable: You receive your money through a reliable system
• Clear overview: You see at once which invoices are being collected

When do you use AI2?

Examples:

• Customers don't pay on time and you want to automate this
• You work in the flower industry and want an industry-specific system
• You want to spend less time collecting invoices
• You're looking for an alternative to other collection agencies

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Part 1: Setting up AI2 in Easyflor

You do this once (one-time setup)

Step 1: Go to the configuration

1. Click on the "Admin" tile
2. Click on "System"
3. Click on "Configuration"
4. Click on "Export"
5. Click on "AI2 Configuration"

Step 2: Choose a payment method

• At "Payment method": choose or create a new one
• Tip: Create a new payment method called "AI2"
  • This keeps everything organized and you immediately know it's about AI2

Step 3: Choose a number category

• At "Number category": choose or create a new one
• Tip: Also create a new category here called "AI2"
  • Again for clarity!

Step 4: Set VAT rate

• At "LowVATRates": choose "VAT Low Rate"
  • This is the low VAT percentage (usually 9%)

Step 5: Save

• Click on "Apply"

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Part 2: Entering AI2 numbers for customers

Why is this necessary?

Every customer that needs to be collected through AI2 needs an AI2 number. This number links the customer to the AI2 system.

Step 1: Go to debtors

1. Click on "Organisation"
2. Click on "General"
3. Click on "Debtors"

Step 2: Select the customer

• Click on the debtor (customer) for whom you want to enter the AI2 number

Step 3: Go to numbers

1. Click on "Contact"
2. Click on "Numbers"

Step 4: Enter the AI2 number

• Add this customer's AI2 number
• You get this number from AI2 or you need to request it

Step 5: Repeat for all customers

• Do this for every customer that needs to be collected through AI2
• Without an AI2 number, the system won't work for that customer!

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Part 3: Using AI2 for collection

When do you use this?

Every time you want to have invoices collected through AI2.

Step 1: Go to export invoices

1. Click on "Invoices"
2. Click on "Other"
3. Click on "Export"
4. Click on "Payment partners"
5. Click on "AI2"

Step 2: Fill in the details

Required fields:

• Collection date: The date on which AI2 should collect the money
  • Choose a date in the future (for example in 7 days)
• Administration: Choose the administration for which you want to export invoices
• Date until: Until which date do you want to include invoices?
  • For example: all invoices up to and including today

What does this mean?

• You tell the system: "Collect all invoices until [date] on [collection date]"

Step 3: Start the export

1. Click on "Apply"
2. The connection now starts working
3. The invoices are sent to AI2
4. AI2 will collect the invoices on the chosen date

Step 4: Check

• Check if the export went well
• AI2 will now handle the payments!

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Visual overview

STEP 1: One-time setup
    ↓
Admin → Configuration → Set up AI2
    ↓
STEP 2: Enter AI2 numbers
    ↓
Organisation → Debtors → Enter numbers
    ↓
STEP 3: Export invoices (whenever needed)
    ↓
Invoices → Export → AI2
    ↓
AI2 collects the invoices for you!

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Important tips

Tip 1: Do the setup right once

• The first time setup takes some time
• But after that everything works automatically!
• Check carefully that all settings are correct

Tip 2: Keep track of AI2 numbers

• Make a list of which customer has which AI2 number
• This way you don't lose control
• Update this list regularly

Tip 3: Plan collection dates wisely

• Don't choose a date in 1 day (too fast!)
• Give customers time: choose for example 7-14 days ahead
• This way customers can still pay themselves if they want

Tip 4: Export regularly

• Do this for example every week
• This way invoices don't stay open too long
• You receive your money faster

Tip 5: Communicate with customers

• Tell customers that you use AI2
• Explain when they can expect collection
• Avoid surprises!

Tip 6: Check before you export

• Check which invoices are included
• Are there invoices you want to exclude?
• Do this before you click "Apply"

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Common mistakes

Mistake 1: Forgot to enter AI2 numbers

• You export invoices, but customers don't have an AI2 number
• Result: The connection doesn't work for those customers
• Solution: First enter all AI2 numbers for your customers

Mistake 2: Wrong collection date chosen

• You choose a date that has already passed
• Result: The collection cannot take place
• Solution: Always choose a date in the future

Mistake 3: Wrong administration selected

• You choose the wrong administration
• Result: Wrong invoices are exported
• Solution: Always check which administration you select

Mistake 4: Date until not filled in

• You forget the end date
• Result: The system doesn't know which invoices to include
• Solution: Always fill in the "Date until"

Mistake 5: VAT rate incorrectly set

• You choose the wrong VAT rate during setup
• Result: Amounts are incorrect
• Solution: Always choose "VAT Low Rate" for LowVATRates

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Practical example

Situation:

You have 10 invoices that need to be paid. You want to use AI2 to collect these in 10 days.

Step 1: One-time setup (if you haven't done this yet)

1. Admin → Configuration → AI2 Configuration
2. Payment method: "AI2"
3. Number category: "AI2"
4. LowVATRates: "VAT Low Rate"
5. Save

Step 2: Check AI2 numbers

1. Go to Organisation → Debtors
2. Check if all 10 customers have an AI2 number
3. Numbers missing? Add them!

Step 3: Export invoices

1. Go to Invoices → Export → AI2
2. Collection date: Today + 10 days
3. Administration: Select the correct one
4. Date until: Today
5. Click on "Apply"

Result:

• The 10 invoices are sent to AI2
• In 10 days AI2 collects the money
• You don't have to do anything else!

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Summary: Quick checklist

One-time setup (do this once):

• Admin → System → Configuration → Export → AI2 Configuration
• Choose Payment method (create new: "AI2")
• Choose Number category (create new: "AI2")
• At LowVATRates: choose "VAT Low Rate"
• Click on "Apply"

Enter AI2 numbers (do this per customer):

• Organisation → General → Debtors
• Select the customer
• Contact → Numbers
• Enter the AI2 number
• Repeat for all customers that need to be collected through AI2

Export invoices (whenever you want to collect):

• Invoices → Other → Export → Payment partners → AI2
• Enter Collection date (date in the future)
• Choose Administration
• Enter Date until (until which date to include invoices)
• Click on "Apply"
• Check if the export was successful

Now AI2 handles the collections for you! 💰