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

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	Invoice without VAT (reverse charge for EU countries outside Germany)

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)
A POS receipt (for accounting)
Optional: TSE signature on the receipt
The field "Next billing" is automatically set to the next interval
For SEPA subscriptions: SEPA file is generated

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 the EU outside Germany with a valid VAT ID:

Enable "Net mode" in the subscription
Invoices are created with 0 % VAT
The note "Reverse Charge" is automatically added
Detection: VAT ID starts with country code ≠ "DE" (e.g., AT, FR, IT)

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