Difference between revisions of "Direct invoicing"

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Direct invoicing is useful for sending periodical invoices in certain recurring intervals.
  
   
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= Company information:= <!--T:1-->
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== Settings == <!--T:12-->
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The Direct invoicing settings are in Accounting | Backoffice | Base registers, Direct invoicing tab
   
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*Enter new clients in Base registers/SL/Clients. A client with projects should instead be entered in Base register/Pro/Clients/Projects since there is a connection from there to the sales ledger
  
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*Set VAT parameters in Base registers/Din/Parameters, tab VAT, in case you have several VAT rates. Registration includes VAT means that VAT is included in the article price. If you want the VAT rates to be specified on the invoice, use layout 3 in the Invoicing tab.
  
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*Enter Sender in Base registers/Din/Sender.
  
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*Enter Articles (sales codes) in Base registers/Din/Articles. Write name and possible text (all three text fields can be used and printed out on the invoice). If quantity a and unit price shall be shown on the invoice, state it, otherwise just enter a price. Select whether VAT shall be used and in that case it if shall be shown in the printout. Select revenue account and possible cost centre/cost object.
  
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*Sender will be suggested on the invoice if sender name has been stated in Base registers/Din/Parameters, tab Registration. Sender can be used as Our reference.
  
   
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* Register Articles. Write amount and unit price if it shall be shown on invoice; if not, write price only. Enter VAT and whether it shall be shown on invoice. Enter the revenue account to be used for the article and, if applicable, the cost centre/cost object.
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* Enter the sender’s details and, if applicable, fill in the sender’s details in the parameters if these are to appear as a default on the invoice.
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* Set the parameters and enter the VAT parameters in the VAT tab if different VAT rates are to be applied.
   
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= The invoice is made in Accounting/Direct invoicing:= <!--T:3-->
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== New clients == <!--T:15-->
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Add new clients in Accounting | Backoffice | Base registers, under the Sales ledger tab. If the client is also to be included in project accounting, add them there instead, as there is a integration from there to the sales ledger. 
   
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== Prepare invoice == <!--T:16-->
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Direct invoicing is made in Accounting | Client invoices, Direct invoicing tab.
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*Select client
  
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*Create new invoice template with the button NEW in the list to the right
  
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*Select sender (shown as Our reference on the invoice)
  
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*Client contact is the Client's reference person.
  
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*Select “First invoice date" - when the first invoice shall be sent.
  
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*"Thereafter repetition per"- select interval for sending invoice
  
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*Invoicings - write 999 for invoicing until further notice, 0 for no invoicing or number of planned invoicings
  
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* Trade debtor's account, terms of payment. Can be changed if necessary.
  
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*Special invoice text - a text that will be shown on all invoices
  
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*Blocked - check if you no longer want to use the template but save it for future usage
  
   
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== Create invoice template == <!--T:17-->
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* Start by selecting the client on the left and create a client invoice template by clicking the New button in the list on the right.
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Go to the tab Invoice rows to register text and amount
 
   
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Write the text by fetching registered articles, enter quantity and unit price (if it shall be on the in-voice) and amount. Select VAT and enter revenue account, if it hasn’t been entered before.
  
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* Select the sender who is your contact on the invoice
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* Client contact is the contact person at the client
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* Enter first invoice date
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* Select one of the options for Thereafter repetition per
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* Enter the number of invoicing times. You can enter 999, in which case invoices will be printed until the template is deactivated by unchecking the Active box.
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* Go to the Invoice row tab to enter text and amounts.
   
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Print the invoices in the tab Invoicing.
  
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* Fetch Article
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* The details from the article are entered and can be changed
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* Save
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== Print invoice == <!--T:19-->
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* Invoices are printed in the Invoicing tab.
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* Select New selection and enter To invoice date. Enter further details to narrow down the selection. Click Start and a suggestion will be generated.
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* The Delete button removes the entire selection.
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* Click on Print and select Test print or sharp print. When you select sharp print, the invoices are sent via the Invoice Distribution system, provided the relevant settings have been configured.
   
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== Reverse invoice == <!--T:20-->
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Create a new invoice template with a negative amount if an invoice is to be credited.
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If you have chosen alternatives 1-4 in ”Thereafter repeat per”, the invoice will be within the future selections as well.
  
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Make a selection with invoice date. You can also delimit the selection with sender, client number and/or current number.
 
   
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You can then edit the selection by deselect invoices with the checkbox to the left. Use button Cancel selection if you wish to cancel all the whole selection.
  
 
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[[Category: Accounting]]
  
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Latest revision as of 08:43, 30 June 2026


Settings

The Direct invoicing settings are in Accounting | Backoffice | Base registers, Direct invoicing tab

  • Register Articles. Write amount and unit price if it shall be shown on invoice; if not, write price only. Enter VAT and whether it shall be shown on invoice. Enter the revenue account to be used for the article and, if applicable, the cost centre/cost object.
  • Enter the sender’s details and, if applicable, fill in the sender’s details in the parameters if these are to appear as a default on the invoice.
  • Set the parameters and enter the VAT parameters in the VAT tab if different VAT rates are to be applied.

New clients

Add new clients in Accounting | Backoffice | Base registers, under the Sales ledger tab. If the client is also to be included in project accounting, add them there instead, as there is a integration from there to the sales ledger. 

Prepare invoice

Direct invoicing is made in Accounting | Client invoices, Direct invoicing tab.

Create invoice template

  • Start by selecting the client on the left and create a client invoice template by clicking the New button in the list on the right.

  • Select the sender who is your contact on the invoice
  • Client contact is the contact person at the client
  • Enter first invoice date
  • Select one of the options for Thereafter repetition per
  • Enter the number of invoicing times. You can enter 999, in which case invoices will be printed until the template is deactivated by unchecking the Active box.
  • Go to the Invoice row tab to enter text and amounts.

  • Fetch Article
  • The details from the article are entered and can be changed
  • Save

Print invoice

  • Invoices are printed in the Invoicing tab.
  • Select New selection and enter To invoice date. Enter further details to narrow down the selection. Click Start and a suggestion will be generated.
  • The Delete button removes the entire selection.
  • Click on Print and select Test print or sharp print. When you select sharp print, the invoices are sent via the Invoice Distribution system, provided the relevant settings have been configured.

Reverse invoice

Create a new invoice template with a negative amount if an invoice is to be credited.

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