Invoice registration
To create an invoice, you can simply enter the required information (e.g. customer name, Customer number for each invoice, product number, product name and quantity for each product entry (invoice entry). Customers can be searched here by customer name or Customer number. Product can be searched by product number, product name or barcode.
After entering the information of an invoice, you can then click the button Add product line and the entry will appear in the Added product lines area. Then a new entry or invoice is generate and then can be sent or printed.
You can also click on button Keep registration. You can keep many registrations and then later click on the tab Kept Invoices and select registration to finish or delete registration. Although here talking mostly about invoice registration you can select other types of registration as explained here down under Type. If you select other types under tab Registration the user interface will be changed according to that but the description here for invoice registration is mostly the same for other types of registration.
If company has defined dimensions in Admin > File administration > Dimensions control, new fields for dimensions will also be displayed.
Header
Type
Offer - You can give customer a offer and print it or send by email.
The offer can then later be copied to invoice and changed before invoice created. If you want to change the offer you have to copy it to new offer and then change that offer and then you can delete the older offer. When an offer has been copied to invoice it gets the status inactive and it not shown in Offer list unless you select to display older offers by checking Show older. Older offers can not be copied to invoice but can be copied to new offer.
Delivery note - The above description for offers also applies to delivery notes. In addition creation of delivery notes creates stock transactions. When delivery note is copied to invoice and then invoice created, the system creates reverse entries for the whole delivery note to the stock system and makes new sale transactions for the invoice to stock system.
So if products or product quantities are fewer on the delivery note than on the final invoice then the system assumes that products have been returned. If products were not returned new delivery note has to be made and also for possible additional products or quantity delivered. When delivery note is copied to invoice you can choose between using prices as they are on the delivery note or the newest prices and discounts if they have changed.
More than one delivery note can be transmitted to invoice registration and in that way create one invoice for multiple delivery notes. This can be suitable if for example the customer is buying items maybe every day but does not want to get invoice and perhaps claims to the bank each time rather maybe one invoice for the month.
Claim without invoice - The above description for offers also applies to claim without invoice except you cannot print or send in email and you are not allowed to copy to new claim without invoice. When claim without invoice is created the system creates a claim in the sale system but no invoice. If and when the customer has paid the claim you can copy it to invoice and create the invoice. When transactions are requested from a bank account the system finds if the claims are paid and if so updates them as paid. So to be able to use this type of registration you also have to use the possibility to request bank transactions under Accounting > Registration > Request Transactions.
Preregistration - The above description for offers also applies to preregistration of invoices.
Customer
Generating an invoice usually means that the customer is supposed to pay the bill. Customer can either be chosen by searching name or customer number. If you have defined default customer under Sales > Control that customer is automatically selected if you press Enter without any registration in the customer fields.
To search for the customer by name, the beginning of the name should be entered first into the Customer field.
Then the glassed icon on the right of the field needs to be clicked. To search for the customer by Customer number, the beginning of the customer number can be entered into the Customer instead. Partial or whole customer number can also be entered into the Customer field and a customer search will be initiated when the Enter key or Tap key is pressed.
If only one customer is found the system automatically fills in the fields Customer, Social Security Number and Method of payment.
Detailed information of the customer's payment method will be also displayed on the right hand side. If the system finds more than one customer in the search a new window is displayed as shown below. In this window you could choose a customer by clicking the Select button. If no customer is found, you could enter a new search criterion into the search field and click the Search button or created new customers by clicking the Create button. After the customer has been created, you could restart the search and find it. 
Payment
This is the same method of payment as mentioned in earlier chapter and has a default value in the customer page.
Here, the value can be changed to suit each invoice
Send in email
If this box is ticked, the selected invoice will be sent to the customer by email.
You can also define this in the customer register page.
Send electronic invoice
If the company is registered for Use eCommerce under Admin>File administration>The company and the customer also registered for Use eCommerce this is by default checked.
It is not allowed to send invoice both in email and as electronic invoice.
Date
By default, the invoice date is the current date. You can also define some previous dates if necessary.
Regarding/job
The Regarding field can be used to group invoices together and make all queries in order.
The entered text will be stored and displayed on the printed invoice.
Comment
The Comment field can be used to enter various comments on the invoice. The entered text is stored and will be displayed on the printed invoice.
The main difference between the Comments field and the Regarding field is that Comments do not appear in queries, but can be viewed when individual invoices are displayed.
Currency
The currency is taken from the definition of the customer. If currency is not the same as currency defined for the company the currency exchange rate is also shown. The exchange rate shown is the exchange rate from the bank system on the invoice date. If e.g. customer is in Germany and has currency EUR then this would be shown:
Both currency and exchange rate can be changed when registering invoice.
PayDate - DueDate
Users can set an automated PayDate and DueDate under Sales > Admin > Payment request settings.
The settings for the dates can also be overwritten in the invoice registration.
Department
If the company is registered with departments users will have to choose which department the invoice is registered to.
Order number
This field is dedicated to an order number if necessary.
Request no.
If the invoice requires a request number, it can be added to this field.
Product line
Product
To be able to generate an invoice, the products that are being sold need to be entered.
This can be done either by searching for product number, product name or barcode.
To search for a product with name, you can enter the whole name of the beginning of the product name into the Product field and then click the glasses or press Enter key.
Similarly, to search for a product with product number, you can enter the number into the Product no. field.
The same applies to searching by barcode.
You can scan the barcode from the product itself.
If only one product is found, the system will automatically fill the fields Product no., Product and Amount. If the system finds more than one product, a new window is displayed as shown below. In this window, you can choose a specific product and then hit the Select button. It is possible to select whether to only search from start of product number or product name, or whether to search within the text.
Quantity
The default value for quantity is 1. When a product is selected, the Quantity field can then be modified.
Unit price
The system will retrieve unit price without vat automatically. If the product is defined as “price can be overwritten”, you can then change the price.
This change will not affect the price in the product file.
Discount
If the customer was registered with discount information, discount will be automatically checked (to see if the product allows discount) and calculated.
You can overwrite the discount either by entering discount amount or percent. For example, to give a $10(or other currency) discount you need to enter 10, but to give 10 percent discount you need to enter 10%.
Amount
The amount without vat is automatically set based on product price, discount and quantity. This field cannot be modified or overwritten.
Text
Here, an additional description of the product or some other text can be entered for the current product.
This text will be stored and printed on the invoice.
Added product lines
Information on each invoice (product) is presented in a list as below. Each product will take one line. If some texts or values can not fit into the space of the list, only the beginning of the text will be displayed in the table. The whole text can be displayed by hovering pointer over the text in the list. The line can simply be deleted by clicking the
icon at the end of that.
You can also modify any line by double clicking on it.Invoice entries cannot be changed if the invoice has been recorded and printed, but you could view them in the Selected invoice tab.
In case any incorrect invoice needs to be deleted or modified, you could click credit invoice to cancel the current invoice and then create a new one. Please note that it is important to keep such invoices in the accounting as well.
List
Information on each invoice (product) is presented in a list as below. Each product will take one line. If some texts or values can not fit into the space of the list, only the beginning of the text will be displayed in the table. The whole text can be displayed by hovering pointer over the text in the list.
The line can simply be deleted by clicking the icon at the end of that.
You can also modify any line by double clicking on it.Invoice entries cannot be changed if the invoice has been recorded and printed, but you could view them in the Selected invoice tab.
In case any incorrect invoice needs to be deleted or modified, you could click credit invoice to cancel the current invoice and then create a new one.
Please note that it is important to keep such invoices in the accounting as well.
Register and send invoice
The invoices can be view and printed both by clicking the Create and print invoice button in the New invoice tab and by clicking Print preview in the Selected invoice tab. A valid original invoice can only be printed once. If the invoice is printed again it is marked as “Invoice copy”.
User of the system that has Admin rights can revoke original copy of the invoice under Sales > Admin > Revoke invoice original copy.
Every recorded invoice has a unique ID. When an invoice is recorded, an entry is created with the same unique ID in the Accounting part of the system as well.
This ensures the traceability of the invoices in the Accounting part. Below is an example of an invoice copy.
Tabs
In the tabs menu users have options to work with the invoices.
Invoice list
In the invoice list tab users can search and view for registered invoices. Users can search for invoices by the invoice number, customer or the customer number (SSN).
In order to view the invoice, the
logo must be clicked. The button is located in the first column of the invoice row.
Select invoice
The invoice will be displayed in more detail if you click the
icon in the Invoice list. Then the system will automatically switch to selected invoice tab for you to view the invoice.
In this tab, the operations such as print preview, Credit invoice and more can be performed.
If you select to Credit invoice you can select the date of the credit invoice between the date of the original invoice and the working date.
Kept invoices
In this tab a list of kept invoices will be displayed, the logos in the first column can be clicked to open the invoice or print the invoice.
Users can delete the invoice by clicking the red logo in the final column.
Delivery note
Delivery notes can be searched by customer, concerning or number of delivery note. A delivery note can then be selected by clicking on the image
and from there select all the same actions as for other types of registrations for example copy to invoice.
If delivery notes for only one customer is selected and not selected to show older delivery notes the checkbox on more than one delivery note can be checked and then clicked on button Create a invoice. Doing this many delivery notes can be transmitted to invoice registration and in that way create one invoice for multiple delivery notes. This can be suitable if for example the customer is buying items maybe every day but does not want to get invoice and perhaps claims to the bank each time rather maybe one invoice for the month.
Delivery note
Delivery notes can be searched by customer, concerning or number of delivery note. A delivery note can then be selected by clicking on the image
and from there select all the same actions as for other types of registrations for example copy to invoice.
If delivery notes for only one customer is selected and not selected to show older delivery notes the checkbox on more than one delivery note can be checked and then clicked on button Create a invoice. Doing this many delivery notes can be transmitted to invoice registration and in that way create one invoice for multiple delivery notes. This can be suitable if for example the customer is buying items maybe every day but does not want to get invoice and perhaps claims to the bank each time rather maybe one invoice for the month.