Customer invoices (SO303000)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

In this window, you can create customer ledger documents, such as invoices, credit notes, debit notes, cash sale, and cash return documents.
You can also use this window to view existing documents, including those that have been generated automatically in the process of fulfilling sales orders or those that account for the return of goods.

For additional details about invoices in the Inventory workspace, see: About invoices in the sales workspace.

Button Description
Actions Provides the following actions:
  • Release
    Changes the status of the document to Open.
  • Release from credit hold
    Releases the document from credit hold and gives you the ability to save it with the Balanced status.
  • Email invoice
    Generates an email for the invoice in accordance with the INVOICE mailing settings of the customer.
  • Recalculate prices
    Opens the Recalculate prices dialog box, which you use to specify options for updating the prices and discounts for the document.
  • Write-off
    Navigates to the Write-off balances and credits (AR505000) window so that you can write off the document balance.
  • Reclassify general ledger batch
  • Send to AutoInvoice
    Sends the invoice automatically to AutoInvoice
  • Poll invoice status

  • Generate e-Invoice XML draft:
    Generates a draft version of the PEPPOL BIS 3.0 XML, so that you have the possibility to check the content and validate that all settings are correct, before you start using the PEPPOL BIS 3.0 format for electronic invoicing. It is also possible to use this action after you have sent the invoice to AutoInvoice.

    The action can be used on all statuses except On hold, and becomes available if PEPPOL BIS 3.0 is activated and you have enabled the setting Send to AutoInvoice on the Invoice address tab.

    Note! The generated file is a draft and may not be used as a legal document.
Reports

Provides fast access to the following reports:

  • Unreleased transactions
  • Print invoice
  • Preview invoice

You use this dialog box to specify the options used for updating prices and discounts for the invoice.
Column Description
Recalculate The way prices and discounts are recalculated. You can select one of the following options:
  • All lines: To refresh prices and discounts for all lines
  • Current line: To refresh prices and discounts for the selected line
Set current unit prices A check box that indicates (if selected) that the system must update the item prices with the current prices.
Override manual prices A check box that indicates (if selected) that the system must update the prices that have been modified manually (in the Unit price or Ext. price columns) with the current prices.
The check box is available for selection if the Set current unit prices check box is selected.
After the manual prices are overridden in the document, the system clears the Manual price check boxes in the appropriate document lines.
Recalculate discounts A check box that indicates (if selected) that the system must recalculate the discounts for the current line or for the selected lines.
Override manual line discounts A check box that indicates (if selected) that the system should cancel the manual discounts for the current line or all lines (depending on the option selected in the Recalculate field) and search for applicable automatic discounts.
OK Closes the dialog box and applies the selected options.

You use this part to view summary information for an existing invoice or to provide this information for a new invoice.

Element Description
Type The type of document, which can be one of the following options:
  • Invoice
    A document used to invoice a customer for the shipped goods
  • Debit note
    A document used to charge a customer for the shipped goods if undercharging or an error was detected
  • Credit note
    A document used to credit the customer for returned goods
  • Cash sale
    A document used for cash sales that do not update the customer's customer ledger
  • Cash return
    A document used for returns on cash sales; it does not update the customer's customer ledger
Reference no. The reference number of the document, which is automatically generated by the system in accordance with the number series assigned to invoices and notes in the Customer ledger preferences (AR101000) window.
Status The status of the document, which is assigned automatically and can be one of the following options: On hold, Open, or Closed.
Hold A check box, which is unavailable for documents that are generated automatically, that indicates (if selected) that the document has a status of On Hold and cannot be released.
Credit hold A check box that indicates (if selected) that the customer is on credit hold, and its documents cannot be processed further.
Date The date of the document.
Post period The financial period to post transactions generated by the document.
Customer order The reference number of the document used by the customer.
Customer The customer to be invoiced.
Location (This field only appears if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.)
The location of the customer.
Contact The customer contact.
Currency The currency of the document.
Terms The payment terms used in relations with the customer.
Due date The due date of the document.
Cash discount date The date up to which the cash discount is available for the document, in accordance with the payment terms.
Invoice text A short message to include in the invoice.
VAT exempt total (This field is available only if the VAT reporting functionality is enabled in your system.)
The document total that is exempt from VAT.
This total is calculated as the taxable amount for the VAT with the Include in VAT exempt total check box selected in the VAT (TX205000) window.
VAT taxable total (This field is only available if the VAT reporting functionality is enabled in your system.)
The document total that is subjected to VAT. The VAT taxable amount will only be displayed in this field if the Include in VAT taxable total check box is selected for the applicable VAT in the VAT (TX205000) window. If the check box is cleared, this field will be empty.
If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT taxable total field of the document.
Balance The balance of the document.
Cash discount The cash discount amount taken or to be taken on the document.

This tab holds the details of the document. Use the Add order action (and its associated dialog box) to easily add shipped orders to the document.

Button Description
Add order Opens the Add order dialog box, which you can use to add the orders to the invoice.
View schedule Navigates to the Deferral schedule (DR201500)window, so that you can view the details of the deferral schedule generated for the line.
Reset sorting Sorts the invoice lines in the table by the shipment numbers and sales order numbers.

You can use this dialog box to add shipped orders of the same customer to the invoice if sales orders of this type have not been defined to be invoiced separately.
The Invoice separately check box for order types is located in the Order types (SO201000) window.

Element Description
Order type The type of order to be added to the shipment.
Order no. The reference number of the order.
Shipment no. The reference number of the shipment made to fulfill the sales order.
Customer The customer t receive the shipment.
Location (This column only appears if the Business account locations functionality is enabled in your system.)
The location of the customer to receive the shipment.
Shipment date The date of the shipment.
Shipment qty. The quantity of the item shipped.

The dialog box has the following buttons:
Add Adds the selected shipped orders.
Add and close Adds the selected orders and closes the dialog box.
Cancel Cancels the changes and closes the dialog box.
Column Description
Branch The branch where the shipment has been created.
Shipment no. The reference number of the shipment document included in this document.
Order type The type of the order that the shipment is based on.
Order no. The reference number of the order.
Item ID The item ID of the shipped item.
Transaction descr. The description provided for the shipment.
Warehouse If the Multiple warehouses option is enabled in the Enable/disable functionalities (CS100000) window, the warehouse of the stock item is required for the customer invoice line. If you enter a customer invoice directly in this window, you can edit this column. For customer invoices prepared from shipments and sales orders, the system fills in this column automatically.
Location If the Multiple locations option is enabled in the Enable/disable functionalities (CS100000) window, the location of the stock item is required for the customer invoice line. If you enter customer invoice directly in this window, you can edit this column. For customer invoices prepared from shipments and sales orders, the system fills in this column automatically.
Quantity The quantity of item in the shipment.
UoM The unit of measure (UoM) used for the item.
Lot/serial no. If the Lot and serial tracking functionality is enabled in the Enable/disable functionalities (CS100000), this column is required for customer invoice lines with lot- or serial-tracked stock items.
Expiration date If the Lot and serial tracking functionality is enabled in the Enable/disable functionalities (CS100000), this column is required for customer invoice lines with lot- or serial-tracked stock items.
Unit price The price of the unit of the shipped item.
Manual price

This check box indicates (if selected) that the unit price has been specified for this line item manually, corrected, or transferred from a sales order.
In the invoice generated for the sales order, this check box is selected automatically for each line of the invoice to prevent price updating if new prices are in effect on the date of the invoice.

If you clear this check box, the system updates the unit price in the document line with the current price (if one is specified).
Discount percent

The percent of the line-level discount that has been applied manually or automatically to this line item.

The selected Manual discount check box indicates that the percent of the discount is specified by the line-discount applied manually, or has been entered manually, or calculated based on the discount amount entered manually for this line item in the sales order or in this invoice.

If the Manual discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.
Discount amount

The amount of the line-level discount that has been applied manually or automatically to this line item.

The selected Manual discount check box indicates that the amount of the discount is based on the line discount applied manually, or has been specified manually or calculated based on the discount percent entered manually for this line item in the sales order on in this invoice.

If the Manual discount check box is selected, you can enter the amount manually and the discount percent will be calculated automatically.
Manual discount This check box indicates (if selected) that the discount has been applied manually for this line item in the sales order or in this invoice.
With this check box selected, you can enter either the discount percent or the discount amount or you can select a discount code of one of the line discounts intended for manual application.
Discount code The code of the line discount that has been applied to this line.
Discount series The identifier of a discount series that has been applied to this line.
The column is hidden by default and only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Amount The amount of goods shipped.
Account The customer ledger account to be updated.
Description The description provided for the account.
Subaccount The corresponding subaccount to be updated.
Project task The particular task of the project with which this document is associated. This column appears if the Projects module has been activated and integrated with the Inventory workspace.
Salesperson ID

(This column is only available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The salesperson associated with the sale of the items.
Deferral code The deferral code assigned to the document line, if the line amount should be recognized as revenue over multiple periods.
You can change the deferral code in this box manually, if needed.
If you change the MDA deferral code (the deferral code that defines the item as an MDA package) to any non-MDA deferral code, the system will consider this item as not a package and will ignore its components while generating deferral schedule upon release of the document.
That is, the system will generate the deferral schedule according to the selected non-MDA deferral code.

Note: Only active deferral codes are shown in the lookup. If you manually enter an inactive code, you will get an error message that the code is inactive.
Term start date

(This column only appears if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The date when the process of recognition of the deferred revenue should start for the selected item; this date is specified if the deferral code assigned to the item is based on the Flexible by periods, prorate by days or Flexible by days in period recognition method.

Term end date

(This column appears only if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The default date when the process of deferred revenue recognition should finish for the selected item; this date is specified if the deferral code assigned to the item is based on the Flexible by periods, prorate by days or Flexible by days in period recognition method.
Original deferral schedule The schedule generated in accordance with the deferral code assigned.
Recognition of the line amount as income is performed according to the schedule.
VAT code The VAT code that applies to the goods.
Commissionable

(This column is only available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.)

A check box that indicates (if selected) that commissions should be calculated on this document.
Orig. inv. no. For the return lines, in this column, the system fills in a link to the original invoice.
Orig. inv. line no. For the return lines, in this column, the system fills in a link to the original invoice line number.
Inventory doc. type This column shows the type of the inventory document connected to the corresponding inventory issue that updated the inventory.
Inventory ref. no. This column shows a link to the corresponding inventory issue that updated the inventory.
Reference no. The reference number of this document in which the line item is listed.
Trans. type The type of this transaction (document).
Line type The type of the line.
Line no. The line number of the document.
Order line no. The order's line number that matches this line of the document.
Line order

The order number of the document line.
The system regenerates the number automatically when you reorder the lines in the table manually or by using the Reset order action.
Manual discount A check box that indicates (if selected) that the discount has been applied manually.
With this check box selected, you can enter either the discount percent or the discount amount or you can select a discount code of one of the discounts intended for manual application. The column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Sort order An integer indicating the order in which the item line will be displayed in the grid when using sort/filter functionality for the column.

The table on this tab, which is filled out automatically when you click Save, contains information about all individual VAT applied to the document lines.

Column Description
VAT ID The identifier of the specific VAT applied to the document.
Description The description of the VAT ID in clear language.
VAT rate The VAT rate used for the tax.
Taxable amount The taxable amount for the specific VAT calculated through the document.
VAT amount The VAT amount for the specific tax.
Reverse VAT Select this if the VAT is reverse VAT.
Statistical VAT Select this if the VAT is statistical VAT.
Pending VAT Select this if the VAT is pending VAT.
Include in VAT exempt total Select this to include the VAT in the VAT exempt total.
VAT type The type of the VAT.

This tab only appears if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.
It is not available for orders of the Transfer type.
In this tab, you can view the commissions calculated for the document, or specify salespersons who participated in sales.

Element Description
Default salesperson The identifier of a salesperson to be used by default for each invoice line.
Total commissionable The total amount used to calculate commissions for all salespersons involved.
Commission amt. The total amount of commissions on the document.
Column Description
Salesperson The salesperson who participated in sales.
Commission (%) The percent of commission generally earned by the salesperson.
Commission amt. The commission amount earned by the salesperson on this sale.
Commissionable amount The amount of the document subjected to commission.

This tab has a table with the shipments included in the invoice and all the freight charges applicable to the shipments.

The freight details are read-only except for the Premium freight amt.

To adjust the Total freight amt. in an invoice, you can specify the needed positive or negative amount in the Premium freight amt. field.

Column Description
Shipment no. The reference number of the shipment document.
Shipping terms The shipping terms specified in the shipment document.
Shipping zone ID The customer's shipping zone.
Ship via The carrier through which shipping was performed.
Weight The weight of the shipment.
Volume The volume of the shipment.
Line total The total amount on all lines of the shipment document.
Freight cost The cost of freight for the invoice.
Freight amt. The charges for shipping the items.
Premium freight amt. Any additional flat charges for handling the shipments. You can use this box to adjust total freight charges for an invoice.
Total freight amt. The total of all freight charges.
Account The account used for recording freight charges.
Description The description provided for the account.
Sub. ID The corresponding subaccount.
Project task The task of the project.
VAT category The tax category of the freight charge.

This tab provides information about the batch generated for the document.

Element Description
Batch no. The reference number of the batch that contains all the transactions generated by the document. You can click the number to view the batch.
Branch The branch where the invoice originated.
Customer ledger account The asset account to be updated by the document amount.
Customer ledger sub The corresponding subaccount to be used for the document.
Customer VAT zone By default, the VAT zone associated with the customer location.
If such a VAT zone is not specified, it is the VAT zone assigned to the selling branch.
Work group The work group responsible for the shipment.
Owner The user responsible for the shipment.
Element Description
Accounting cost ref. A textual value that specifies where to book the relevant data into the Buyer's financial accounts.
Originator document ref. The identification of the call for tender or lot the invoice relates to.
Contract document ref. The identification of a contract.
Customer project The project number requested by the customer. When a project number is entered in this field, it will replace the internal project number when sending to AutoInvoicefor VismaXML and PEPPOL BIS. When nothing is filled in, the internal project number will be sent to AutoInvoice.

By using this tab, you can select a payment method for the invoice.

If the payment method involves credit card processing, you can initiate payment processing.

The tab provides information about processing centre transactions.

Element Description
Payment method The payment method of the customer to be used to pay for the invoice.
Card/account no. The identifier of the customer's payment method.
For each payment method that may have multiple instances, this identifier is automatically generated.
For example, an ID for a customer credit card will include the method description and a masked card number.
Cash account The cash account associated with the payment method.
Payment ref. The reference number of the payment.
Clear date The date when the payment was cleared with the bank.
Cleared A check box that indicates (if selected) that the payment was cleared with the bank.
Payment total The total amount of the payment.
Amount to capture The amount to be charged on the card.
Registered amount The amount captured on the customer account associated with the card as the payment for the invoice.
Orig. PC ref. no. The reference number of the transaction in the processing centre.

This tab contains the customer's invoice-to information.

Element Description
Override contact A check box that you select to indicate that the default contact should not be used and to specify a new contact.
Business name The legal business name of the customer to appear on the documents.
Attention The attention line as it is used in your company's business letters, which would be used to direct the letter to the proper person if the letter is not addressed to any specific person.
The attention line may contain something like Purchase orders department or To whom it may concern.
Phone 1 The default phone number of the customer.
Email The email address of the customer as a business entity.
Element Description
Override address A check box that you select to indicate that the default address should not be used and to specify a new address.
Address 1 The first line of the invoicing address.
Address 2 The second line of the invoicing address.
Postcode The postcode.
An input mask for the postcode can be set in the Countries/counties/postcodes (CS20400S) window.
City The customer's city.
Country The customer's country.
County The county or province of the customer.
Element Description
Printed A check box that you select to indicate that the invoice has been printed.
Do not print A check box that you select to indicate that the invoice will not be printed.
Emailed A check box that you select to indicate that the invoice hast been sent by email.
Do not email A check box that you select to indicate that the invoice will not be sent by email.
Sent to AutoInvoice A check box that you select to indicate that the invoice has been sent to AutoInvoice.
Send to AutoInvoice A check box that you select to indicate that the invoice will be sent to AutoInvoice.
Element Description
Show description on order confirmation and invoice

Select this check box to show the description in the Description field on both the sales order confirmation and the invoice.
Print note on external sales documents A check box that you select to indicate that the note will be printed on external sales documents.
Print line note on internal sales documents A check box that you select to indicate that the note will be printed on internal sales documents.

This tab has a table that shows the details of the Group- and Document-level discounts that were applied to the document.

The table toolbar includes only standard buttons.
Column Description
Skip discount A check box that you select to cancel a Group- and Document-level discount for the invoice.
Selecting the check box updates the document's total and the line amounts but does not remove the record of the cancelled discount from the Discount details table.
Order type The type of the sales order.
Order no. The reference number of the sales order.
Discount code The identifier (code) of the discount applied to the document.
Series ID The identifier of the discount series applied to the document.
Type The type of discount whose sequence was applied to the document (Group, or Document).
Manual discount This check box indicates (if selected) that the discount shown in this row has been applied manually (from the Group- or Document-level discounts marked as manual in the Discount codes (AR209000) window.
Discountable amt. The amount used as a base for discount calculation if the discount is based on the amount.
Discountable qty. The quantity used as a base for discount calculation if the discount is based on the item quantity.
Discount amt. The amount of the discount.
Discount percent The discount percent if by definition the discount is calculated as a percentage.
Free item The item ID of the free item, if one is specified by the discount applied to the document.
Free item qty. The quantity of the free item to be added as a discount.

This tab has a table showing the payments applied to this document. This tab is not available for documents of the Cash sales and Cash return types.

Column Description
Apply automatically Automatically applies the available payments to the document. The button is available if the Invoice type is selected in the Summary area.
Doc. type The type of the payment document.
Reference no. The reference number of the payment.
Amount paid The amount specified by the payment document.
Payment date The date of the payment.
Balance The balance of the invoice after payment application.
Description The description of the payment.
Currency The currency of the transactions.
Payment method The payment method used for the payment.
Payment ref. The reference number of the payment document.
Status The status of the payment.

On the Totals tab, you can view the totals automatically calculated for the document.

Element Description
Line total This total is calculated as the sum of the extended prices for all stock items listed on the Details tab.
This total does not include the freight and premium freight amounts.
Misc. total The total amount calculated as the sum of the amounts in Ext. price column on the Details tab for non-stock items listed in the order.
Discount total The discount total calculated for the document.
This total includes discounts of the Group and Document levels.
The discounts of the Group and Document levels are listed on the Discount details tab; the Line discounts are shown on the Document details tab.

This field is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT total The total amount of VAT calculated for the document.
Freight The amount of freight charges.
Premium freight Any additional flat charge that applies to the document for shipping and handling.
Payment total The total amount of payments for this invoice.
Registered amount The payment amount registered as the result of card processing.

On this tab, you can view and send invoice attachments to AutoInvoice.

Column Description
View file View the selected attachment file.
Send the file to AutoInvoice When this is selected, the file will be sent to AutoInvoice with the invoice.
Name The name of the file.
Created by The user who has created the file.
Creation time The time when the file was created.
Comment An optional comment connected with the file.
File size The size of the file to be sent.

Related concepts

About invoices in the sales workspace

About custom order types

About predefined types of sales orders

About sales VAT on sales orders and invoices

About VAT zones

About VAT categories

About sales order processing options

About shipment processing options