Create sales invoice

If you want to see what the invoice looks like, you can preview it before it is sent. The invoice's OCR and invoice numbers are not shown in preview mode. They are not added until the invoice is posted. If you select the option Accounting records, you can view the postings even before the invoice is saved. It is also possible to view the postings on saved invoice drafts, posted invoices, and recurring invoices.

Only shown if the direct debit module is active. The direct debit setting will automatically be enabled on invoices when the associated setting is active in the customer register, and when the invoice due date is before the (optionally) set end date for direct debit. If desired, you can deviate from this by unchecking Direct debit on the invoice, in order to create a regular invoice which has to be paid by the customer manually.

Check the EU intermediary, VAT triangulation rules apply box if the invoice relates to triangulation.

The column is shown if you checked the EU intermediary, VAT triangulation rules apply box under Settings - Company settings - Invoice settings.

Use the column to enter information about the invoice row. The information will be visible on the journal entry that is created for the invoice. The texts added in the column will be searchable in the Account analysis view.

For a sales invoice the text will by default tell which customer the invoice was sent to.

This column is only shown when the box Use transaction texts for narration is marked in Settings - Company settings - Accounting settings.

When you have the stock extension activated outbound deliveries will be automatically created when you create an order or a sales invoice. The stock balance will then automatically be lowered with the number of articles ordered or invoiced.

Your revenue is posted to the account registered on the article from your article register. When you add a new article you need to select what sales category the article belongs to. Based on the details saved on the article, the program will help you post the revenue in correct account when you send an invoice. It is important to distinguish between goods and services and different VAT rates.

The currency and the language used on the document is determined by the settings you made for the customer in the customer register. If no currency is specified for the customer, EUR is always used. For foreign customers, the document texts are automatically in English. To send sales documents in English to domestic customers, select English for Sales document language on the customer.

Read more in the topic Match incoming payments manually.

If you register a sales document to a foreign customer and want the article name to be in English, there must be an English article name specified for the article in the article register. If you register a sales document in a different currency, the price of the articles is automatically converted at the current rate when the document is created.

Read more in the topic Create article.

This date is added according to the Terms of payment settings that you have entered for the selected customer. You can make permanent changes to the terms of payment under Sales - Customers.

If you are about to create an invoice that the customer should pay immediately, for example via Visa, Mastercard or American Express, you should select the payment term Card payment for the customer before the invoice is created.

Read more in the topic Match incoming payments manually.

If you want to make a temporary change to the postal or delivery address, you click the customer's name in the Customer field. The changes you make apply to this document only. Permanent changes are made from Sales -  Customers.

If you work with cost centres and cost units, you can indicate in the document header whether the entire document should be posted to the same cost centre and cost unit. If the document should be posted to several cost centres and cost units, you specify this per article line.

Read more in the topic Cost centres and cost units.

If you want a standard text on your documents, you add this under Settings - Company settings in the Other settings tab. Note that the standard texts for sales documents have a max length of 180 characters.

Add an article line by pressing Enter or clicking on the plus button at the end of the article line. Delete an article line by clicking on the minus button. To add a text line, click on Add new text row. You can change the order of text and article lines by clicking on the three dashes and using drag and drop to move the line where you want it.

You can add attachments to invoices you send by email. Add the attachment by dragging and dropping the attachment into the invoice area when you create the invoice, or choose a file by clicking Attach document. The attachment will be saved with the invoice if you choose to save it as a draft and after you have sent the invoice to the customer. The attachment must be in PDF format. You can add a maximum of 4 attachments per invoice with a maximum size of 5 MB per attachment.

If you have sold goods and want to offer the customer a discount, you can do this by adding negative lines to the invoice. For example, if you offer "buy 3 for the price of 2", you add an article line to the invoice where you enter 3 in the Quantity column. On the next line, you add the same article, but enter -1 in the Quantity column. This way, the customer can clearly see on the invoice that you deducted the discount.

Note the following:

• It is not possible to set a negative value to the unit price.
• It is only possible to post the invoice if its total amount is a positive value.
• If you credit an invoice that includes a negative line, the negative line will become positive on the credit note. However, it is only possible to post the credit note if its total amount is a negative value.
• If you have integration with Visma Webshop, the minus article does not affect the stock balance.

If you want to set a fixed discount for a customer you can add a discount percentage as a Customer discount in the customer view and the discount will be added on all articles this customer is invoiced for. On the invoice, you can also set the discount to a fixed amount by clicking the blue box inside the Discount field. The discount you add on the article row will be the total discount for that article, regardless of quantity.

Under the Preview button there is an option called Accounting records, where you can see how your invoice will be posted to the ledger.