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. This option is only available if you are using the accrual accounting method.

The Housework or green technology box is shown if you have indicated that you invoice housework services to private individuals under Settings - Company settings - Invoice settings.

Check the Housework or green technology box if you want to include a tax reduction on the invoice. When adding article rows with articles that have the article category services, you need to specify the work performed in the Work type column. When you do this, the tax reduction amount will be calculated.

Once the customer has paid their invoice, you register the customer's payment as a partial payment. You then select ROT/RUT payout application file for upload to the Tax Agency under Settings - Import and export to apply for the remaining portion of the labour costs (ROT/RUT deduction) from Skatteverket.

If the work is for a cooperative flat, you must enter the corporate identity number of the housing association.

The No VAT column applies if you work according to the rules for reverse charge. Mark the lines for which no VAT should be charged.

The column is shown if you marked Construction sector, VAT reverse charge rules apply under Settings - Company settings - Invoice settings and Construction sector, VAT reverse charge rules apply for the customer in the customer register.

Check the EU intermediary, VAT triangulation rules apply box if the invoice relates to triangulation. The invoiced goods are then specified as triangulation on the EU periodic VAT report.

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. We have listed the most common revenue accounts to help you.

There are various settings that determine and affect how the VAT should be reported on a customer invoice.

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, SEK 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.

If you want your bankgiro or plusgiro to display on your sales invoice, you must first add these under Settings - Company settings and the Basic information tab. If no bankgiro or plusgiro number has been entered, the invoice will contain your account number instead. You enter the bank account number on your Operating account under Settings - Cash and bank accounts.

If you want to receive payments to your account from foreign customers, you must have an IBAN registered for your account. The IBAN, which is the international standard for entering account numbers, should be added under Settings - Cash and bank accounts. Once it is added, it will be displayed on any sales invoices created for foreign customers.

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 Zettle by PayPal, card or PayPal, you should select the payment term Card payment for the customer before the invoice is created. If the payment is handled with Swish, you use the payment term Swish direct payment.

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.

If you want to add a cost centre to an already created invoice, you can go to the journal entry for the sales invoice and add cost centres there.

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 or as e-invoices. 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 and you can add a maximum of 4 attachments per invoice. Maximum total size for the attachments is 9.5 MB.

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.

This option is only available if you are using the accrual accounting method.