Sales invoices (AR301000)

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

You can use this window to create, view, and modify customer ledger invoices, notes, and other documents.
For more information, see: Process invoices - overview.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Release Releases the document.
Actions

Provides the following menu commands, which you can click to invoke actions:

  • Reverse and apply to note:
    For the selected invoice, creates a credit note for the same customer and applies it to the invoice.
  • Email invoice/note:
    Sends the selected document as an email to the customer for the INVOICE mailing.
    For details on setting up mailings, see: About mailings for customers.
  • Send email:
    Opens the Send (CR306015) window, which you can use to create an email.
  • Enter payment/apply note:
    Opens the Customer payments (AR302000) window with the elements filled in with the customer information and with the invoice amount specified as the document amount. This action is only available if the document has a status of Open.
  • Reclassify general ledger batch:
    Opens the Reclassify transactions (GL506000) window, where you can initiate the reclassification process. For details, see: About reclassifying general ledger transactions.
  • Reverse:
    For the selected invoice, creates a credit note for the same customer.
  • Write-off:
    Navigates to the Write-off balances and credits (AR505000) window.
  • Add to schedule:
    Navigates to the Recurring transactions (AR203500) window, which you use to assign the document to a schedule.
  • Mark as: do not email:
    Selects the Do not email check box for the document.
  • Recalculate prices:
    Opens the Recalculate prices dialog box, which you use to specify options for updating the prices and discounts for the document.
  • Send to AutoInvoice:
    Will send the invoice to AutoInvoice.
    As of 1 July 2022, new branches need to verify their company in the AutoInvoice settings (CS10250S) window to be able to use AutoInvoice. See also: About Know your customer (KYC).

  • Poll invoice status:
    Updates the AutoInvoice status and Business level status under the AutoInvoice section of the Invoice address tab.

  • 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.

  • Correct invoice:
    When using the Correct invoice feature, the system will automatically create a copy of the original invoice that you can further edit. When releasing this new invoice, the system will automatically create a sales credit note for the original invoice and match it against the chosen invoice to be corrected.

    The original invoice will remain in status Open until the new corrected document will be finally released, but will no further be included in the payment process. Correcting of invoices with lines from the Shipments (SO302000) or Sales orders (SO301000) windows is currently not supported.
Inquiries Provides the following menu commands, which you can click for quick access to inquiry forms:
  • View proforma:
    Navigates to the Pro forma invoices (PM307000) window. This menu command is available only if the invoice has originated from a proforma invoice.
Reports

Provides the following menu commands, which you click for fast access to the following reports:

You use this dialog box to specify the options for updating prices and discounts for the invoice.

Column Description
Recalculate The way prices and discounts are calculated. You can select one of the following options:
  • All lines:
    To recalculate prices and discounts for all lines of the document.
  • Current line:
    To recalculate prices and discounts for the selected line of the document.
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 Manual amount 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.

This check box is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
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.

This check box is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
OK (button) Closes the dialog box and applies the selected options.

Here you can create a new document or select an existing customer ledger document for modification.
The following table summarises the elements of this area.

Element Description
Type The document type. The following types are available:
  • Invoice:
    A document that contains a list of goods sold or services provided.
  • Debit note:
    A document that adjusts the amount in previous undercharging invoices.
  • Credit note:
    A document that credits a customer for damaged goods or a previous overcharging invoice.
  • Overdue charge:
    A document that lists overdue charges to be paid on an outstanding document that is past due.
    The option is available if the Overdue charges functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • Credit write-off:
    A document that writes off a small credit of the customer.

Invoice no.

The invoice number of the customer ledger document in the system; for a new document, the <NEW> string is displayed, indicating that a new number will be generated.
Status The status of the document, which can be one of the following:
  • On hold:
    You can edit the document but cannot release it.
  • Pending print:
    You can edit the document but should print the document before releasing it.
    After the document is printed, the document's status changes to Balanced.
    The document is created with this status if the Require invoice/note printing before release check box is selected in the Customer ledger preferences (AR101000) window and if the Print invoices check box is selected for the customer for which the invoice is created in the Customers (AR303000) window.
  • Pending email:
    You can edit the document, but should send the document by email before releasing it.
    After the document is emailed, the document's status changes to Balanced.
    The document is created with this status if the Require invoice/note emailing before release check box is selected in the Customer ledger preferences (AR101000) window and if the Send invoices by email check box is selected for the customer for which the invoice is created in the Customers (AR303000) window.
  • Balanced:
    The Detail total value of the document plus the VAT amount value equals the Balance value.
    The document may be released, or it may be edited and saved with the On hold or Balanced status.
  • Scheduled:
    The document is attached to a schedule.
    Scheduled documents are used as templates for generating similar documents, with the dates calculated according to the schedule settings.
    A document can be scheduled if its status is Balanced, or Pending print, or Pending email.
  • Voided:
    The document is no longer used for generating recurring transactions.
    The system changes the document status from Scheduled to Voided when a user has removed the document from the table on the Document list tab of the Recurring transactions (AR203500) window.
  • Open:
    The document has been released and cannot be edited.
    As payments are applied to the document, its balance decreases.
  • Closed:
    The balance of the document, which had been open, is equal to zero.

Hold

A check box that indicates (if selected) that the document is a draft.

A document with the On hold status may be edited and cannot be released.

Date

The date when the customer ledger document was created.

By default, for a new document, it is the current business date, but you can change the date.

Post period

The period to which the document should be posted.

By default, it is the current period, but you can change the period.
The ability to post to closed periods is controlled by the Allow posting to closed periods check box in the General ledger preferences (GL102000) window.

Customer order

The original reference number or ID assigned by the customer to the customer document (for informational purposes).

External ref.

The external reference used in AutoInvoice.

Project

The project with which this document is associated, or the code indicating that this document is not associated with any project; the non-project code is specified in the Project accounting preferences (PM101000) window.

This field appears if the Customer ledger workspace has been integrated with the Projects module.

Invoice text

Any user-provided description of the customer ledger document.

Customer

The customer associated with the document.
When the Parent-child customer relationship functionality is enabled in Enable/disable functionalities (CS100000) and a child customer is selected in the child field first, the corresponding parent account is automatically populated in this field.
Child This field is only displayed when the functionality Paren-child customer relationship is enabled in Enable/disable functionalities (CS100000)
Consolidate Invoices

When this check box is selected, invoices for the current child customer will be sent to the parent account. This overrides the information and settings in the Invoice address and Invoice contact sections.

The following invoice information is retrieved from the parent when this check box is selected:

  • Invoice contact,
  • Invoice address,
  • Payment terms,
  • Payment method.

This element is disabled if the displayed account is a parent account.

Location

The location of the customer related to the document.

By default, it is the default location of the selected customer.

Contact

The contact associated with the customer.
Currency

The currency of the document.

By default, it is the customer's default currency, but it can be changed if the Enable currency override check box is selected in the Customers (AR303000) window.

Exchange rate

The amount corresponding to the Currency field, and the name of the field is only visible if you hover over the field.

By clicking the field, the Rate selection dialog box opens. See description below.

View base (button)

When you click View base the following happens:

  • All amounts will be converted to your base currency.
  • In the Currency column, the text will be displayed as your base currency.

Click View currency again to return to the original view.

Terms

The payment terms used in relations with the customer.

Due date

The date when payment for the document is due, in accordance with the payment terms.

Cash discount date

The end date of the cash discount period, which the system calculates by using the payment terms.

Detail total

The document total, which the system calculates for all line items in the Document details tab.

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 taxable total

The document total that is subjected to VAT.

The VAT taxable amount is displayed in this field only 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 is empty.

This field is only available if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.

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.

VAT exempt total

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.
This field is only available if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.

VAT total

 

 The VAT amount of the document, as defined on the VAT details tab.
Balance For an open customer ledger document, the balance after any cash discount was taken.
For a document used in the application process, this is the balance after the payments were applied.

Rounding diff.

The difference between the original amount and the rounded amount.

The field only appears if the Invoice rounding functionality is activated.

For details, see: Set up document amount rounding.

Amount

The amount paid by the document.

The field appears for new documents if the Validate document totals on entry check box is selected in the Customer ledger preferences (AR101000) window.
If the check box is cleared, then the field appears when the document status is Open.

Cash discount

The cash discount amount that has been or will be taken on the document, which the system calculates based on the specified payment terms.

If a document has the On hold or Balanced status, you can change the amount of the calculated cash discount.

If you change the cash discount amount, the system recalculates the taxable and tax amounts of the document if the applied taxes have Calculate on set to Calc. on item amount or Calc. on document amount and Cash discount set to Reduces taxable amount in the VAT (TX205000) window.

Changes you make to the cash discount amount do not affect the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Extract from item amount and Cash discount set to Reduces taxable amount in the VAT (TX205000) window.

ROT or RUT deductible document

Select this check box if the amount on this document is applicable for ROT or RUT deduction. The ROT and RUT details tab will appear and the columns RUT or ROT deductible, Item type, Type of work and Deductible amount will be displayed in the Document details tab table.
Element Description

Currency rate type ID

The currency rate type specified for the selected currency pair.

By default, it is the customer's default currency rate type, but it can be changed if the Enable rate override check box is selected in the Customers (AR303000) window.

Effective date

The date on which the currency rate in this row becomes effective.

Currency unit equivalents

View the currency conversion.

It's possible to change the currency rate for an individual invoice here without changing the currency rate type, but the currency rate will restore back to original if this invoice is corrected. Therefore, it's recommended to create a new currency rate instead, which can then be applied to the individual invoice (See also: Add a currency rate).

OK (button)

 Closes the dialog box.

On this tab, you can specify the line details for a new customer ledger document (invoice or note) or view the details of the document selected in the upper area of the window.

Button Description
View schedule Navigates to the Deferral schedule (DR201500) window and displays the details of the schedule for the selected line of the document (if any different deferral codes were assigned to different lines of the document in the Deferral code column).
Element Description
Branch The branch that sells the item or provides the service.

Item ID

The item ID of the line item, if applicable.

Transaction descr.

Any comments relevant to the transaction. The alphanumeric string may contain up to 30 characters.

Quantity

The quantity of this item sold to the customer, expressed in the unit of measure specified in the UoM column.

UoM

The unit of measure (UoM) for the item.

Unit price

The unit price set for the item or service.

If you want to update the unit price automatically to the current value (that is, the applicable sales or default price), you can use the Recalculate prices action.
If you have modified the unit price and saved the document, the value will not be updated by the system if you change the document date.

Manual amount

The manual amount, which is either the unit price multiplied by the quantity or a manually entered amount that may not be equal to the product of the unit price and the quantity.

If you want to update the manual amount automatically to the current value (that is, the applicable sales or default price multiplied by the item quantity), you can use the Recalculate prices action.

If you have modified the manual amount once and saved the document, the value will not be updated by the system if you change the document date.

Discount percent

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

The system selects the Manual discount check box and calculates the discount amount after you have entered the percent manually and saved your changes or added a new line.

Discount amount

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

The system selects the Manual discount check box and calculates the line amount after you have entered the discount amount manually and save your changes or added a new line.

Amount

The amount after the discount has been applied.

The value of this read-only field is calculated automatically by deducting the discount amount from the manual amount.

Manual discount

A check box that indicates (if selected) that the discount has been applied manually.

If you clear the check box, the system clears entered discount percent, or discount amount, or selected discount code.

This column is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

Discount code

The code of the line discount that has been applied to this line automatically or manually.

This column is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Account

The sales account used for the transaction. See also: About suggested sales accounts.
Description The description of the account.
Subaccount The corresponding subaccount used to record this sale transaction.

Project task

The particular task of the project with which this document line is associated.

This column appears if the integration of the Projects module with Customer ledger has been enabled.
That is, the Customer ledger check box must be selected in the Visibility settings section in the Project accounting preferences (PM101000) window.

Salesperson ID

The ID of the applicable salesperson.

Original deferral schedule

A read-only column filled in by the system in the document created as a result of reversing an invoice, credit note, or debit note.

The column shows the ID of the deferral schedule associated with the reversed document.

If a credit note document is created manually, then you can select a deferral schedule to be reversed.
In the reversed documents, this column remains empty.

Deferral code

The deferral code assigned to the stock item or non-stock item specified in this document line.

Upon release of the document, the system generates a deferral schedule (or schedules) based on the settings defined in this deferral code.

You can change the deferral code in this field manually if needed.

If you change an MDA deferral code (the deferral code that indicates that an item is a package) to any non-MDA deferral code, the system will consider the item to not be a package and will ignore its components while generating a deferral schedule.
That is, the system will generate the deferral schedule for the item based on the settings of the specified 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

The date when the process of deferred revenue recognition should start for the selected item; this date can be specified manually 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.

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

Term end date

The date when the process of the deferred revenue recognition should finish for the selected item; this date can be specified manually 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.

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

VAT category

The VAT category (if applied) for the transaction. See also: About suggested VAT categories.

Commissionable

A check box that indicates (if selected) that commission is paid on the line item amount.

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

RUT or ROT deductible

A check box that indicates (if selected) that the line item is ROT or RUT deductible, according to its settings in the Non-stock items (IN202000) window. This only applies to non-stock items.

Item type

The Item type applies to a ROT or RUT deductible document. You can edit this column.

The type of the item, as selected in the Stock items (IN202500) or Non-stock items (IN202000) window, the ROT and RUT settings (Sweden) section, the Type field.

For a stock item, this can be one of the following:

  • Material cost
  • Other cost.
For a non-stock item, this can be one of the following:
  • Service
  • Material cost
  • Other cost.
When there is no Type selected in the Stock items (IN202500) or Non-stock items (IN202000) window, Other cost is the default type.

Type of work

The type of work the line item is related to, according to the item's settings in the Non-stock items (IN202000) or Stock items (IN202500) window. You can edit this column.
Deductible amount Read-only column. The amount your client can deduct for the line item, if the item is ROT or RUT deductible.

Start date

Sets the start date for the invoice period that the item is invoiced for. You can manually set this value for invoices created in the Customer ledger workspace. You can set it per invoice line and/or it can be retrieved from the corresponding field in the Invoice period settings section on the Financial details tab. The Start date field is set in the e-invoice if the invoice is sent in the PEPPOL format.

End date

Sets the end date for the invoice period that the item is invoiced for. You can manually set this value for invoices created in the Customer ledger workspace. You can set it per invoice line and/or it can be retrieved from the corresponding field in the Invoice period settings section on the Financial details tab. The End date field is set in the e-invoice if the invoice is sent in the PEPPOL format.

Order no.

The order number retrieved from the accordant order, if applicable.

Shipment no.

The shipment number retrieved from the accordant confirmed shipment, if applicable.

Order type

The order type retrieved from the accordant order, if applicable.

Base qty

The quantity of the item sold to the customer, expressed in the base unit of measure. This quantity is used for calculating discounts if The base UoM is selected in the Apply quantity discounts to field on the Price/discount settings tab of the Customer ledger preferences (AR101000) window.

Disc. unit price

The unit price after the discount percent has been applied.

Discount series

The ID of the 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.

Expense date The date of the corresponding expense claim.

External link

 

 

 A read-only column displaying the external link for the line, collected from the corresponding sales order.

Line no.

The number of the item line on the invoice.

Manual price

A check box that indicates (if selected) that the unit price in this line has been corrected or specified manually.

The system automatically selects this check box for the line when you change the price in the Unit price column.
If the check box is selected, when you change the unit of measure or quantity in the line, the unit price is not automatically refreshed with the price from the price list.

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

Order line no.

The number of the item line on the corresponding order.

This tab contains information about the customer ledger account and subaccount used in the document and the customer's VAT zone.

For a released customer ledger document, it also contains the reference to the batch that implements transactions.

Element Description

Batch no.

The ID of the batch that updates the appropriate account balances with the amounts of the document transactions when the batch is posted.
Branch The branch with which this invoice or note is associated.

The liability account specified as the customer ledger account for the selected location of the customer.

Customer ledger sub.

The corresponding subaccount used for the customer.

Original document

If a credit note is currently selected in the top part of this window, this is the identifier of the document that was reversed with the credit note. If you click the link in this box, the current window opens with the details of the reversed document.
Element Description

Payment method

The payment method that the customer will use to pay the document.
Description

The identifier or description of the customer’s payment method.

The cash account associated with the payment method.

Payment ref. no

The reference number of the payment.

Apply overdue charges

A check box that indicates (if selected) that the system will calculate overdue charges for this document.
Clear the check box to exclude the document from the process of overdue charges being applied.

The check box is displayed after the document is released if the Apply overdue charges check box is selected for the selected customer in the Customers (AR303000) window.

Payment message

Here you can enter a short message of alphanumeric characters.
Element Description

Customer VAT zone

The Customer VAT zone is by default set to the VAT zone associated with the selected location of the customer.

If no VAT zone is specified for the customer location, the customer VAT zone is the VAT zone assigned to the selling branch.

You can override the default value.
Element Description

Work group ID

The work group associated with the document, if any.

Owner

The employee who owns (is responsible for) the document.
Element Description

Start date

The start date of the invoice period

End date

The end date of the invoice period
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.

This section is only available if the Dunning letter management functionality is enabled in the Enable/disable functionalities (CS100000) window.

Element Description

Dunning letter date

The date of the last released dunning letter in which the document was listed.

Dunning level

The dunning level of the document.

Revoked

A check box that indicates (if selected) that the document is excluded from the dunning process.
Clear the check box if you want the system to process the document when you prepare dunning letters.

The field is displayed if the By document option is selected in the Dunning process field on the Dunning settings tab of the Customer ledger preferences (AR101000) window.

This section is only available if the document contains at least one tax that has the Reduces taxable amount on early payment option selected in the Cash discount field in the VAT (TX205000) window and if the document has a non-zero cash discount amount.

The elements in this section display the calculated amounts if the document is paid during the cash discount period and a cash discount is applied to the document.

Element Description

Discounted doc. total

The document total, which has been discounted due to the cash discount being applied; this occurs when the document has been paid within the cash discount period.

Discounted taxable total

The taxable amount, which has been discounted due to the cash discount being applied to the document.

VAT on discounted price

The VAT amount, which is calculated based on the price to which the cash discount has been applied.

This tab displays the invoicing address of the customer and the contact information for invoicing purposes.

The Override address and Override contact check boxes on this tab are selected by default if the Invoice to default location check box is not selected in the Customers (AR303000) window, the Delivery settings tab, for this customer.

Element Description

Override address

A check box you select to specify an invoice address other than the default invoice address of the customer.

When this check box is cleared, the invoice address to be used for this customer is the same as the default invoice address of the customer.

Address 1

The first line of the invoice address.

Address 2

The second line of the invoice address.

Address 3

The third line of the invoice address.

Postcode

The postcode for the invoicing address.

An input mask for the postcode can be set in the Countries/counties/postcodes (CS20400S) window.

City

The city of the customer's invoice address.

Country

The customer's country.

County

The state or province of the customer.
Element Description

Override contact

A check box you select to specify contact info other than the default contact information of the customer.

When this check box is cleared, the contact info to be used for this customer is the same as the default contact information of the customer.

Business name

The name of the business.

Attention

The department or person to be noted on the attention line, if this line is used by your company.

Email

The email address of the contact person.

Phone 1

The phone number of the contact person.
Element Description

Printed

A check box that indicates (if selected) that the document was printed.

Emailed

A check box that indicates (if selected) that the document was emailed.

Do not print

A check box that indicates (if selected) that printing of this document is not mandatory for further processing and the document is not included in the list of documents available for mass-printing in the Send invoices (AR508000) window.

The default value of this setting depends on the value of the Print invoices check box in the Customers (AR303000) window.

Do not email

A check box that indicates (if selected) that emailing of this document is not mandatory for further processing and the document is not included into the list of documents available for mass-emailing in the Send invoices (AR508000) window.

The default value of this setting depends on the value of the Send invoices by email check box in the Customers (AR303000) window.
Element Description

Show description on order confirmation and invoice

Select this check box to show the text in the Invoice text field on the invoice, and, if applicable, the sales order confirmation.

Print note on external sales documents

Select this check box to print a note on external sales documents.

Print note on internal sales documents

Select this check box to print a note on internal sales documents.

In this tab you find the AutoInvoice sending information. Here, you also find the invoice response message, if you have activated this functionality in the AutoInvoice settings (CS10250S) window, and the customer has activated this from their side. For more information, see: About invoice response messages.

Element Description

Sent to AutoInvoice

A check box that indicates (if selected) that the document was sent to AutoInvoice.

Send to AutoInvoice

A check box that indicates (if selected) that the document will be sent to AutoInvoice.

Sending method

Indicates which path the AutoInvoice was sent by: Standard or Consumer.

AutoInvoice status

Shows the status of processing. Available statuses are:

  • Sent to AutoInvoice:
    Awaiting processing.
  • Pending:
    Awaiting delivery.
  • Sent:
    The invoice is sent.
  • Error:
    To check why an error occurred, you have to go to AutoInvoice.

AutoInvoice sent by

Shows how the invoice was sent. Possible values are:

  • Sent inside home network
  • Sent by email
  • Sent by print
  • Sent by print PRIORITY
  • Sent by print WORLD
  • Sent e-Invoice
  • Sent to bank network
  • Sent by N/A
Business level status

The status of the invoice as sent by the customer. It can be one of the following:

  • Message acknowledgment
  • In process
  • Under query
  • Conditionally accepted
  • Rejected
  • Accepted
  • Paid

To get the current status, click the Actions button and select Poll invoice status.
Reason code The reason given by the customer to clarify the business level status. This text is predefined, see this status clarification reason list for all possible reason codes.
Reason Text entered manually by the customer.
Action code The action the customer wants you to take for this invoice. This text is predefined, see this status clarification action list for all possible action codes.
Action Text entered manually by the customer.

The table on this tab contains information related to the VAT to be paid on the invoice.
The table is filled out automatically for the invoice or note when you click .

Column Description

VAT ID

The ID of the VAT applied to the document.
Description The description of the VAT ID in clear language.

VAT rate

The rate of the VAT.

Taxable amount

The taxable amount for the VAT, which is calculated at the document level.

VAT amount

The VAT amount for the specific VAT, which is calculated at the document level.

Reverse VAT

A check box that indicates (if selected) that this is a reverse VAT.

Statistical VAT

A check box that indicates (if selected) that this VAT will be calculated only for statistical purposes. Or, will be reported only, but not actually paid.

Pending VAT

A check box that indicates (if selected) that this VAT is pending and will be recognised after completing the VAT recognition process.

Include in VAT exempt total

A check box that indicates (if selected) that this VAT has a zero rate and is used to calculate a document subtotal that is actually exempt from VAT.

VAT type

The type of the VAT, which can be one of the following:

  • Sales
  • Use
  • VAT
  • Withholding

This tab displays the commissions that can be calculated for the document.
To calculate commissions, use the Calculate commissions (AR505500) window.

The tab is available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.

Element Description

Default salesperson

The ID of a salesperson to be used by default for each invoice line. By default, it is a salesperson associated with the selected location of the customer.

Total commissionable

The total amount used to calculate commissions for all salespersons involved.

Commission amt.

The total amount of commissions on the document.

This tab has a table showing the Document- and Group-level discounts that were applied to the document.
The Line-level discounts applied to the document (if any) are shown on the Document details tab.

This tab is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The table toolbar includes only standard buttons.
Column Description

Skip discount

A check box that you select to cancel a Group- or Document-level discount for the document.
Selecting the check box updates the total and the line amounts of the document but does not remove the record of the cancelled discount from the table.

Discount code

The ID (code) of the discount applied to the document automatically or manually.

Series ID

The ID of the discount series applied to the document.
Type The type of discount whose series was applied to the document.

Manual discount

A check box that indicates (if selected) that the discount shown in this row has been applied manually.
The discount was selected from the Group- or Document-level discounts for which the Manual check box is selected in the Discount codes (AR209000) window.

Discountable amt.

The amount used as a base for discount calculation if the discount is defined as based on the amount.

Discountable qty.

The quantity used as a base for discount calculation if the discount is defined as 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 the discount.

Order type

The type of order.

Order no.

The order number.

The content of this tab depends on the type of the document selected in the top part.

If a document with the Invoice, Debit note, or Overdue charge type and the Open or Closed status is selected, this tab displays the list of customer ledger payments that have been applied to the document.

For invoices and debit notes with the Balanced status, the tab displays the list of open payments or credit notes (if any) that can be applied to the document.

You can specify the exact amount to be paid with each document or click the Apply automatically button in the table toolbar to let the system to decide how to pay the invoice.
The specified applications are applied when you release the invoice.

If a document with the Credit note type and the Open or Closed status is selected, the tab displays the list of customer ledger invoices, debit notes, and overdue charges the selected credit note is applied to.

For credit notes with the Balanced status, you can specify invoices, debit notes, and overdue charges to which this credit note is applied when you release it.
You add documents for application by adding a row to the table and selecting the document type and reference number.

The system automatically fills in the Amount paid field with the possible value, but you can change this value for each added document.
The specified applications are applied when you release the credit note.

Button Description
View payment Opens the Customer payments (AR302000) window in a pop-up window so that you can view the document details or application, depending on the document type.
Apply automatically

Automatically applies the available payments to the document.

The button is displayed if the Invoice type is selected in the top part.
Column Description

Doc. type

The type of payment document that was applied.
Reference no. The reference number of the document.

When you click this number, the Sales invoices (AR301000) or Customer payments (AR302000) window opens in a pop-up window, depending on the document type, so that you can view the document details.

Customer

The ID of the customer account.

Amount paid

The amount that was actually paid which is displayed in the currency of the document that is selected in the window.

Cash discount taken

The amount of the cash discount that was deducted from the invoice amount in case the invoice was paid during the cash discount period.

Payment date

The date of the payment application.

Balance

The balance of the document after the payment was applied.

Invoice text

The description of the payment document.
Currency The currency of the payment document.

Payment period

The period to which the payment transactions are posted.

Payment ref.

The reference number used by the customer on its payment document.
Status The status of the payment document.

VAT adjustment

A check box automatically selected by the system if the customer ledger document specified in this row is subject to VAT adjustment.

VAT credit note

The reference number of the VAT credit note generated in the Generate VAT on cash discount (AR504500) window for the customer ledger document specified in this row.

This reference number is specified by the system automatically once the VAT credit note is generated.
Column Description

Document type

The type of the document that was applied.

Reference no.

The reference number of the applied document. By clicking this number, the document details window opens.

Customer

The ID of the customer account.

Amount paid

The amount that was actually paid which is displayed in the currency of the document that is selected in the window.
Date The date of the document.

Balance

The balance of the document after the credit note was applied.

Invoice text

The description of the document.
Currency The currency of the document.

Post period

The period to which the document transactions are posted.

Customer order

A reference to a document of the customer, such as a purchase order number (for informational purposes).
Status The status of the document.

This tab is displayed when you select the ROT or RUT deductible document check box in the top part of this window.

Element Description
Distribute automatically

(check box)

 When this check box is selected, the amount will be distributed equally among the specified personal IDs.
RUT

(check box)

 Select this option if the work is related to RUT (cleaning, maintenance, laundry) deduction.
ROT

(check box)

 Select this check box if the work is related to ROT (repairs, conversion, extension) deduction.

When you select this, you need to fill in either the Property field, or the Apartment and Corporate ID fields.
Apartment The apartment number.
Property The property number.
Corporate ID The housing cooperative's ID.

Here you can add the person(s) who will receive the tax deduction.

Column Description
Personal ID (YYYYMMDDNNNN) The personal ID in the format YYYYMMDDNNNN.
Amount The amount distributed to this person. If the Distribute automatically check box is not selected, you can edit this field and manually distribute the amount among the personal IDs.
Over 65 A check box that you select to indicate that this person is over 65 years old. This is not done automatically.
Elemant Description
Total deductible amount The total amount that is tax deductible.
Other cost The total amount for items of the Other cost type, including VAT.
Material cost The total amount for items of the Material cost type, including VAT.
Work price The total price of labour hours (items of the Service type), including VAT. This is the amount eligible for tax deduction.
Distributed amount or Undistributed amount

 

When the Distribute automatically check box is selected, this will display the total amount distributed among the specified personal IDs.

When the Distribute automatically check box is not selected, this will display the amount still to be distributed manually among the specified personal IDs.

This section appears after the invoice is balanced, which is either after releasing the invoice or when sending the claim, depending on your setting for Balance invoices on on the ROT and RUT settings (Sweden) tab in the Organisations (CS101500) or Branches (CS102000) window. You can also invoke the balancing of invoices manually by using the Balance action in the Claim ROT and RUT (AR531000) window.

Element Description
Balancing credit note ref. no. The automatically created balancing credit note to the customer, with the deductible amount.
You can click the link to view the document.
Balancing debit note ref. no. The automatically created balancing debit note to Skatteverket (The Swedish Tax Agency), with the deductible amount.
You can click the link to view the document.
Button Description
View file Opens the File maintenance (SM202510) window.
Column Description
Send the file to AutoInvoice The selected files will be attached to the invoice.
Name The name of the attachment.
Created by The person who added the attachment.
Creation time The date and time the attachment was created.
Comment Shows the comment that you can enter in the File maintenance (SM202510) window.
File size The size of the attached file.

Related reports

Customer documents (detailed) (AR622000)

Unreleased transactions (detailed) (AR610500)

Unreleased transactions (AR611000)

Invoice/note (AR641000)

Related concepts

About types of customer ledger documents

About sales VAT on sales orders and invoices

About invoice processing flow

Process invoices - overview

About invoice recording

About invoice releasing

About correction of a released invoice

About balance consolidation

Manage parent-child relationships - overview

About setting up parent-child relationships

About credit policy application

About removing relationships

About schedules for recurring documents

Process customer ledger documents - overview

About invoice response messages

About export types

About suggested sales accounts

About suggested VAT categories

Related tasks

Check sent email status for AutoInvoice

Check sent email status

Create a credit note

Create an invoice

Email an invoice from preview in a report

Email an invoice or a credit note

Override an email address

Email an invoice to an unregistered contact

Send an invoice

Pay a specific outstanding document

Poll the invoice status

Preview an invoice

Print an invoice

Create and release an invoice

Register an invoice for ROT and RUT work

Release an invoice

Release and pay an invoice for ROT and RUT work

Send one invoice to AutoInvoice

Correct a sales invoice

Correct a released sales invoice

Print invoice

Send invoices by email

Apply a credit note to open documents

Schedule recurring documents

Generate recurring documents

Related windows

Sales profitability analysis (AR409000)

Sales orders (SO301000)