Application-specific settings for invoices
Default settings
Default accounts
Counters
Permissions
Collection
Before completing the settings for Sales Invoices, you must fill in the Common Settings with at least the contact person's information, VAT codes, and the chart of accounts. We also recommend adding document types and bank accounts to the common settings.
Settings for sales invoices are exported only to the Heeros Sales Invoices application. The settings adapt based on previous selections and are influenced by the following factors:
- Ledger in use - If the sales invoice ledger option is selected in the application selection, the settings related to the ledger will be displayed in the options
In the sales invoice settings, efforts have been made to utilize the default settings as effectively as possible. If you are using Liikekirjuri chart of accounts, it is very likely that all mandatory settings will be automatically completed with the default settings. However, be sure to check the settings and pay particular attention to the default accounts and invoices as well as the access rights.
In the sales invoice settings, not all Heeros Sales Invoice registers are available. Customer-specific registers such as customers and products must be created within the application itself.
Default settings
This section contains basic and default settings related to sales invoices.
Default payment term -field allows you to select the default payment term for the invoice as 7, 14, or 30 days net. These options are also added to Heeros Sales Invoices payment terms. If there is a need for a different default payment term, it can be established in Heeros Sales Invoices payment terms and the setting can be changed in the application under Settings - General - Invoice data.
Late payment interest % must be a numeric value. Late payment interest is mandatory information in the settings; if necessary, the interest can be set to 0%.
Default additional description - Additional explanations can be provided in Sales Invoices in General Settings, Customer Settings, and directly on the invoice. You can enter a free-form explanation in the Default additional description field of the General Settings.
Default additional description field can be utilized if the invoicing company's invoice generally requires a specific standard text, e.g. a prompt to switch to receiving electronic invoices or some other invoicing notation required by the invoicer, related to value-added tax, etc. The default additional note appears on the invoice after the actual Note field, and it can be modified if necessary or removed.
Cash discount days - this field defines the number of days after which late cash discounts are automatically recorded. Acceptable range is 0-9 days. Default is 0 days.
Cash discount euros - field defines the euro amount by which the sum paid by the customer can differ from the calculated cash discount in order for the cash discount to be recorded. The cash discount can differ by +/- the defined euro amount.
Example: if the cash discount in euros = 1 euro and the calculated cash discount is 15 euros, then the automatically acceptable amount of cash discount is between 14 – 16 euros.
Transfer due date to Monday if it falls on a weekend -option can be used to determine whether the due date should be automatically moved to the following Monday or left unchanged.
Send eInvoice if sum is 0 - selection defines how to proceed if there is a zero-sum invoice in Sales Invoices.
Default Accounts
In default accounts, the accounts used in the program are selected. The mandatory nature of the information varies based on previous settings. The account selection list will include the accounts selected in the Sales Invoices section of the Chart of Accounts given in the Common Settings under the Records tab.
Select the sales account to be used from the dropdown menu. Note! In the product register, it is possible to select a sales account different from the default sales account.
Select the sales receivables account from the drop-down menu. Note! In the customer registry, you can choose an accounts receivable account that differs from the default accounts receivable account.
Select the VAT account to be used in accounting transfers. You can change the VAT account in the VAT codes, meaning you can choose a VAT account that differs from the default VAT account.
Manual payment account Payment account used for manual payments
Discount account
The discount given to the payment created during the entry of reference material is directed to the discount account. The default discount account can be manually changed during the transaction if necessary.
Payment demand cost account (only accounts receivable - Sales invoices)
By default, the costs of payment reminders are charged to the payment reminder costs account. The expense account can be changed manually if necessary.
Cash, Debit card and Credit card accounts
It is possible to assign different accounting accounts for cash, bank, and credit cards. The use of cash invoicing requires the definition of these accounts.
Over- and underpayment accounts
For future payments to accounts receivable, the automatic approval tolerance can be set on the Invoicing tab of the general settings. Any over- and underpayments will be automatically recorded to the accounting accounts specified here.
Counters
This section provides the settings for counters and invoice-related number series, as well as the counter register.
Sales Invoices
Counter field, select the desired counter from the dropdown menu (by default, the Invoice Number counter). The list shows those counters that have been created in the counter register below and which have been assigned the type Invoice Number.
The invoice number counter starts numbering by default from 1000. The starting number of the counter can be changed in the invoice counters register below. The counter runs continuously.
Add month and year to the counter -in this section, the month and year information is added to the counter number.
If you select both the Counter and the Month, the beginning of the invoice number will consist of the year and month, and the end will be the next available number from the counter. For example, August 2010 starts with the number 2010081000.
Customer number and Product number fields determine how the number for a new customer and a new product is suggested. By selecting Next largest, Sales invoices will suggest the next number following the largest customer/product number. If the field is not selected, the choice will default to Next smallest. The suggested numbering can be changed when creating the customer and product.
Reference numbers
Counter -field, select the desired counter from the dropdown menu. The list shows those counters that have been created in the counter register below and have been assigned a type of Reference Numbers.
Reference numbering selection defines whether the reference number is generated based on Customer Number, Invoice Number, Counter, or combinations of these. Most commonly, the reference number is generated based on the invoice number.
Payments
Counter -field select the desired counter from the dropdown menu. The list displays those counters that have been created in the counter register below and which have been assigned the type Payment.
Add month and year to the counter -section adds month and year information to the counter number.
If you select both the Counter and the Month, the beginning of the invoice number will consist of the year and month, and the end will feature the next available number from the counter. For example, August 2010 starts with the number 2010081000.
Demand for payment
Counter -field select the desired counter from the dropdown menu. The list displays those counters that have been created in the counter register below and have been assigned the type Demand for payment.
Counter register
In addition to the default counters, you can add new counters by clicking the Add row function. You can remove default counters using the trash icon or edit a default counter by clicking the desired row.
Permissions
This section defines additional access rights for main and basic users.
Allow basic user to edit accounts - This section decides who can edit the selectable sales account for the product. With this option, both the main user and the basic user can edit the sales account; otherwise, submission is allowed only for main users.
Allow basic users to create and send eInvoices - This section decides who can send electronic invoices. By selecting this option, both the main user and basic users can send electronic invoices; otherwise, sending is only allowed for main users.
Allow basic users to create and send demands for payment - This section decides who can create and send payment reminders. With this option selected, both the main user and basic users can send payment reminders; otherwise, sending is only permitted for main users.
Show function Transfer to Sales Invoices sales ledger function is used only when transitioning from using billing-Heeros Sales Invoices to the accounts receivable-Heeros Sales Invoices.
When the Show option is activated, it is possible to select those old invoices that have not yet been transferred to the external accounts receivable, but are instead intended to be moved under the accounts receivable-Sales Invoices tracking. Note! Once the invoices have been selected, the function setting must revert to Hide option.
Lock invoice sums in Finvoice import - In this section, you select how the invoice amounts are handled during the Finvoice import. By default, Sales Invoices checks the amounts of the incoming invoice data and makes corrections to the amounts if necessary, for example, in situations involving rounding to multiple decimals. With the selection Sales Invoices does not process the amounts on the invoice in any way but uses the amounts that are fixed in the invoice data.
Debt collection
This section allows you to select a collection agency for the company if needed and activate automatic collections for the company.
Read more information about using the collection service here.