Invoices
Account Receivable / Sales Ledger
Customers
Products
Reports
Settings
The left frame of the sales invoices is used to select the topic area in which you want to work. The following options are available: Invoices, Sales Ledger, Customers, Products, Reports, and Settings. By clicking on the desired selection, more choices will be displayed under each main heading to process and view the information for that selection.
NOTE! The Sales Ledger option is only visible in sales ledger invoices and is not part of the sales invoice options.
Invoices
By clicking on the Invoices option, you can view sales invoices in different views, depending on their current status.
All view displays all invoices in the Sales Invoices, regardless of their processing stage. Note! Invoices that have been deleted from the Sales Invoices are only visible in the Reports - Deleted receipts section.
Incomplete view displays invoices that have been created in the Sales Invoices but require further editing before being finalized. Invoices in the In Progress state do not have an invoice number.
Complete view displays invoices that are ready to be sent to customers. Note! In the Completed state, invoice details can still be edited. Invoices in the Completed state are assigned an invoice number.
Sending view displays invoices in both the Sent and Sent states.
- In the Sent state, invoices that have been selected for sending to customers but have not yet been transferred to Heeros Link and the actual sending are displayed.
- In the Sent state, invoices that have been transferred to Heeros Link for actual sending, but are still missing an archive copy, i.e., a copy of the invoice sent to the customer.
Archived view displays invoices for which an archive copy has been received after the invoice has been sent. Archived invoices with a PDF file can also be viewed directly in the Archive.
To Ledger view (only visible in Archive) displays invoices that have been archived and are ready to be transferred to the sales ledger. In this view, invoices have not been previously transferred to the ledger or accounting.
To Accounting view (only visible in Sales Invoices) displays invoices that have been archived and are ready to be transferred to accounting. In this view, invoices have not been previously transferred to accounting. NOTE! Invoices made with old sales invoices that have been transferred to an external ledger and then to accounting are no longer visible in the To Accounting view.
In all views of the Invoices section, there is always the Total amount of the view, information on how many documents are in that view, and invoice search functions. For example, you can search for invoices in the Completed state for a single customer, and the total amount will show the total amount of invoices to be sent to that customer.
Invoice Templates - By clicking on the text, you can create different invoice templates that can be used, for example, in individual, regularly recurring invoicing or various mass invoicing, such as membership fees, rents, etc. Read detailed instructions on the use of invoice templates here.
Mass Invoicing - By clicking on the text, you can use the invoice templates you have created when sending recurring invoices to customer groups or individual customers. Read detailed instructions on the use of mass invoicing here.
Invoice CSV Import - By clicking on the text, you can import invoices made in another system into Sales Invoices using a CSV file. When importing invoices, it is also possible to create or update customer and/or product information. Read detailed instructions on invoice CSV import here.
Invoice Finvoice Import - By clicking on the text, you can import invoices made in another system into Sales Invoices using a Finvoice file. When importing invoices, it is also possible to create or update customer and/or product information. Read detailed instructions on invoice Finvoice import here.
Account Receivable / Sales Ledger
All views and functions related to the sales ledger are grouped under the Sales Ledger option.
NOTE! The Account receivable option is only visible in sales ledger invoices and is not part of the sales invoice options.
Invoices
Invoices - Due invoices
- displays archived invoices that have not been fully paid.
- performs reference material import or manual payment.
NOTE! Invoices made with old sales invoices are not visible by default in the Invoices - Open or Invoices - Paid views. If desired, these invoices can be transferred to sales ledger invoices for tracking. Read detailed instructions on implementing the sales ledger in Sales Invoices retroactively here.
Invoices - Paid view displays all archived and fully paid invoices made in sales ledger invoices. NOTE! Invoices made with old sales invoices are not visible in the Invoices - Open or Invoices - Paid views. If desired, these invoices can be transferred to sales ledger invoices for tracking.
Payments
Payments - Incomplete view displays all payments not yet allocated to a customer/invoice. When an error occurs during reference material import (e.g., no invoice is found for the reference number), no invoices are paid, and the payment is created in the Payments - In Progress view.
For a payment in the In Progress state
- the information can be edited
- it can be allocated to an invoice.
Payments - Completed view displays all payments allocated to a customer/invoice, created from reference material or manually.
For a payment in the Completed state
- the information can be edited
- it can be transferred to accounting.
Payments - Accounting view displays payments that are ready to be transferred to accounting. Note! Only payments that have not been previously transferred to accounting are visible in this view.
Demand of Payments
Demand of Payments- Incomplete view displays payment reminders that are to be sent but have not yet been sent. Payment reminders in the In Progress state can be edited.
In the In Progress view, you can
- create new payment reminders to be sent using the Create payment reminders function
- send created payment reminders using the Send payment reminders function
Demand of Payments - Complete view displays payment reminders that have already been sent until an archive copy of the sending is received. When an archive copy arrives in Sales Invoices, the view is cleared. NOTE! The archive copy, i.e., the copy of the payment reminder sent to the customer, is only visible in Sales Invoices and cannot be viewed in the Archive.
Demand of Payments - Archived view displays sent payment reminders for which archive copies have been received. NOTE! The archive copy, i.e., the copy of the payment reminder sent to the customer, is only visible in Sales Invoices and cannot be viewed in the Archive.
Customers
By clicking on the Customers text, you can create new customer information by either creating each customer individually or importing them from Excel directly into the system using a CSV file. In the Customers function, existing customer information can also be edited. Read detailed instructions on customer information here.
Products
By clicking on the Products text, you can create new product information by either creating each product individually or importing them from Excel directly into the system using a CSV file. In the Products function, existing product information can also be edited. Read detailed instructions on product information here.
Reports
By clicking on the Reports text, you can create and view various reports.
You have access to
- Transfer Reports, which display invoices transferred to an external sales ledger or accounting, as well as reports on sending e-invoices and payment reminders, importing reference information, and creating payment reminders.
- Sales Reports, where you can create and print sales reports.
- Account Receivable Reports, where you can create and print reports on open invoices, invoice and payment journals, and accounts receivable forecasts in sales ledger invoices.
- Report Templates, where you can see self-created and saved sales report templates.
- Ready-made reports, such as Invoice Journals (date/customer).
- List of deleted receipts
Read detailed instructions on reports here.
Settings
By clicking on the Settings text, you can complete the settings related to the use of Sales Invoices; General, Payment Terms, Payment Reminders (only in sales ledger invoices), VAT Codes, Cost Centers, Bank Accounts, Calculators, and Accounts. Read detailed instructions here.