Creating an invoice with an old invoice form – Heeros Help Center

Moving on the invoice form using keys
Invoice tab
Creating an invoice line
Deleting an invoice line
Adding an attachment
Viewing an attachment on the invoice
Deleting an attachment
Saving the invoice
Credit invoice
Creating a credit invoice
Creating an invoice by copying
Cash invoice

Click the Create new invoice button on the left side of the page. NOTE! If you have a new invoice form, see the instructions here. If necessary, you can also switch to the old invoice form by clicking the link in the upper right corner of the new invoice form Return to the old layout.

Complete the information in the pop-up window
Save the information by clicking the Save as Draft or Save button.

Moving on the invoice form using keys

When you click the tab key, you can move to the next field on the invoice. After selecting the customer's name, use the tab key to move to the Message to accounts receivable field, and then proceed in the order indicated in the image (Product, Code, Quantity, Description, Sales account, Cost center, and Create line).

Note! If the product information is set to Standard price, which means that the unit price can be edited, the tab key will move from the Quantity field to the Unit price field and then to the Description field.

Pressing CTRL+Enter on a product line is equivalent to the Create line function.

The fields to be completed when creating an invoice vary depending on whether billing invoices or sales ledger invoices are used. Note! The Payment reminders and Payments tabs are only available in sales ledger invoices.

Invoice tab

Customer - Select the customer for the invoice from the drop-down menu, either by name, ID, or abbreviation. After selection, the Billing address, Delivery address, and default payment terms are automatically updated from the customer register. Note! In sales ledger invoices, the default payment reminder is also updated automatically.

E-invoice address - appears on the created invoice after selecting the customer, as well as on invoices that have already been sent.

Salesperson - Select the salesperson for the invoice from the drop-down menu. The salesperson will appear in the Supplier contact field on the e-invoice. The menu displays the salespeople created on the Settings - General - Invoice information tab.

Order number - Enter the desired order number in the field. The order number will appear in the Order number field on the e-invoice.

Contact person - Enter the desired contact person in the field. The information will be automatically completed from the contact person field in the customer register. The contact person will appear in the Buyer contact field on the e-invoice.

Invoice type - Select from the drop-down menu whether it is a sales invoice or a credit invoice.

Your reference - You can add the buyer's reference to the invoice. The information entered in the field will be transferred to the field [BuyerReferenceIdentifier] in the invoice code file. The information will also be printed on the invoice image.

Invoice status - This field indicates the status of the invoice; Draft, Ready, Sending, Sent, Archived.

Invoice language - You can check on the invoice in which language (Finnish, Swedish, English, Italian, French, German) the invoice will be sent to the customer. If necessary, you can change the language by selecting from the drop-down menu at the end of the Invoice language field. The invoice will always be sent in the language selected on the invoice, not the language selected in the customer information. Note! The names of the products are not automatically translated on the invoice.

Reference number - The invoice reference number is automatically generated when the invoice is saved in the Ready state.

Invoice number - The invoice number and the name of the invoice number counter are automatically generated when the invoice is saved in the Ready state.

Bank accounts - At least one bank account must be selected for the invoice. By default, the bank accounts marked in the customer register will be selected for the invoice. Note! Only 4 selected bank accounts fit on the invoice.

Supplier reference - You can enter free text in the field. The supplier reference will appear in the Supplier reference field on the e-invoice.

Currency - In billing invoices, you can select the currency used on the invoice from the drop-down menu. In sales ledger invoices, only EUR is available. Note! Currencies must be set up on the Settings - General - Invoice information tab before selection. Please note that sales invoices do not handle exchange rates, and for example, in transfers to the ledger, the amount is always transferred in the given currency if the interface allows it.

Payment term - Select the payment term used on the invoice. The Payment term field is automatically updated from the customer register or general settings when the customer is selected for the invoice. Payment terms must be set up first in the Settings - General - Payment terms view.

Payment reminder (only visible to users of sales ledger invoices) - Select the payment reminder code used on the invoice. The Payment reminder field is automatically updated from the customer register or general settings when the customer is selected for the invoice. Payment reminder codes must be set up first in the Settings - General - Payment reminders view.

Message to accounts receivable - You can provide free-form information to the accounts receivable clerk in the field. The information in this field will not be visible to the recipient of the invoice.

Invoice description/additional description - The information entered in the field will appear on the invoice as the header information. The maximum number of characters for both fields is 512. The additional description field moves the text to the next line after 80 characters.

Receipt date/Invoice date/Due date - The invoice dates are automatically generated on the invoice based on the machine's date and the selected payment terms. The presentation of dates on the sales invoice forms is in the Finnish format, i.e., day, month, and year (ddmmyyyy).

Net amount - The information is automatically updated on the invoice as you create invoice lines. The information cannot be edited.

Gross amount - The information is automatically updated on the invoice as you create invoice lines. The information cannot be edited.

Delivery date - You can enter a delivery date that applies to the entire invoice, which will appear on the invoice lines sent to the customer.

Paid (visible only to users of sales ledger invoices) - This field shows how much of the invoice has already been paid.

Unpaid (visible only to users of sales ledger invoices) - This field shows how much of the invoice is still unpaid.

Deleting an invoice row

To delete an invoice row, select the invoice line by clicking the box in front of it so that the box turns blue, and then click Delete row.

Adding an attachment

You can add attachments to sales invoices to be sent to the recipient along with the invoice.

The attachments added to the invoice can only be in .pdf format
One invoice can have attachments with a total size of up to 2 MB.
If the recipient's operator is a bank, the attachments will not be transmitted to the recipient, as banks do not transmit attachments to recipients.
Open the invoice to which you want to add an attachment
Go to the Attachments tab of the invoice.
Click the Add attachment button.

Select the desired attachment for the invoice from the target directory using the Browse button
Finally, click the Add attachment button.
The size and name of the added attachment will appear on the Attachments tab

Viewing an attachment on the invoice

Open the invoice for which you want to view the attachment
Go to the Attachments tab of the invoice
Click the blue name of the attachment -> the attachment will open.

Deleting an attachment

Open the invoice from which you want to delete the attachment
Go to the Attachments tab of the invoice
Select the attachment to be deleted by clicking the name of the attachment -> The attachment will open in the preview at the bottom of the window
Delete the selected attachment by clicking the Delete selected attachments button -> the attachment will be removed from the invoice
Finally, save the changes made to the invoice by clicking the Save as Draft or Save button.

Saving the invoice

Save a new invoice by clicking the Save as Draft or Save button.
Selecting Save as Draft will move the new invoice to the Draft state
Selecting Save will move it to the Ready view. The ready invoice will receive an invoice number and a reference number.

Credit invoice

A credit invoice can be created from a sent and archived invoice in the Invoices - All or Invoices - Archived view.

The lines of the original invoice are copied to the credit invoice as negative lines
The invoice type is a credit invoice
Attachments are not copied to the credit invoice
You can send the completed credit invoice as a normal e-invoice by selecting Create e-invoices - From selected invoices from the Ready view.

Creating a credit invoice

Read more about creating a credit invoice here.

Creating an invoice by copying

A sales invoice can be copied as a new invoice in all invoice views, in two different ways.
The copied invoice will include the information from the original invoice: Order number, Supplier reference, Delivery date, Message to accounts receivable and additional invoice description, as well as the sales accounts on the invoice line.
Note! The program does not check for any changes made to the settings on the new invoice, such as changes to customer register information.

Note! if the original invoice has used accounting objects, the accounting object information is transferred to the accounting, even if the field is cleared on the copied invoice. The incorrect accounting object must therefore be deleted from the accounting entry.

Copying an invoice in the Ready and Draft views

Double-click the row of the invoice to be copied -> the invoice to be copied will open -> Click the Copy invoice button
In the Ready view, you can also select the invoice to be copied by clicking the row of the invoice once -> the selected row will turn blue -> Click the Copy button
Make the necessary changes to the copied invoice
Save the copied invoice by clicking the Save as Draft or Save button.

Selecting Save as Draft will add the copied invoice to the Draft view, and selecting Save will add the copied invoice to the Ready view.