General settings – Heeros Help Center

Company information
Registers
Invoice data
Electronic invoice
Interfaces
Counters
Accounts
Permissions

The general settings for Sales Invoices are divided into eight tabs:

Click Settings – General
Fill in the information, one tab at a time
Finally, save the entered/modified information using the Save button at the top of the view.

Registers

Registers -tab provides customer and product groups that serve as various reporting levels and filters in reporting. Additionally, this information can be utilized for mass invoicing purposes.

Customer groups - field should contain the names of customer groups separated by commas. Special characters should not be used in the names (including + (plus) signs, which are also prohibited). The customer groups entered in the field will be selectable in the customer information section under Group.

Product groups - field should contain the names of product categories separated by commas. Special characters should not be used in the names. The product categories entered in the field will be selectable for new products.

Units -field has predefined product units (e.g., pcs, l, dl, ). If necessary, you can remove extra units (select the unit and delete) or enter new units separated by commas. The units in the field are selectable for new products.

Invoice data

Invoice data tab allows you to select the invoice details to be used. The details to be defined vary depending on whether you are using billing Sales Invoices or ledger Sales Invoices. If billing Sales Invoices are in use, you can define the accounting objects, payment terms, currencies, and seller information. In Accounts Receivable Sales Invoices, default payment prompts are also defined. Note! When the ledger is in use, currency information cannot be defined, as the default is always EUR currency.

Example image: Accounts Receivable - Sales Invoices:

Accounting objects

There can be three levels of accounting objects. The accounting objects can be selected from the dropdown menu once they have been created in the settings (Settings - Accounting Objects).

Defaults

Default payment term is selected from the dropdown menu once the payment terms have been established in the settings (Settings - Discounts).

In the general settings, the Default payment term is a mandatory field.
In customer information, you can also choose a customer-specific payment term.

If due date falls on weekend - selection allows you to specify whether the due date is automatically moved to the following Monday or left unchanged.

Penalty interest must be a numeric value. The default interest rate is a mandatory entry in the settings, and if necessary, it can be set to 0%.

Default additional description - Additional explanations can be provided in Sales Invoices under General settings, Customer settings, and directly on the invoice. A free-format explanation can be written in the Default additional description field under General settings.

NOTE! The maximum character limit for the default additional explanation is 512. Additional description text written in the field will move to the next line after 80 characters.

Default additional description field can be utilized if the invoicing company's invoice generally requires some standard text, e.g., an encouragement to start receiving electronic invoices or any other invoicing notation required by the invoicer, related to value-added tax, etc. The default additional description is displayed on the invoice after the actual Description field and can be modified if necessary, or it can be removed.

Cash discount days - the number of days is defined in this field, indicating how many days late cash discounts will be automatically recorded. Acceptable values are 0-9 days. The default is 0 days.

Cash discount euros - field defines the amount in euros 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 differentiate by +/- the specified amount.

Example: if the cash discount in euros = 1 euro and the calculated cash discount is 15 euros, then the automatically acceptable amount of the cash discount is between 14 – 16 euros.

Options -Currency field (invoicing only - Sales Invoices) If you have invoicing Sales Invoices, enter the currencies used, separated by commas. Include at least the EUR currency.

NOTE! It should be noted that in currency invoicing, the receiving accounts receivable must also be able to handle currencies. Sales invoices do not convert the data into euros; instead, the information is transferred as a currency to the base system as well.

NOTE! If you are using accounts receivable-Sales Invoices, the only currency that can be used is EUR, and this option will not be selectable/viewable.

Sellers -field should be filled with the names of the salespersons separated by commas. Special characters should not be used in the names. The salespersons created in the field can be selected for new invoices. Sales can also be reported according to the Seller information on the invoice.

Default demand for payment is selected from the list in the dropdown menu. The list shows the payment reminders that have been created under Settings - Demands for payment.

In the general settings, the default payment reminder is a mandatory field.
In customer data, you can also select a customer-specific payment reminder.
The default payment reminder can only be defined in accounts receivable - Sales Invoices.

Electronic invoice

Electronic invoice – tab collects the address information related to electronic invoicing. Your electronic invoice address information is automatically completed based on your business ID.

Addresses

Own e-invoice address (sending) – this field should contain your e-invoicing address. This field will be automatically filled in when the business ID is provided. The information can also be added or edited manually.
Own OVT ID (not obligatory) – enter the OVT code in this field. This information is not mandatory and the field can be left blank.
Own operator and own operator ID information will be automatically retrieved from the system.

Sending electronic invoices -selection determines how to proceed if there is a zero-sum invoice in Sales Invoices.

Do not send an invoice – option does not allow sending a 0-sum invoice from Sales Invoices.
Send invoice – option allows sending a 0-sum invoice from Sales Invoices.

Debt collection - Automatic debt collection with On or Off options determines whether an invoice marked for collection in Sales Invoices is automatically sent to the collection agency when marked for collection. When automatic debt collection is enabled, the collection agency to be used (Uuva, Duetto Group, Intrum, B. Plan) is also selected. Read more about using the debt collection service here.

Interfaces

Interfaces tab allows you to select the accounts receivable or accounting software used in the company and provide any possibly related additional information.

If you are using invoicing - Sales Invoices:

Accounts Receivable - The Accounts Receivable used in the company is selected from the dropdown menu.

If you are using accounts receivable - Sales Invoices:

Accounting - The Accounting software used in the company is selected from the drop-down menu.

You can read more information about interfaces here.

Counters

Counters tab allows you to select the calculators to be used and their related definitions. Some information will be automatically completed, and the details will vary depending on whether you are using billing - Sales Invoices or accounts receivable - Sales Invoices. For Sales Invoices and payments, a voucher type must be provided.

Example image: Invoicing - Sales Invoices counters

Example image: Accounts Receivable - Sales Invoices counters

Sales Invoices

Invoice number counter - field where the desired counter is selected from the dropdown menu (default is Sales Invoices counter). The list shows those counters that have been created in Settings – Counters, and which have been assigned the type Invoice number. If the counter you just created does not appear on the list, Save the settings and open them again.

Sales Invoices counter starts numbering by default from 1000. The starting number of the counter can be changed in the section Settings – Counters. The counter runs continuously.

Invoice number being created section defines how the invoice number is formed.

Month – selection adds the month and year to the beginning of the invoice number. For example, August 2010 will result in the invoice showing 082010.
Counter – when using this option, one of the following must be selected:
- Create a new counter automatically every month - > the counter starts at 1000 every month.
- Select counter -> The invoice number counter must have the counter chosen for use.

If you choose both the Counter and the Month, the invoice number will begin with the year and month, and end with the next available number of the counter. For example, August in 2010 starts from 2010081000. NOTE! Check how many characters the invoice number in the accounts receivable can accept before making changes.

Sales invoice document type -field should be filled in with the default voucher type for sales invoices. NOTE! The transfer of the default voucher type for sales invoices to the Archive requires that the voucher type for sales invoices is defined in the Archive Settings - System view.

Customer number and Product number fields determine how the new customer and product number are suggested.
The second from the smallest option will have Sales Invoices suggest the lowest available customer/product number.
The second from the largest option will have Sales Invoices suggest the next number after the highest customer/product number.

You can change the proposed numbering when creating a customer and product.

Reference Numbering

Reference Numbering - option specifies whether the reference numbering is created based on Customer Number, Invoice Number, Counter or combinations of these. Most commonly, the reference number is generated based on the invoice number.

Counter - with this option, you can select your own invoice numbering for the reference number. In this case, the reference number is created from the next number of the selected invoicing by adding a check digit to the end of the number. Note! A reference-type counter must first be established in Settings – Counters. If the counter you just created does not appear on the list, save the settings, after which the numbering will be available.

Payments

Note! The definitions of the payment are visible and can be edited only in accounts receivable - Sales Invoices.

Payment counter - Select the desired counter for the payment from the list in the dropdown menu (default is Payment counter). The list shows those counters that have been created under Settings – Counters, and which have been assigned the type of payment. If the Payment counter you just created does not appear in the list, save the settings, after which the counter will be available.

The Payments counter starts numbering by default from 1000. You can change the starting number of the counter in Settings – Counters. The counter runs continuously.

Payment number being created - in this section, it is defined how the payment number is formed.

Month – selection brings the month and year to the beginning of the performance number. For example, August 2010 adds the information 082010 to the performance.
Counter – when using the selection, one of the following must be chosen:
- Create a new counter automatically every month - > the counter starts from 1000 every month.
- Counter -> A counter must be selected.

If you select both the Counter and the Month, the payment number will start with the year and month and end with the next available number of the counter. For example, August 2010 starts with the number 2010081000. Note! The character count of the performance number is determined by the accounting software.

Payment document type -field is used to write the default voucher type of payments.

Demand for payment counter -field, select the desired calculator for payment reminders from the dropdown menu. The list shows those calculators that have been created in Settings – Counters, and which have been designated as Demand for payment type. If the payment reminder counter you just created is not visible in the list, save the settings, after which the respective counter will be available.

The Demand for payment calculator starts numbering by default from 1000. You can change the starting number of the calculator in Settings – Counters. The counter runs continuously.

Accounts

In Invoicing-Sales Invoices, select the Sales, Accounts Receivable, and VAT accounts to be used.

Accounts receivable - In sales invoices, you can, in addition to the previous ones, define the manual payment, discount account, account for demand for payment costs, cash account, debit card and credit card accounts. NOTE! All fields must be filled in!

Example image of Accounts Receivable - Sales Invoices:

Select the sales account from the drop-down menu. Note! In the product register, a different sales account from the default sales account can be selected for the products.

Select from the dropdown menu the accounts receivable account. Note! In the customer register, 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, i.e., choose a VAT account that differs from the default VAT account.

Manual payment account (only accounts receivable - Sales Invoices)

Discount Account (only for accounts receivable - in Sales Invoices)
The discount given to the payment formed during the entry of reference material (in the settlement of sales invoices) is directed to the discount account. If necessary, the default discount account can still be changed manually during the payment.

Account for demand for payment costs (only accounts receivable - Sales Invoices)
By default, the expenses of payment reminders go to the payment reminders expense account. The expense account can be changed manually if necessary.

Cash account, Debit card and Credit card accounts (only accounts receivable - Sales Invoices)
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 underpayments accounts (only in Accounts Receivable-Sales Invoices)
A tolerance for automatic approval can be set for future payments in the Accounts Receivable under the general settings on the Invoice Information tab. Any possible over- and underpayments will be automatically recorded to the accounting accounts defined at this point.

Access

Access – tab defines the editing rights for accounts and the creation and sending rights for electronic invoices and payment reminders in accounts receivable - Sales Invoices. This tab is only visible to main users. Show function Move to Sales Invoices sales ledger setting applies only to invoicing - Sales Invoices users transitioning to accounts receivable - Sales Invoices use.

Editing accounts - This section decides who can modify the selected sales account for the product.

With the main user option, only the main user can edit the sales account.
With the main user and basic user option, both the main user and basic user can edit the sales account.

Creating and sending electronic invoices - This section decides who can send e-invoices.

With the main user selection, only the main user can send e-invoices.
With the main user and basic user selection, both the main user and basic user can send e-invoices.

Creating and sending demands for payment - In this section, it is decided who can create and send payment reminders.

Show function Transfer to Sales Invoices sales ledger (only the accounts receivable - Sales Invoices function is used only when transitioning from the invoicing Sales Invoices to the accounts receivable - Sales Invoices use.
When the Show option is activated, it is possible to select the old invoices that have not yet been transferred to external accounts receivable, but are intended to be moved under the Sales Invoices accounts receivable tracking. Note! Once the invoices have been selected, the function setting must revert to Hide.

Hide – the selection is the default action, whereby invoices cannot be transferred to the new tracking under the version change.
Show – the selection allows the selection and transfer of those old invoices that are to be tracked under the new accounts receivable Sales Invoices.

Sum of line and invoice - In this section, the method of handling invoice totals is selected in the Finvoice import of invoices.

By default, Sales Invoices checks the amounts of the imported invoice data and makes corrections to the totals when necessary, e.g., in cases of rounding with multiple decimal places.

With the setting Lock invoice sums during finvoice import (checked), Sales Invoices do not process the amounts on the invoice in any way, but strictly use the amounts in the invoice data.

Company information