Customer selection
Invoice basic information
Invoice address information
Creating invoice lines
Deleting invoice lines
Additional invoice information
Invoice attachments
Bank accounts
Actions
Click the Create new invoice button on the left side of the page
- Fill in the information in the pop-up window
- Save, send, transfer to ledger, and/or process the invoice or create a referral
After selecting the customer, the selection will automatically move to creating invoice lines. When creating invoice lines, you can navigate through the line information using the arrow keys on the keyboard and confirm the changes made with either the tab or enter key.
Customer selection
Customer - Select the customer for the invoice either by browsing through the drop-down menu or by searching for the customer based on their name or customer number. After selecting the customer, the rest of the invoice form will open and be populated with default information according to general or customer settings.
Invoice series - Select the invoice series from which you want the invoice number for the invoice, if necessary.
Invoice basic information
Invoice date/Due date/Voucher date - The invoice dates are automatically generated on the invoice based on the machine's date and the selected payment terms. If necessary, you can change the dates by selecting the correct date by clicking on the calendar icon with the mouse.
Currency - In Sales 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 in the Settings - General - Invoice Information tab before they can be selected for the invoice. Please note that Venda does not handle currency exchange rates, and for example, when transferring to the ledger, the amount is always transferred in the given currency if the interface allows it. If a default currency other than EUR has been set for the customer, please make sure that the currency is correctly updated on the invoice form.
Language - You can check on the invoice in which language (Finnish, Swedish, English, Italian, French, German, Dutch) the invoice will be sent to the customer. If necessary, you can change the language of the invoice by selecting from the drop-down menu. The invoice will always be sent in the language selected on the invoice. NOTE! Product names, payment term names, or similar information entered in Finnish in the settings will not be automatically translated on the invoice.
Invoice type - Select from the drop-down menu whether it is a regular invoice or a credit invoice. Select the invoice to be linked to the debit invoice. The credit invoice function will be available to our customers gradually in May/June 2020. You can check the update schedules here.
Note date - Note date for the invoice
Delivery date - The overall delivery date for the invoice, which will be displayed on the invoice lines for the customer. If the invoice lines have different delivery dates, leave this delivery date field blank and fill in the delivery dates on a line-by-line basis.
Terms of payment - Select the payment terms used on the invoice. The Payment terms 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.
Invoice number and reference number - The reference number and invoice number cannot be edited on the invoice, but the information is populated based on the Sales Invoice counters and settings when the invoice is saved in the Ready state, sent, or transferred to the archive/ledger (depending on whether only Sales Invoices or Sales Ledger Invoices are used). After this, the invoice number and reference number can be seen on the invoice form and invoice image.
Invoice address information
Customer address/Invoice address/Delivery address - The address information is populated based on the information filled in the customer register by default. If necessary, you can also edit the information on the invoice form. NOTE! Address changes made on the invoice form will not be updated in the customer register.
Customer address information is mandatory and must be filled in to save the invoice.
Invoice address and delivery address are not mandatory information by default, but if you fill in the invoice or delivery address information, all the information must be provided in order to successfully save the invoice.
Creating invoice lines
Code - Select the product on the input line either by browsing through the drop-down menu or by searching for the product based on its name or product number. The default information for the product is retrieved from the product register or general settings.
Name - The product name is automatically populated after selecting the product.
Description - You can add a description to the product in the Description field. If there is a default description saved for the product in the product register, it will be automatically added to the invoice line after selection.
Quantity - The information in the Quantity field can be edited. The default value for this field is 1.
Unit - The selected unit (e.g., pcs, wk, h) for the product will be added to the invoice line by default. This information can be edited.
Net price - The net price of the product. If the product price is marked as a list price in the product register, the price can be edited on the invoice line.
VAT code/VAT% - When a VAT code is used for the product, select the VAT code for the invoice line.
When a VAT% is used for the product, select the VAT% for the invoice line. The VAT% is retrieved from the product register by default. NOTE! The VAT percentage cannot be edited on the invoice form. To change the VAT percentage, you need to change the VAT code used. Therefore, VAT codes must always be used if you want to change the VAT on the invoice form.
VAT amount - The gross price of the product. If the product price is marked as a list price in the product register, the price can be edited on the invoice line.
Discount% - Enter the product discount percentage in the Discount% field.
Amount - The total gross amount for the line.
Delivery date - Line-specific delivery date. If all the products on the invoice have the same delivery date, you can enter the delivery date in the invoice basic information in the upper right corner of the invoice form.
Customer product code - You can enter the customer's product code if it is known. The information is entered on a line-by-line basis.
Sales account - The sales account is retrieved from the general or product settings. The information can be edited on the invoice line.
Cost center fields - If cost centers have been enabled in the Sales Invoice settings, they can be defined on a line-by-line basis. The information is retrieved from the general or product settings by default, and it can also be entered/edited on the invoice line.
Deleting invoice lines
You can delete an entered line by clicking on the trash can icon in front of the line.
Additional invoice information
Invoice description/Additional description - Additional information related to the entire invoice can be added to the Description fields. The maximum character limit for each field is 512 characters. The Additional description field moves the text to the next line after 80 characters.
Delivery method - Information about the delivery method for the products can be added to the Delivery method field.
Delivery terms - Information about the delivery terms for the products can be added to the Delivery terms field.
Order number - Information about the order number can be added to the Order number field.
Your reference - Information about the buyer's reference can be added to the Your reference field.
Contract number - Information about the contract number associated with the invoice can be added to the Contract number field.
Salesperson - You can select the salesperson information. Salespersons must be added to the general settings (Settings - General - Invoice Information) before the information can be selected for the invoice.
Salesperson's reference - Information about the salesperson's reference can be added to the Salesperson's reference field.
Payment reminder (visible only 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 - Payment Reminders view, and then the default payment reminder can be selected on the Settings - General - Invoice Information tab.
Invoice attachments
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
- The total size of the attachments added to one invoice can be up to 2Mb.
- If the recipient's e-invoice operator is a bank, the attachment files will not be transmitted to the recipient, as banks do not transmit attachment files to recipients.
Adding an attachment file
Click on the text Select files below the Attachments heading and select the files to be attached from the directory. Alternatively, you can search for the desired files in the computer's resource management and drag them onto the Attachments box with the mouse.
Bank accounts
The bank accounts displayed on the invoice are selected from the Bank Accounts section. Bank accounts must be set up in the settings (Settings - Bank Accounts) before they can be selected for the invoice. The bank accounts used on the invoice can also be defined on a customer-specific basis in the customer register. If necessary, the bank accounts displayed on the invoice can be edited. NOTE! Up to 4 selected bank accounts can fit on the invoice.
Actions
Closing the invoice form - You can close the invoice form by clicking on the cross icon in the lower bar.
Printing the invoice form - You can print a preview of the invoice and a referral by clicking on the Print button in the invoice form. The actual invoice is printed from the Send button.
Save - You can save the invoice in the In Progress or Ready state. Saving does not close the invoice form, and you can save the invoice at any time.
- Saving in the In Progress state. The invoice is saved in the In Progress state, which means that the invoice does not yet have an invoice number. The invoice remains fully editable, and the invoice can be deleted without leaving a trace in the Sales Invoices.
- Saving in the Ready state. The invoice is saved in the Ready state, which means that the invoice has an invoice number and a reference number. The invoice remains editable, but if the invoice is deleted, there will be a gap in the invoice numbering.
Send - From the Send button, you can send the invoice to the customer, transfer the invoice only to the ledger, or create a cash invoice from the invoice.
- Send selection sends the invoice to the customer in the selected way (e-invoice/print/email) according to the customer register, archives the invoice, and if the Sales Ledger Invoices sales ledger is in use, transfers the invoice to the ledger.
- Only to the ledger/archive selection archives the invoice, and if the Sales Ledger Invoices sales ledger is in use, transfers the invoice to the ledger and opens the invoice image for printing/saving.
Cash invoice > Cash/Debit card/Credit card selections archive the invoice and make a payment on the invoice according to the selection. NOTE! This function is only available if the Sales Ledger Invoices sales ledger is enabled.