Selecting invoices
Sending e-invoices - Selected invoices
Sending e-invoices - All invoices
Cash invoice
Successful deliveries
Failed deliveries
Invoices can be sent from the Completed view either individually or all at once. Sent invoices are sent as e-invoices. If the recipient (customer) does not have an e-invoice address defined in the customer register, the invoice will automatically be sent to the printing service and forwarded to the recipient by mail after sending.
Invoices received by the operator, which are sent by mail to the recipients, are printed and sent on the next business day after the invoice arrival date.
Selecting invoices
- To select a single invoice, click once on the invoice row -> the selected invoice row will turn blue.
- To select multiple invoices scattered throughout, hold down the CTRL key on the keyboard and click on the desired invoices -> the selected invoice rows will turn blue.
- To select multiple consecutive invoices, click on the first invoice, and then press the SHIFT key on the keyboard and click on the last invoice -> all invoices in between will be selected and the rows will turn blue.
Selected invoices - sending e-invoices
- After selecting the invoices, click the Create e-invoices - From selected invoices button
After clicking, a report will be displayed listing the failed and successful deliveries of the selected invoices. The report will also be saved in the Reports - Transfer reports view.
All invoices - sending e-invoices
- Click the Create e-invoices - From all invoices button.
Before sending the invoices, the program will confirm "Do you want to send all invoices?"
- Selecting Yes will send all invoices in the Completed view
- Selecting Cancel will return the situation to its original state and no invoices will be sent.
After the confirmation question, a report will be displayed listing the failed and successful deliveries of the invoices. The report will also be saved in the Reports - Transfer reports view.
NOTE! Billing-Sales invoices will also display exchange rate information for sent invoices. Billing-Accounts receivable-Sales invoices only support EUR currency. The exchange rate is saved according to the invoice date when the invoice is sent. If the invoice is dated on the sending date and that falls on a Monday or a weekend, the exchange rate from the previous Friday will be used. On other weekdays, the exchange rate from the previous business day will be used.
For invoices that are created before the sending date (i.e., the invoice date is older than the sending date), the exchange rate is retrieved as follows:
- For invoices with a date on the weekend, the exchange rate from the following Monday is used
- For invoices with a date on a weekday, the exchange rate from the invoice date is used.
Cash invoice
You can create a cash invoice from the Completed view by either clicking on the invoice in the invoice list once or by opening the invoice by double-clicking on it and then clicking the Cash invoice button in the action bar.
After clicking the action button, the invoice PDF image will open. If desired, you can save the PDF image by clicking the Printer icon and then selecting to print it as a PDF. You can also print the invoice by selecting your printer from the printer options.
After printing, you can close the image of the invoice by clicking the cross. It is not necessary to save the invoice if it is not needed at the moment, you can also close the image of the invoice without saving or printing it.
After closing the image of the invoice, you will receive a selection window:
Is the invoice to be paid? - Select yes if you want to create a cash invoice from the invoice.
Payment method - Select the payment method
- Cash
- Debit card
- Credit card
NOTE! In order to successfully process a cash invoice, cash payment accounts must be defined in General settings (Settings - General - Accounts).
Do you want to print a separate cash receipt? - Answer yes if you need a separate receipt for the payment. A receipt does not need to be printed for your own accounting purposes.
Successful deliveries
- Successful deliveries will move to the Outgoing view with the status sent.
- The Sent status changes to Sent when the invoice is transferred to Heeros Link.
- A successful delivery of an invoice does not guarantee successful transmission of the invoice to the recipient. The transmission of the invoice may fail due to, for example, an incorrect e-invoice address.
Failed deliveries
- Failed deliveries remain in the Completed or Outgoing view.
- If you receive an error message immediately after sending the invoice, make the necessary corrections to the invoice and resend it.
- If no error message is received during the invoice sending process, check the status of the invoice in the Outgoing view. If the invoice is in the Error in delivery state, read more about invoice processing here.