Sales invoice's fields and buttons – Procountor

This article covers information about sales invoice’s fields and buttons. Also, the article mentions few buttons and fields of sales order, since the two receipts are very similar. Sales invoice’s Invoice view can be accessed either from Receipt search, or from the control menu by choosing New > Sales invoice. Instructions for creating a new sales invoice can be found here.

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The fields of the Invoice view

1. Customer address

Customer address section is for customer’s address information. The Name, Specifier and Street address fields can each accommodate 80 characters. The Postal code field can accommodate 20 characters and the City field can accommodate 40 characters. Name is a mandatory information.
The Subdivision field is for customer’s subdivision and it can be required to be filled out by the State Treasury. In general, the field is not mandatory, but if information is entered, the info is delivered with the sales invoice. The field can accommodate 35 characters.

2. Billing address

Completing the billing address field is particularly important if the invoice will be sent by Mail, since this address will be displayed in the envelope’s address window. If the billing address is empty, the information from the Customer address fields will be copied into this field.
The field can accommodate the same numbers of characters as the Customer address fields. You the Customer address can be copied as the billing address by selecting the option Use customer address as billing address.

3. Delivery address

If information has been entered in Delivery address fields, it will be printed onto the invoice.
The field can accommodate the same numbers of characters as the Customer address fields. The address will be indicated on the invoice if it is different from the billing address. You the Customer address can be copied as the delivery address by selecting the option Use customer address as delivery address.

4. Invoicing information

Invoice date

Procountor uses the current date as a default.

Invoice number

The invoice number is generated automatically when the invoice is saved.

Status

This field indicates the current status of the receipt, such as Unfinished or Approved. The statuses used for sales invoices are listed here.

Business ID

The field can accommodate 40 characters, which will be printed on the invoice.

VAT number

The field can accommodate 40 characters, which will be printed on the invoice.
VAT number must start with country code (two letters) and the length of the code must be 7-14 characters.

Customer number

The field can accommodate 40 characters, which will be printed on the invoice.

Invoice channel

The invoice channels to choose are E-invoice (if the company has an E-invoice address), Mail, Email and No sending.
Companies that accept e-invoices and their e-invoicing addresses have been compiled into an e-invoicing address list: TIEKE.
When using the Mail invoice channel, it can be chosen whether to send the invoice in color or monochrome, and whether to use economy or priority postage. When using the economy postage, please note that such letters are usually only delivered three days after being sent.
The message body of sales invoices sent by e-mail contains the information needed to pay the invoice (invoice number, due date, sum, bank reference code, account number and bar code), and the header contains the word Invoice, the invoice number and the name of the company sending the invoice.
If the purpose is not to send the invoice from Procountor, use the No sending invoice channel.

Language

In addition to Finnish, invoices can be sent in Swedish, English, Norwegian, Danish or Estonian.

Template

If the company uses several different invoice templates, the template to be used is selected in the field.

Contact person

The field can accommodate 28 characters, which will be printed onto the invoice.
If buyer and seller, both have a contact person, both persons can be entered to the field and separated with / character.

Order reference

The field can accommodate 70 characters, which will be printed onto the invoice.

Order number

The field is not mandatory, but if information is entered in the field, it will be printed onto the invoice.

Agreement number

The field is not mandatory, but if information is entered in the field, it will be printed onto the invoice.

Accounting code

The field is not mandatory, but if information is entered in the field, it will be printed onto the invoice.

Delivery site

The field is not mandatory, but if information is entered in the field, it will be printed onto the invoice.

Tender reference (OC ID)

The field is not mandatory, but if information is entered in the field, it will be printed onto the invoice.

Buyer's reference identifier

The field is not mandatory
Reference given by buyer when the original order was done, e.g. orderer name.
- For example insurance firm IF requires incident number information in this specific field
- For example S-Pankki (bank) uses this element widely on their business credit card invoices

Seller's reference identifier

The field is not mandatory
Reference related to the specific invoice, given by seller
Could also consist of customer number (Myyjän tilausnumero)

5. Payment information

Financing agreement

If financing agreements have been saved for the company in Management > Company info > Financial agreements, it is possible to select a financing agreement for the invoice.

Account number

All the accounts saved to the Bank account information view can be selected from the drop-down menu. The account selected here will be indicated in the invoice information at the top of the invoice and in the barcode.

Bank reference code

The bank reference code is generated automatically when the invoice is saved. You can also enter a different reference code in the field if necessary. Thus, Procountor will identify if the reference is domestic or a RF reference.
The minimum length of a bank reference code is 4 characters (3 characters + a check digit) and maximum length 20 characters. The reference code is indicated in the invoice information at the top of the invoice and in the bar code.

Payment method

If the Cash is selected as the payment method and the used template is Procountor default, the heading of the invoice will be CASH RECEIPT instead of The cash receipt can be printed out if the template is Procountor default.

RF reference

By activating/passivating the option RF reference “Use RF reference” it can be selected weather the used reference is domestic or a RF reference. The selection can be changed as long as the invoice’s status is Unfinished.

Due date

The due date is calculated from the invoice date on the basis of the payment term. If the due date is changed, the payment term will change as well.
An e-invoice cannot be saved or sent if its due date is in the past or the current day.

Term of payment

The number of days is entered in the first field and the percentage in the second. The payment term can be 0-999 days and the percentage 0-100. This information will be printed onto the invoice.

Penal interest

The default Penal Interest rate is retrieved from usage settings or business partner register, but it can be edited. Penal interest can range from 0 to 999.99. This information will be printed onto the invoice.

Discount %

This discount percentage will apply to the entire invoice. If different discount percentages have been used on invoice rows, these will be replaced with this invoice-specific discount percentage when the value of this field is processed.
The discount percentage can be given to four decimal places, can range from 0 to 100 % and is applied to the invoice sum. The discount % is displayed to two decimal places on all invoice rows.

Currency and rate

The default currency is EUR, if there is no customer specific default currencies defined. Choose the invoice currency from the drop-down menu, and the rate will be retrieved from the register. You can also enter a rate yourself. The currency will be printed onto the invoice, but the rate will not.

6. Cash discount

Sales invoice has fields for three options of cash discount.
In the Day –field enter the number of days.
In the % -field enter the cash discount %.
Days fields should be filled in ascending order e.g. 5,6,7. Percentage fields should be filled in descending order e.g. 7,6,5. If the order is wrong the field turns red and user gets an error message. 
Both Days and % -fields need to be filled otherwise the fields turn red and user gets an error message.
 Discount sum and Amount due are calculated automatically. 
Cash discount Days cannot exceed the Term of payment days.

7. Additional information

Agreed sending week and specification

The sending week is selected, and it can be defined further with the specification.
The specifications to choose from are +/- 1wk, 2wk and 3wk.

Delivery method

The delivery method selected from the drop-down menu will be indicated on the invoice sent to the customer. The field is informative and will not affect the sending of the invoice.
The options to choose from are Mailing, Online, Courier service, Freight, VR Cargo, Bus and Retrievable.

Delivery instructions (on sales orders)

Informal delivery instructions (250 characters) can be entered to the field.

Delivery week

The info on the field is calculated based on Agreed sending week and specification fields.

Terms of delivery and Municipality

These fields are available if the usage of delivery terms set on in the usage settings view of Company information. Select the delivery terms from the drop-down menu and enter the municipality into the field. The Municipality field can accommodate 40 characters. The delivery terms and municipality will be indicated on the sales invoice sent to the customer.

Additional information

The length of text in this field is unlimited. You can import a maximum of 500 characters as default information or through the Import data function. Additional information will be displayed above the product rows on the invoice sent to the customer. You can enter additional information directly into the field or click on the pencil icon button after the field, which will open a window for editing the information in the field. You can also use line breaks in this window, which will be displayed as \ characters.

Seller’s notes

The length of text in this field is unlimited. The notes will not be displayed in the invoice sent to the customer. You can enter the notes directly into the field or click on the pencil icon button after the field, which will open a window for editing the information. If you use the button, you can also use line breaks, which will be displayed as \ characters in the field. The notes will also be displayed on the invoice’s accounting page. The field will also be listed in Receipt search results and the notes can be used as a search criterion.
When copying a sales invoice, if the receipt type is kept as the original but a different business partner is selected (or a blank template is used), the seller’s notes do not copy over.
However, if the invoice is copied with the original business partner, the seller’s notes are copied on the copied invoice.

Offer “is this an offer?” (Sales order)

If the option is chosen, the heading of the sales order will be OFFER.

Prices include VAT “Unit prices include VAT”

The option can be used for toggling whether unit prices include VAT. The default is retrieved from VAT defaults.

Accounting by row “Accounting by row?”

The option can be used for specifying if the invoice’s accounting page will be generated by row instead of as total sums. As a default, the selection is retrieved from usage settings, but it can be invoice specifically defined. The accounting must be generated by row if you wish to use default postings or dimensions for products.

VAT status

VAT status directs the VAT processing. Invoice’s VAT status is retrieved from VAT defaults. If there is a VAT status defined for a business partner’s default accounts, it will be used. Otherwise the general VAT defaults are used. The selected VAT status is invoice-specific, and it affects to all rows of the invoice, if there is no divergent VAT status defined in the row information.

VAT processing

VAT status directs the VAT processing. Invoice’s VAT status is retrieved from VAT defaults. If there is a VAT status defined for a business partner’s default accounts, it will be used. Otherwise the general VAT defaults are used. The selected VAT status is invoice-specific, and it affects to all rows of the invoice, if there is no divergent VAT status defined in the row information.

Attachments tab

When editing the invoice, on the right side there is an Attachments tab, where it is possible to add and remove attachments.
If the Attachments tab is hidden, it can be opened by clicking on the paper clip icon.
The text in the button will specify the number of attachments, such as Attachments (2), which indicates that the invoice has two attachments.
Attachments can be added to the invoice by selecting the Add files -button.
You can send file attachments in GIF, JPEG, PDF and TXT format with invoices (invoice channel Mail, E-mail or E-invoice). The maximum size of file attachments is approximately 10 megabytes.
If the attachments are wanted to be sent with the invoice, the option Send with the invoice must be selected.
More specific information about the attachments can be found here.

Row information

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Product

The name of the invoiced product/service is displayed in the field. The field can accommodate 80 characters, which will be printed onto the invoice. The product information will be copied to the invoice’s accounting page if Accounting by row has been selected for the invoice.

Product code

The field contains the code of the invoiced product/service if it is used. The field can accommodate 40 characters, which will be printed onto the invoice. If no Product codes have been specified for any invoice rows, the column will not be displayed on the invoice.

Quantity

The invoiced quantity of products/services is displayed in this field. The quantity can be specified up to four decimal places. The quantity will be printed onto the invoice.

Unit

The field contains the invoicing unit of the invoiced product/service and will be printed onto the invoice. If Units have not been specified for any invoice rows, this column will not be displayed on the invoice.

Price

The unit price of the invoiced product/service is displayed in this field and printed onto the invoice.

Discount %

This field contains the row-specific discount percentage. A discount percentage can be entered between 0 and 100 to four decimal places, and the percentage will affect the Excluding VAT, VAT sum and Sum
This information will be printed onto the invoice. If a Discount % has not been specified for any row, this column will not be displayed on the invoice.

VAT

The row-specific VAT rate is displayed in the field and printed onto the invoice.

Excluding VAT

The tax-free price of the invoiced product/service is displayed in this field. Information on whether the price printed on an invoice includes VAT is given in the invoice settings.

VAT sum

The amount of VAT included in the price of the invoiced product/service is displayed in this field. Such information is not printed onto the invoice.

Sum

The price of the invoiced product/service inclusive of tax is displayed in this field.

Comment

This field can accommodate 512 characters. You can toggle the visibility of the comment on invoices sent to customers by changing the Comment row setting on the Invoice settings page in Company information. If the invoice will be posted by row, the Comment will be displayed on the accounting page.

Buttons of the view

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Top part buttons

Save

Clicking on the Save button will save the invoice information and set the invoice status to Unfinished, which permits further editing. The accuracy of invoice information is verified when the invoice is saved. For example, Procountor verifies that the mandatory information is entered and that the references are accurate.
When editing information, such as, products, sum, quantity, VAT etc. (info affecting invoice accounting) the invoice’s accounting and dimensioning will be performed again using default values. For this reason, invoices should be finished before their accounting/dimensioning is changed.
After the invoice has been saved, the invoice number will be displayed in the sales invoice’s upper bar and the creation and editing stamps in the lower bar.

Approve

Button approves the invoice as a transaction. An invoice with Approved status will be acknowledged in official reporting and VAT processing.

Send

Button sends the invoice through the chosen invoice channel.

Change to invoice (sales order)

The sales order can be changed to an (editable) invoice with the button.
The order can be either copied or changed to an invoice. When copying, the order’s status will change to Invoiced.
The order is deleted, if it is changed to an invoice (with the same receipt number).

Edit

The button includes the options: Copy, Edit notes, Change state to unfinished, Create a credit note and Invalidate.
Copy function copies the invoice. If the Receipt type or Business partner is not changed, an identical invoice apart from the invoice number, bank reference code, invoice date and due date will be created and assigned the status of Unfinished. If the Receipt type or Business partner is changed, the row information will be imported from the original invoice and other information will be imported from the register.
Edit notes option enables user to edit the Seller’s notes on an invoice. The field can be edited even if the invoice is no longer in editable status.
With Change state to unfinished function the invoice can be reverted to Unfinished
Create a credit note option enables the usage of Credit invoice
Invalidate option invalidates the invoice. Invalidated invoices will not be retrieved to reports or in Receipt search (as a default), but they can still be viewed and copied.

Preview

Button opens a preview of the invoice in a new window in the selected format. The button includes the options PDF, HTML, Covering letter and Address sticker. Clicking the Preview button (without selecting any options) will open the preview in PDF forma.
PDF - Shows the invoice in printable form (PDF). Sales invoices in PDF format will also include a barcode at the bottom when printed from this view, just as if the invoice were being sent through the Post or E-mail invoice channels. When previewing a sales invoice in PDF format, user will also see the file attachments to be sent with the invoice.
HTML option shows the invoice in printable form (HTML).
Covering letter option opens the covering letter in printable form (PDF or HTML).
Address sticker option opens the address sticker in printable PDF format.

Verification entry

If the verification entries are set into use in usage settings, the verification entry can be added or observed with the button.

TIEKE

The button opens a search, where user can search for business partners’ electronic invoice addresses based on the business partner’s name, business ID or e-invoice address.

BIS

Button opens the Business Information System’s webpage.

The arrow button opens invoice picture.

Arrow buttons below the Invoice image can be used to go forward or back one invoice page at a time, or to jump to the first or last page of the invoice.

Go to

The button opens the different views of the invoice.

Previous

The button opens the previous invoice.

Next

The button opens the next invoice.

The button closes the view.

Buttons of the lower part

Get product

The button opens the product register page, from which the products can be picked for invoice rows.
Search using a product code (in Search product drop-down menu) function opens a window, in which invoiced products or services can be added to the invoice row by entering their product codes.
Read more on the Product search function here.

Add row

The button creates an empty invoice row, where the row info can be added manually.
It should be acknowledged that the manually added rows will not be allocated to the product register.

Copy row

The button copies the selected invoice row.
There is an option “Copy row multiple times” in the drop-down menu. The function enables making several copies of one row.

Delete row

The button deletes the selected invoice row.

Extra information

The button opens a window, where you can add header and explanation texts for product rows.
- Row header: will appear above the product line. It will not be visible in accounting view.
- Row explanation text: will appear below the product line. It will not be visible in accounting view.

After saving a speech bubble -icon will appear in front of the product name and it tells you that extra information has been added to that product row.
When you save the invoice, you can see the extra information in invoice image.
If you want to remove extra text from the product row, click the speech bubble -icon and clear the text. Then save.
After approving the invoice, you can't open the speech bubble icon after that.