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.
The fields of the Invoice view
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.
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.
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.
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.
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.
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.
Cash discount
- Enter the number of days into the first field, the cash discount percentage into the second, and the sum into the final field.
- A discount percentage can be freely provided between 0-100 to two decimal places. The cash discount will not affect the invoice’s total sum. 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.
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.
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
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
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.
Comment
- The button opens a window, where a row comment can be added and edited.
- Line breaks can be added to comment rows. Line breaks can make the invoice rows more readable in the invoice Preview.
Add attachment to row
- The attachments can also be set for rows by activating the wanted row and then adding the attachment and then clicking on the Attach to row button.