Create invoice¶

General structure¶

You have full flexibility to customize your sales invoices and credit memos exactly as you wish. We will guide you step by step through the process. Under the "Sales invoice"-tab you get access to all your ongoing sales invoices. These remain as drafts until they are posted and therefore do not affect your revenue.

The general structure of sales invoices is divided into three main sections:

Table Summary of Created Invoices
The invoice details

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Table Summary of Created Invoices

This section gives you an overview of all invoices that are pending posting. Features include:

A table that shows all created invoices that have not yet been posted.
A search box to quickly find specific invoices.
Navigation buttons and an add button to create new invoices.

Invoice details¶

The invoice details consist of three tabs that contain important details:

Invoice header: Contains information such as customer details, document details, shipping profile, and invoice history.
Invoice lines: Shows all sales records, tax calculations, and the total invoice total.
Preview: Shows a PDF view of the invoice that gathers data from both Invoice Header and Invoice Lines.

Search field¶

In the sales invoice overview, you have access to a search field that makes it easy to find one or more invoices. You can search by entering the following parameters:

Customer number
Customer Name
Document number

The search box also includes a small X, which allows you to quickly clear the box and start a new search.

Table Overview¶

The table overview provides a total view of all invoices that are drafts and therefore not yet posted. When an invoice is posted, it is automatically moved to the Archive section, where it is kept as a completed transaction

Table contents¶

The table is designed to be clear and contains the following key information:

Invoice date (date of creation)
Customer Name
Amount

The invoices are automatically sorted in descending order by invoice date, ensuring that the most recent invoices are always at the top. You can select a specific invoice by clicking on it, and it will be marked with a highlighted background color for easy identification.

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Navigation buttons and view buttons

Below the table you will find a several navigation- and customization options:

Navigation buttons (left): Use these buttons to flip back and forth between the invoices in the table.
"+" button (Add/Create Invoice): Use this button to quickly create a new invoice.
Item view (right): Here you can choose how many invoices should be displayed in the table at once. The current view is marked with a green color for clarity.

These features give you full control over how you navigate and interact with the invoice summary.

Add invoice¶

Before you can create an invoice, the customer must be registered in the submenu "Customers". This ensures that all necessary information is available for invoice creation.

Once the customer is created, you have three options for creating an invoice:

Create new: Create a brand new invoice from scratch, where you manually fill in the necessary details.
Quickl-Create: This method allows you to quickly create an invoice and immediately add invoice lines, making the process more efficient.
Copy invoice: Create a new invoice by copying an existing journal or a previously posted invoice. This is especially useful if you need to create a recurring invoice with the same details.

How to create an invoice¶

Navigate to Sales in the menu and select Create invoice.
Click Add in the left table to create a new invoice.
Select the customer to invoice and click Create new.
Fill in or adjust the details in the invoice header, including customer and document details.
Switch to the Invoice lines tab, where you can add products or services. Click Add invoice line for each item line you want to include.
When all line items have been created, click Save to save the invoice as a draft.
When the invoice is ready, you can post it and send it directly to the customer trough the system.

Note: You can always use the **Preview tab ** to review a PDF version of the invoice before saving or sending it.

Invoice header¶

The invoice header consists of three smaller sections and provides a detailed overview of the invoice's history:

Customer Details

Contains data retrieved from the customer's setup under Customers, e.g. name, address and other relevant contact details.

Document Details

Contains key information about the invoice, such as currency, language, invoice date, due date, and document number. This information is essential for the validity of the invoice.

Document Sending Profile

Shows how the invoice is sent to the customer – either by email or through electronic invoicing. Electronic invoicing takes place via CVR number, GLN/EAN or P-number.

Mandatory fields for posting

The following fields must be filled in in the invoice header in order to post an invoice:

Customer number
Currency
Language
Invoice date
Due date

What is EAN?¶

An EAN number is a 13-digit identification number used for electronic invoicing. All public authorities and institutions must be registered with an EAN number, but it can also be used by private companies. When your company has an EAN number, it can receive digital invoices from other companies and public institutions.

Activity log (History)¶

At the bottom of the section is a history list that shows an activity log for the invoice. The log contains the following information:

Date and time of the action
The responsible person behind the action
A description of the action that has been performed

Invoice lines¶

The invoice lines display a table with detailed information about the items that are included in the invoice, including quantity, unit price, total price excluding tax, and discount percentage. You must create a list of items that you can select from under the invoice lines, which is recommended for items that you continuously sell. It is also possible to manually enter items in the invoice lines if they are not in the list of items.

Each invoice line includes a See more button that gives you access to the posting details for each sales entry. These details are retrieved from your item setup under "Item", where you have entered specific posting details once for efficiency. For further information, see the "Item" section.

In addition, there is a section called VAT specification, where the VAT type, VAT rate, and total VAT amount for each line item are specified.

Note: To add a new line to the invoice, you must be in edit mode and use the Add Invoice Line (+)-button.

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How to fill in an invoice line

In order to post an invoice, it is necessary to fill in the required fields on the invoice line. The required fields include:

Item Name
Number of items
Price
G/L Account (General Ledger Account)
General product posting group
VAT Product Posting Group

These fields must be filled in correctly to ensure correct posting of the invoice.

Preview¶

Preview allows you to see how the invoice will appear based on the details entered under the invoice header, invoice lines, and your payment details in the settings. This is the version of the invoice that is generated as a PDF file when you click the Download button.

Please note that confidential information has been hidden from the image above.

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Post invoice¶

At the top right of the screen, you'll find two main buttons:

Post the draft (green button)
Delete the draft (Red button)

In order to post an invoice, the user must have the necessary permissions to create invoices and must ensure that all required fields in both the invoice header and the invoice lines are filled in correctly.

How to post an invoice¶

Click Sales from the menu, and then click Create invoice.
Click Add invoice.
Select the customer and click Createnew.
Fill in the required fields in the invoice header.
Click Invoice lines.
Select the item number or fill in the required fields manually.
Click Save.
Click on the green Post invoice button.

Delete invoice¶

The X (Delete) button is used to delete a created invoice. This may be necessary if the invoice has been created by mistake, contains incorrect information, or if the transaction needs to be cancelled in some other way.

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How to delete an invoice in draft form

Click Sales from the menu, and then click Create invoice.
Select the desired invoice in the table view.
Click the X (Delete Invoice) button.

Edit invoice¶

The Edit button is used to make changes to the selected invoice. It is relevant to edit an invoice if there is a need to correct errors, add or update information, adjust prices or quantities, or update customer details before the invoice is posted or sent.

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How to edit an invoice in draft form

Click Sales from the menu, and then click Create invoice.
Select the invoice in the table view.
Click the Edit button.
Make the desired changes in the appropriate fields.
Click Save.
If you regret your changes, you can click the Revert button.

In edit mode, you can also copy details from a previous invoice that is either in draft form or has already been posted.

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How to copy from a previous invoice

Click Sales from the menu, and then click Create invoice.
Select the desired invoice in the table view.
Click the Edit button.
Click the Copy Invoice button.
Select the invoice you want to copy from and press Copy.
Check the invoice header and invoice lines.
Click Save.

If you regret your changes, you can click the Return button.

Download invoice¶

Once all invoice details has been entered, you have the option to download the invoice as a PDF file. This is necessary if you want to store or print the invoice in PDF format. Otherwise, the system will automatically send the invoice to the customer.