Invoices on account can be created in the locations below:
- Project/Project/Invoices button/Create down payment proposal
- Project/Project/Invoices button/Sales order
- Project/Reports/Work in Progress/Create down payment proposalbutton
- Debtor/Sales order
It is the type on the order/invoice proposal header that determines whether an invoice is perceived as an invoice on account on the project, so an invoice on account can also be created for projects by manually creating a sales order and/or quick invoice and selecting the type Aconto on the header.
When the above menu items are selected, an overview of already created invoice proposals for the selected project is displayed first. Select the
Create button to create a new on-account proposal.
Invoices on account can be used to create invoices on account for the customer if they are to be charged different installments and/or prepayments. However, the on-account invoicing method can also be used to create an invoice at a fixed agreed price.
However, please note that when posting invoices on account, only one project entry of the type Invoice on account is created with the total invoice amount, and any costs are not marked as invoiced with an invoice on account. an invoice on account. If this is desired, an invoice proposal must be created instead using the
Create invoice proposal menu item/button.
Invoice proposals that are not invoiced are saved to the invoice proposal overview under
Project/Invoice proposal/Invoice proposal. If invoices on account are created via the sales order menu item, they are saved under
Accounts receivable/Sales/Sales orders.
Note! If regular item numbers are used on the lines of an invoice on account (invoice on account = the type on the invoice header is filled in with an invoice type on account), stock withdrawals and cost of goods sold are NOT posted. However, stock entries are created, but these are not marked in the
Stock update field and are therefore not counted in the stock on the item numbers used.
This applies regardless of whether the on-account invoice is created via the Project file, via the Work in progress overview, manually in the Invoice proposals overview or manually via the Order module. It does NOT apply if the on-account invoice is created from the project master file using the
Invoices / Quick invoice button
Version-92 To ensure correct posting and reversal of the Aconto records in finance, it can be set up under
Company/Maintenance/Preferences that the Aconto account number is forced.
Description of buttons on the invoice proposal overview
Description of the buttons on the ribbon during invoice proposal.
| Button |
Button description |
| Add a new invoice |
Adds a new invoice proposal with accounts, reference, order, shipping address, dimensions and invoice. |
| Edit an invoice proposal |
Edits an already created invoice proposal |
| Update |
Updates all information and corrections. |
| Filter |
Use the drop down list to select what you want to filter and sort by. You have the option to save, delete, edit or retrieve a saved layout. To be described under General functions |
| Layout |
You have the option to save, delete, edit or recall a saved layout. To be described under General functions |
| Invoice proposal lines |
Creates invoice lines with item number, text, price etc. ATTENTION. |
| Invoices |
Can show saved invoices on the order. |
| Contact us |
You can add your contacts here. Read more under 'Email recipients' here. |
| Attachments |
Option to attach a note or document. The attachments are sent with the invoice if email sending is used. Remember to check the document types here that the files should be sent with.
OIOUBL attachments: If the 'Invoice' column is checked, documents attached to the invoice will be included in the XML file (they will be embedded) when OIOUBL is created. Max size per document is 0.5 MB. Maximum number of documents per XML file is 10. Read more about OIOUBL here.
To remove an attachment, click 'Delete'. Read more here. |
| Edit debtor |
Edit debtor master data |
| Adjustments |
Cannot be selected if the type on the invoice proposal header is Aconto |
| Posting basis |
Cannot be selected if the type on the invoice proposal header is Aconto |
| Approve |
If [approve sales order] is selected under preferences, the invoice proposal can be approved here. |
| All fields |
Shows content of all fields on a line |
Description of buttons for create/edit invoice proposal
When creating/editing an invoice proposal, the following options are given on the ribbon:
| Field name |
Field Description |
| Save |
Saves master information on the invoice proposal |
| Save & go to lines |
Save master information and go to order lines |
| Cancel |
Cancel changes |
| Delete the order |
Delete the order |
| Templates |
Templates can be created. For example, standard setups for Danish and German customers.
Physical attachments or terms of delivery can also be attached. Read about templates here. |
| Layout |
Customize the layout of the screenshot. |
Description of fields when creating/editing invoice proposals
| Field name |
Field Description |
| Accounts |
|
| Account |
Select debtor account |
| Account name |
The name of the selected debtor is displayed here |
| Created |
Date and time the invoice proposal was created |
| Balance |
Balance on the debtor |
| Overdue balance |
Overdue balance on the debtor |
| Credit limit |
Credit limit on the debtor, added/changed on the debtor card |
| Contact person |
The debtor's contact person can be selected here.
Note: The contact selected here will receive all the documents sent from the invoice proposal if it is set up on the contact person. |
|
|
| Reference |
|
| Their ref |
Text field to note your reference |
| Requisition |
|
| Our ref |
Text field to note our reference |
| Customs number |
|
| Commentary |
|
|
|
| Orders |
|
| Group of products |
|
| Order number |
|
| Delivery date |
If the delivery date is changed in the order header, the date is automatically changed on all order lines if the order lines had the same date as the old date in the order header.
The delivery date is shown in the reservation image in the item list and can be limited on the delivery date in the reorder list.
The stock report Requirements overview shows requirements by delivery date. |
| Final discount % |
NOTE: If you use this for the final invoice, the adjustment will fail. Must only be used for Aconto invoices. |
| Payment options |
|
| Due date |
|
| Employee |
Here you can select the employee responsible for the order. |
| Equalization |
If the order is settled via an invoice number, the number is here. |
| Fast text |
|
| Moms |
|
|
|
| Invoice |
|
| Revenue account |
Only set if the account should differ from the Accounts Receivable or Item Group setup |
| Posting text |
|
| Invoice account |
If nothing is set, the invoice account is taken from the debtor if it is set. If no invoice account is set for the debtor, the debtor's own account is used. If an invoice account is set on the debtor and another invoice account is to be used, this account is set here. The debtor's own account can also be used if this particular order is to go to the debtor itself and not to an invoice account. |
| Delete order after invoicing |
Checking this box will delete the order when it is fully invoiced. |
| Delete complete invoiced order line |
Checking this box will delete the individual lines when they are fully invoiced. |
| Layout group |
If you want to use a specific layout group on the invoice proposal or if you want the layout group to differ from the layout group selected on the debtor, you can select it here. Read more here. |
| Invoice date |
Used to set a specific invoice date. If an invoice date is set here, changing the date in the invoicing prompt will not apply.
 |
| Distribution |
If an invoice needs to be accrued, you can select a distribution here. Read more here. |
|
|
| The project |
|
| The project |
If you invoice from project or to project, the project number must be filled in. Read more here. Invoicing in Project |
| Type |
Here you can select the invoicing method for the project by selecting the type. Read more here. Invoicing in Project
Invoices from the project module can be invoiced with item numbers. A flag is set on the item lines so that no stock withdrawals need to be made. Remember to omit these lines in inventory statistics. |
| Task |
If a task is selected at final invoicing, the task will appear here. Task applies to the entire order. The field can be filled in so that the work area is filled in on project items. New invoice proposals can no longer be created based on project items, so the field must be filled in manually. Use Invoice proposal. |
| Project - sales value |
Here you can see the sales value of the project |
| Project - costs |
Project costs are shown here |
| Work area |
Version-93 The workspace that is selected by default is automatically selected when creating an on-account invoice proposal from the project file or from the work in progress report. If the on-account proposal is created from the Work in Progress report and workspaces are shown here, the workspace from the selected line will be transferred as the workspace for the on-account invoice proposal instead.
The field can also be filled in manually.
The workspace from the invoice proposal is stamped on the invoice items created on the project. |
Watch video about
"Create order / Final invoice / Invoice by consumption"