Quick invoice

Quick invoices can be created both under Accounts receivable/Quick invoice and Project/Project/Invoices button/Quick invoice. Both items are described below. Quick invoice is used to invoice a direct sale, such as a cash sale, where no sales order has been created. That is, an invoice for goods delivered without a sales order. With Quick Invoice, you don't have to go through the sales order process and you can still withdraw goods from stock quickly and easily. You get the same functionality as when invoicing a sales order (statistics, payment overview, download payments, etc.).

Quick invoice videos

Quick invoice incl. email setup and invoice layout

Create an Accounts Receivable Quick Invoice

• Open Accounts receivable/Quick invoice and enter the debtor in the Account field at the top of the order header. If the debtor has not been created, you can use the [+] button to create the account in the debtor register (or use the quick create button via the + plus sign on the left in the top bar or select Debtor/Debitor to create a new debtor). NOTE: For Project invoicing. Read here.
• In the quick invoice, you can then go directly to item lines and enter the sale.

 

• The Delivery address, Reference, Order and Dimensions headers are minimized. Click on the header to open and enter data if you want to add info to the customer invoice.
• Under Delivery address, you can choose whether the delivery address should be the invoice address. This allows the same debtor to be used to invoice many customers so that there is no history on the individual debtor. Primarily used for cash sales.

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• If you don't supplement with more info, master data from the debtor is used, such as payment terms, which are important if it's a cash sale, or delivery terms, which are important if the item has been delivered.
• At the top you can see the total amount of the invoice before any VAT.
• Quick Invoice uses the debtor's price list even if it is not listed in the price list field. The price list field should only be filled in if a different price list than the one on the debtor card is used.
• Once you have entered all the information, the invoice should be created. Possibly with a pre-simulation to see if you have entered all information correctly.

Simulate invoice before creation

To check that you have entered the correct item numbers and amounts, you can simulate the invoice before updating. It is possible to simulate the invoice printout itself, but it is also possible to simulate how the invoice will be booked.

Invoice printing simulation (Proforma invoice)

The simulation of the invoice printout can be done in the following ways:

• Press F7
• Select the View invoice button
• Select the Create invoice button, check the Simulation field and the Preview field and select the Generate button.

Simulation of bookkeeping

The simulation of how the invoice will be booked is done as follows:

• Select the Create invoice button, check the Simulation box but uncheck the Preview box and select the Generate button.

Post invoice

When the quick invoice is in order, the invoice must be posted. This is the same procedure as when simulating invoice proposals, except that now there should be no check mark in Simulation. Today's date is suggested, but can be changed. Send email from Outlook. Read more here.

Credit note via quick invoice

You can create a credit note via the quick invoice feature in the same way you create an invoice. The only difference is that the total amount must be negative. It is recommended to enter the quantity with a negative sign, e.g. -1 pcs. a 100 kr. = -100 DKK, so that items are left in stock. You can also create a credit note as a copy of a previously posted invoice via the quick invoice function. This is done by selecting a debtor in the Account field and then selecting the Copy invoice button, then select the invoice to be credited from the list that appears, select the Credit note field at the bottom and select the Copy line button. The lines from the selected invoice will now be copied to the quick invoice with the opposite sign, and you can post and print/send the credit note by selecting the Create invoice button.

Fast invoice from Project

When invoicing from project, the project number must be filled in on the quick invoice header. The type on the quick invoice header must also be filled in. This can be both a revenue type or a down payment type. If you select a project type of the Revenue type on the quick invoice header, a revenue entry and a cost entry are created per order line on the project. All order lines must be filled with an item number. A project type must also be specified on the invoice lines. The project type is automatically filled in with the type from the item card, but can also be filled in manually on invoice lines. If you select a project type of Invoicing on account on the quick invoice header, an on account entry is created on the project. If quick invoices are not used for projects, you can hide the Project/Project/Invoices/Quick invoice buttonby unchecking the Use 'Quick invoice' box under Company/Maintenance/Preferences. Read more here. Read more about Project invoicing in currency here.

View/reprint posted invoice and item entries

In Debitor, you can see the invoice here:

• In Accounts Receivable on the Debtor account: Invoices and Entries button
• In Accounts Receivable/Reports: Invoices and Postings.

In Lager you can see the item entries here:

• In Lager on the item: Entries and Inventory
• In Lager/Reports: Inventory, Postings and Inventories.

Reuse your entries with form templates / template lines

To reuse your sales order lines

• Select Template lines on the ribbon
• select Save as, enter a name,
• Bring it up under Template lines / Load next time.

To reuse your order header:

• Go to Accounts receivable / Sales / Sales orders
• Create new Sales Order
• Select Templates / Save as on the ribbon and enter a name for the template
• The order header can then be retrieved on sales orders / quick invoices

Read more about sales orders: Sales orders - Uniconta

Important for quick invoices

• A quick invoice cannot be saved and updated/invoice updated later. It must be run all the way through from start to finish.
• If the user wants the forced serial number to work, use sales order - not quick invoice.
• If you close the window and leave the quick invoice before it is updated, all data is deleted and nothing is saved or posted.
• You can copy from an existing invoice and attach files to be sent with the invoice if email sending is used.