Invoicing

This processing is used to send the invoice to the customer to get payment for the products that were shipped.

You can choose the Due date in order documents to be calculated on the basis of the Finish date instead of the Invoice date field. You can select this in the Accounting processing 2 field in the Company information table, where you can select the Due date based on finishing option.

Note:
For orders in foreign currency where the exchange rate is to be changed before printing the invoice, it has to be changed both in the order head and in the order lines. If not, posting to the general ledger will be inaccurate, since the value for the customer ledger posting will be fetched from the order head and the value for the warehouse and revenue posting will be fetched from the order line.

Prerequisites

  • The sales order must be set to finished.

Starting the processing

  1. Open the sales order layout, and select the Invoicing tab.
  2. Select the Order rows you want to process.
  3. In the context menu, select Send. The Create and send documents dialog opens.
  4. The default document type Invoices/credit notes is already selected, but you can change the report by clicking on the Type icon.
  5. The default form is already selected, but you can change form by clicking on the Form icon.
  6. Click the Settings icon if you want to override the default settings for the invoices printout.
  7. Finish by clicking Send.

See also: Report forms and General settings in the print dialog

Specific settings for invoices in the print dialog

Batch invoices

When you want to print batch invoices, you select batch invoices in the Order document processing dialog. Only orders for which you have checked Batch invoice in the dialog for the Order options field will be processed (which is suggested from the Customer options field in the Associate table).

Sort the orders in advance with breaks at least in the Invoice customer no., Payment terms and Currency no. fields, or make use of a layout in which this has already been done. An invoice will then be produced for each combination of values in these columns, and when they are posted to the accounts you will have one ledger line per batch invoice. Invoice fees are calculated by the total. If the orders have not been sorted correctly, you will receive a message to that effect. There is nothing to prevent you from also sorting the orders without breaks in other columns, for example by one group field or another by which you want to have the invoices sorted. You can sort the order lines with breaks to add them up, for instance by the Product no. field. Nevertheless, Business NXT reads and processes the order lines first in the default sort sequence for each order with regard to any group and total discounts that must be calculated and distributed, structures, etc. The order line amounts in batch invoices are thus deducted from group and total discounts. This can mean that someone will want to run standard invoices as batch invoices too, possibly with Order no. as one of the break columns in the order. Business NXT prints a =? in the fields that are not added together if they don't have the same value in the combined orders/order lines. If the order lines are not sorted with any breaks, the order lines will be consecutive for all orders in the batch invoice.

Note:
The general settings Display break lines first and Page break after break lines in the print dialog are disabled if you have selected the Batch invoices option.

Grouping by order

To group the orders, select Grouping by order. An order page element and a new column heading are then included for each order in the batch invoice. The Grouping by order field is greyed out if you have not selected the Batch invoices option.

Page break per order

Select Page break per order to include a page break for each order. This option is greyed out if you have not selected Grouping by order.

Factoring/CID-code definition

Only orders for which a Factoring no. has been specified will be processed. If you don't check this option, orders with a specified Factoring no. will be skipped.

Invoice date from invoice plan

The invoice dates are taken from the invoice plan when this is used. An invoice will then be printed for each transaction date, in such a way that there can be several invoices for one order. The invoice date is also used as the value date in ledger and sales vouchers. This option is greyed out if you haven't selected invoices/credit notes.

Accrued pro-rata invoicing

These options only apply when plan invoices are being printed. The text for the total lines is created in the Text table with the text type number 57 Total line and text number 23 Sum accrued.

Details only

This option only prints details about the incurred quantity.

Details and sum

This option prints details about the incurred quantity with a sum about details at the end.

Sum only

This option only prints the sum for the incurred quantity.

Post processing

Note:
Any settings you make here will override the settings in the Accounting instances field in the Company information table.

For example, if you have set up accounting and direct update in the Accounting instances field but Accounting without Direct update in these settings, the postings are created but not updated.

Accounting

Invoices/credit notes are posted, that is, you want them to be transferred to an account batch. If no settings are made here, Business NXT will use the settings in the Accounting instances field in the Company information table.

Direct update

The accounts are updated directly. If you don't select this option, the account transactions will remain as a separate batch in the Batch table.

This option is greyed out if you haven't selected the Accounting field.