Sales invoices (AR301000)

Provides the following menu commands, which you can click to invoke actions:

• Reverse and apply to note: For the selected invoice, creates a credit note for the same customer and applies it to the invoice. For invoices with items connected to excise duties, including invoices with an Excise duty total of 0, you can not use this action. For instructions on how to reverse these invoices, see Reverse an invoice with excise duty.

• Email invoice/note: Sends the selected document as an email to the customer for the INVOICE mailing. For details on setting up mailings, see: About mailings for customers.

• Send email: Opens the Send (CR306015) window, which you can use to create an email.

• Enter payment/apply note: Opens the Customer payments (AR302000) window with the elements filled in with the customer information and with the invoice amount specified as the document amount. This action is only available if the document has a status of Open.

• Reclassify general ledger batch: Opens the Reclassify transactions (GL506000) window, where you can initiate the reclassification process. For details, see: About reclassifying general ledger transactions.

• Reverse: For the selected invoice, creates a credit note for the same customer.

• Write-off: Navigates to the Write-off balances and credits (AR505000) window.

• Add to schedule: Navigates to the Recurring transactions (AR203500) window, which you use to assign the document to a schedule.

• Mark as: do not email: Selects the Do not email check box for the document.

• Recalculate prices: Opens the Recalculate prices dialog box, which you use to specify options for updating the prices and discounts for the document.

• Send to AutoInvoice: Will send the invoice to AutoInvoice.

  Note

  As of 1 July 2022, new branches need to verify their company in the AutoInvoice settings (CS10250S) window to be able to use AutoInvoice. See also: About Know your customer (KYC).

• Poll invoice status: Updates the AutoInvoice status and Business level status under the AutoInvoice section of the Invoice address tab.

  • Sent to AutoInvoice: Awaiting processing.
  • Pending: Awaiting delivery.
  • Sent: The invoice is sent.
  • Error: To check why an error occurred, you have to go to AutoInvoice.

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Generate e-Invoice XML draft:

Generates a draft version of the PEPPOL BIS 3.0 XML, so that you have the possibility to check the content and validate that all settings are correct, before you start using the PEPPOL BIS 3.0 format for electronic invoicing. It is also possible to use this action after you have sent the invoice to AutoInvoice.

The action can be used on all statuses except On hold , and becomes available if PEPPOL BIS 3.0 is activated and you have enabled the setting Send to AutoInvoice on the Invoice address tab.

Correct invoice

When using the Correct invoice feature, the system will automatically create a copy of the original invoice that you can further edit. When releasing this new invoice, the system will automatically create a sales credit note for the original invoice and match it against the chosen invoice to be corrected. The original invoice will remain in status Open until the new corrected document will be finally released, but will no further be included in the payment process. Correcting of invoices with lines from the Shipments (SO302000) or Sales orders (SO301000) windows is currently not supported.

Provides the following menu commands, which you can click for quick access to inquiry forms:

Customer details

Navigates to the Customer details (AR402000) window.

Sales invoice

Navigates to the Customer invoices (SO303000) window.

Customer documents

Navigates to the Customer documents (AR621500) window.

View proforma:

Navigates to the Pro forma invoices (PM307000) window. This menu command is available only if the invoice has originated from a proforma invoice.

Provides the following menu commands, which you click for fast access to the following reports:

Unreleased transactions (detailed)

Navigates to the Unreleased transactions (detailed) (AR610500) report.

Unreleased transactions

Navigates to the Unreleased transactions (AR611000) report.

Customer documents (detailed)

Navigates to the Customer documents (detailed) (AR622000) report.

Preview invoice/note

Navigates to a preview of the Invoice/note (AR641000) report.

Print invoice/note

Navigates to the Invoice/note (AR641000) report.

Print overdue charge

Navigates to the Overdue charge (AR643000) report.

The way prices and discounts are calculated. You can select one of the following options:

All lines

To recalculate prices and discounts for all lines of the document.

Current line:

To recalculate prices and discounts for the selected line of the document.

A check box that indicates (if selected) that the system must update the prices that have been modified manually (in the Unit price or Manual amount columns) with the current prices.

The check box is available for selection if the Set current unit prices check box is selected.

After the manual prices are overridden in the document, the system clears the Manual price check boxes in the appropriate document lines.

A check box that indicates (if selected) that the system must recalculate the discounts for the current line or for the selected lines.

This check box is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

A check box that indicates (if selected) that the system should cancel the manual discounts for the current line or all lines (depending on the option selected in the Recalculate field) and search for applicable automatic discounts.

This check box is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The document type. The following types are available:

Invoice

A document that contains a list of goods sold or services provided.

Debit note

A document that adjusts the amount in previous undercharging invoices.

Credit note

A document that credits a customer for damaged goods or a previous overcharging invoice.

Overdue charge

A document that lists overdue charges to be paid on an outstanding document that is past due. The option is available if the Overdue charges functionality is enabled in the Enable/disable functionalities (CS100000) window.

Credit write-off

A document that writes off a small credit of the customer.

The status of the document, which can be one of the following:

On hold

You can edit the document but cannot release it.

Pending print

You can edit the document but should print the document before releasing it. After the document is printed, the document’s status changes to Balanced. The document is created with this status if the Require invoice/note printing before release check box is selected in the Customer ledger preferences (AR101000) window and if the Print invoices check box is selected for the customer for which the invoice is created in the Customers (AR303000) window.

Pending email

You can edit the document, but should send the document by email before releasing it. After the document is emailed, the document’s status changes to Balanced. The document is created with this status if the Require invoice/note emailing before release check box is selected in the Customer ledger preferences (AR101000) window and if the Send invoices by email check box is selected for the customer for which the invoice is created in the Customers (AR303000) window.

Balanced

The Detail total value of the document plus the VAT amount value equals the Balance value. The document may be released, or it may be edited and saved with the On hold or Balanced status.

Scheduled

The document is attached to a schedule. Scheduled documents are used as templates for generating similar documents, with the dates calculated according to the schedule settings. A document can be scheduled if its status is Balanced, or Pending print, or Pending email.

Voided

The document is no longer used for generating recurring transactions. The system changes the document status from Scheduled to Voided when a user has removed the document from the table on the Document list tab of the Recurring transactions (AR203500) window.

Open

The document has been released and cannot be edited. As payments are applied to the document, its balance decreases.

Closed

The balance of the document, which had been open, is equal to zero.

A check box that indicates (if selected) that the document is a draft.

A document with the On hold status may be edited and cannot be released.

The date when the customer ledger document was created.

By default, for a new document, it is the current business date, but you can change the date.

The period to which the document should be posted.

By default, it is the current period, but you can change the period. The ability to post to closed periods is controlled by the Allow posting to closed periods check box in the General ledger preferences (GL102000) window.

The project with which this document is associated, or the code indicating that this document is not associated with any project; the non-project code is specified in the Project accounting preferences (PM101000) window.

This field appears if the Customer ledger workspace has been integrated with the Projects module.

When this check box is selected, invoices for the current child customer will be sent to the parent account. This overrides the information and settings in the Invoice address and Invoice contact sections.

The following invoice information is retrieved from the parent when this check box is selected:

• Invoice contact,
• Invoice address,
• Payment terms,
• Payment method.

This element is disabled if the displayed account is a parent account.

The location of the customer related to the document.

By default, it is the default location of the selected customer.

The currency of the document.

By default, it is the customer’s default currency, but it can be changed if the Enable currency override check box is selected in the Customers (AR303000) window.

The amount corresponding to the Currency field, and the name of the field is only visible if you hover over the field.

By clicking the field, the Rate selection dialog box opens. See description below.

When you click View base the following happens:

• All amounts will be converted to your base currency.
• In the Currency column, the text will be displayed as your base currency.

Click View currency again to return to the original view.

The discount total calculated for the document.

This total includes discounts of the Group and Document levels. The discounts of the Group and Document levels are listed on the Discount details tab; the Line discounts are shown on the Document details tab.

This field is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The document total that is subjected to VAT.

The VAT taxable amount is displayed in this field only if the Include in VAT taxable total check box is selected for the applicable VAT in the VAT (TX205000) window.

If the check box is cleared, this field is empty.

This field is only available if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.

The document total that is exempt from VAT.

This total is calculated as the taxable amount for the VAT with the Include in VAT exempt total check box selected in the VAT (TX205000) window. This field is only available if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.

The difference between the original amount and the rounded amount.

The field only appears if the Invoice rounding functionality is activated.

For details, see: Set up document amount rounding.

The amount paid by the document.

The field appears for new documents if the Validate document totals on entry check box is selected in the Customer ledger preferences (AR101000) window. If the check box is cleared, then the field appears when the document status is Open.

The cash discount amount that has been or will be taken on the document, which the system calculates based on the specified payment terms.

If a document has the On hold or Balanced status, you can change the amount of the calculated cash discount.

If you change the cash discount amount, the system recalculates the taxable and tax amounts of the document if the applied taxes have Calculate on set to Calc. on item amount or Calc. on document amount and Cash discount set to Reduces taxable amount in the VAT (TX205000) window.

Changes you make to the cash discount amount do not affect the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Extract from item amount and Cash discount set to Reduces taxable amount in the VAT (TX205000) window.

The currency rate type specified for the selected currency pair.

By default, it is the customer’s default currency rate type, but it can be changed if the Enable rate override check box is selected in the Customers (AR303000) window.

View the currency conversion.

The unit price set for the item or service.

If you want to update the unit price automatically to the current value (that is, the applicable sales or default price), you can use the Recalculate prices action.

If you have modified the unit price and saved the document, the value will not be updated by the system if you change the document date.

The manual amount, which is either the unit price multiplied by the quantity or a manually entered amount that may not be equal to the product of the unit price and the quantity.

If you want to update the manual amount automatically to the current value (that is, the applicable sales or default price multiplied by the item quantity), you can use the Recalculate prices action.

If you have modified the manual amount once and saved the document, the value will not be updated by the system if you change the document date.

The percent of the line-level discount that has been applied manually or automatically.

The system selects the Manual discount check box and calculates the discount amount after you have entered the percent manually and saved your changes or added a new line.

The amount of the line-level discount that has been applied manually or automatically to this line.

The system selects the Manual discount check box and calculates the line amount after you have entered the discount amount manually and save your changes or added a new line.

The amount after the discount has been applied.

The value of this read-only field is calculated automatically by deducting the discount amount from the manual amount.

A check box that indicates (if selected) that the discount has been applied manually.

If you clear the check box, the system clears entered discount percent, or discount amount, or selected discount code.

This column is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The code of the line discount that has been applied to this line automatically or manually.

This column is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The particular task of the project with which this document line is associated.

This column appears if the integration of the Projects module with Customer ledger has been enabled. That is, the Customer ledger check box must be selected in the Visibility settings section in the Project accounting preferences (PM101000) window.

A read-only column filled in by the system in the document created as a result of reversing an invoice, credit note, or debit note.

The column shows the ID of the deferral schedule associated with the reversed document.

In the reversed documents, this column remains empty.

The deferral code assigned to the stock item or non-stock item specified in this document line.

Upon release of the document, the system generates a deferral schedule (or schedules) based on the settings defined in this deferral code.

You can change the deferral code in this field manually if needed.

The date when the process of deferred revenue recognition should start for the selected item; this date can be specified manually if the deferral code assigned to the item is based on the Flexible by periods, prorate by days or Flexible by days in period recognition method.

This column only appears if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.

The date when the process of the deferred revenue recognition should finish for the selected item; this date can be specified manually if the deferral code assigned to the item is based on the Flexible by periods, prorate by days or Flexible by days in period recognition method.

This column only appears if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.

The VAT category (if applied) for the transaction. See also:About suggested VAT categories.

By default, it is the VAT category defined for the non-stock or stock item specified in the line; otherwise, the VAT category is the default VAT category of the VAT zone associated with the selected location of the customer.

A check box that indicates (if selected) that commission is paid on the line item amount.

The column is available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.

The Item type applies to a ROT or RUT deductible document. You can edit this column. The type of the item, as selected in the Stock items (IN202500) or Non-stock items (IN202000) window, the ROT and RUT settings (Sweden) section, the Type field. For a stock item, this can be one of the following:

• Material cost
• Other cost.

For a non-stock item, this can be one of the following:

• Service
• Material cost
• Other cost.

When there is no Type selected in the Stock items (IN202500) or Non-stock items (IN202000) window, Other cost is the default type.

The ID of the discount series that has been applied to this line.

The column is hidden by default and only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

A check box that indicates (if selected) that the unit price in this line has been corrected or specified manually.

The system automatically selects this check box for the line when you change the price in the Unit price column. If the check box is selected, when you change the unit of measure or quantity in the line, the unit price is not automatically refreshed with the price from the price list.

If you clear this check box, the system updates the unit price in the document line with the current price (if one is specified).

A check box that indicates (if selected) that the system will calculate overdue charges for this document. Clear the check box to exclude the document from the process of overdue charges being applied.

The check box is displayed after the document is released if the Apply overdue charges check box is selected for the selected customer in the Customers (AR303000) window.

The Customer VAT zone is by default set to the VAT zone associated with the selected location of the customer.

If no VAT zone is specified for the customer location, the customer VAT zone is the VAT zone assigned to the selling branch.

You can override the default value.

A check box that indicates (if selected) that the document is excluded from the dunning process. Clear the check box if you want the system to process the document when you prepare dunning letters.

The field is displayed if the By document option is selected in the Dunning process field on the Dunning settings tab of the Customer ledger preferences (AR101000) window.

The case type from debt collection for the invoice. Collection notification

• Collection
• Payment notification
• Legal collection

The case status from debt collection for the invoice.

• Active
• Paused
• Closed, not paid
• Closed and paid

A check box you select to specify an invoice address other than the default invoice address of the customer.

When this check box is cleared, the invoice address to be used for this customer is the same as the default invoice address of the customer.

The postcode for the invoicing address.

An input mask for the postcode can be set in the Countries/counties/postcodes (CS20400S) window.

A check box you select to specify contact info other than the default contact information of the customer.

When this check box is cleared, the contact info to be used for this customer is the same as the default contact information of the customer.

A check box that indicates (if selected) that printing of this document is not mandatory for further processing and the document is not included in the list of documents available for mass-printing in the Send invoices (AR508000) window.

The default value of this setting depends on the value of the Print invoices check box in the Customers (AR303000) window.

A check box that indicates (if selected) that emailing of this document is not mandatory for further processing and the document is not included into the list of documents available for mass-emailing in the Send invoices (AR508000) window.

The default value of this setting depends on the value of the Send invoices by email check box in the Customers (AR303000) window.

Shows the status of processing. Available statuses are:

Sent to AutoInvoice

Awaiting processing.

Pending

Awaiting delivery.

Sent

The invoice is sent.

Error

To check why an error occurred, you have to go to AutoInvoice.

Shows how the invoice was sent. Possible values are:

• Sent inside home network
• Sent by email
• Sent by print
• Sent by print PRIORITY
• Sent by print WORLD
• Sent e-Invoice
• Sent to bank network
• Sent by N/A

The status of the invoice as sent by the customer. It can be one of the following:

• Message acknowledgment
• In process
• Under query
• Conditionally accepted
• Rejected
• Accepted
• Paid

To get the current status, click the Actions button and select Poll invoice status.

The type of the VAT, which can be one of the following:

• Sales
• Use
• VAT
• Withholding

Automatically applies the available payments to the document.

The button is displayed if the Invoice type is selected in the top part.

The reference number of the VAT credit note generated in the Generate VAT on cash discount (AR504500) window for the customer ledger document specified in this row.

This reference number is specified by the system automatically once the VAT credit note is generated.

When the Distribute automatically check box is selected, this will display the total amount distributed among the specified personal IDs.

When the Distribute automatically check box is not selected, this will display the amount still to be distributed manually among the specified personal IDs.