How to create a new sales invoice : Netvisor

You can create a new sales invoice in the following ways:

Sales > Invoicing > New sales invoice
From customer search with "Create customer and invoice" function
From the green plus in the "Latest sales invoices" box in the customer view
From product search, with the "Export selected to sales invoice" function at the bottom of the page
From the top bar Create new > Sales invoice function

Contents of the guide

CONTENTS

New invoice

Customer: An existing customer can be selected from the list. If necessary, a new customer can be created from the Enter new customer link. There is a separate guide for creating a customer. It is possible to select Temporary customer here for the invoice if you want to create an invoice for a customer who does not have their own customer card.

Auxiliary business name: If the company has an auxiliary business name, it can be selected from the list. There is a separate guide for auxiliary business names.

Date: The invoice date. The voucher will have this invoice date.

Value date: If a value date is given for the invoice, it determines the date of the voucher formed from the invoice. If no value date is given, the default invoice date is used for the voucher.

Due date: Affects the payment term. If a payment term of e.g. 14 days net is used, it is calculated from the value date. If no value date is given, it is calculated from the invoice date.

Payment term: An existing payment term is selected. New payment terms can be created in Sales > Basic data and settings > Payment method management. The system calculates the due date based on the payment term from the invoice date. If the payment term is due date, the due date is entered manually in the due date field. If e-invoicing is used, the due date must be at least four banking days in the future.

Due date: The due date of the invoice. It comes based on the payment term. If the payment term is due date, the due date can be manually set to the desired day.

Delivery date: The delivery date of the invoice products.

Seller: If people have been selected as sellers in the company's sales basic data, seller management, they are selectable from the dropdown menu. If a commission percentage has been set behind the seller, the selected commission percentage will be directly applied to the product lines.

Our reference/ Your reference: The fields can hold 35 characters if the invoice is sent as an e-invoice. A paper invoice can hold about 21 characters (the number is indicative, as the field on the PDF invoice does not scale).
The content of the Your reference field is transferred to the message both to "WaybillIdentifier" and "BuyerReferenceIdentifier". The content of the Our reference field is transferred to the message to "SellerReferenceIdentifier".

Copy customer's additional information fields to invoice: Brings the Additional information fields from the customer card to the invoice. The Additional information fields can be found on the customer card's "Edit additional information fields" tab

Save: Saves the information and proceeds to the invoice view.

Save as draft: The invoice can be saved in the "Draft" state, so it cannot be sent yet. This way, the invoice can be completed as needed without worrying about it being accidentally sent forward. When all necessary information is collected on the invoice, it can then be changed to ready for sending and sent to the customer. A draft does not create an invoice number or reference number for the invoice. A draft also has no accounting impact and does not appear on reports or, for example, cash flow forecasts. A draft can still be edited even if the draft date is on a locked period, but in that case, the draft date must be moved to an open period for the changes to be saved. If the draft is on a locked period, it can be updated to an invoice only if the date is moved to an open period before this action. A draft cannot be deleted from a locked period, but its date can be moved to an open period before that, and then deletion is possible. If the draft is invoiced, the invoice will have the same dates as the draft, i.e., invoice date and value date. In this case, it will also have an invoice number and reference number.

A warning is displayed when creating a sales invoice, if delays have been observed in the customer's payment behavior:
- Customer's payment date relative to due date 12 months is at least +30 days
- Customer's payment date relative to due date 3 months is at least +14 days compared to 12 months reading (e.g. 0 days -> +14 days). In addition, the customer must have at least one paid or credit loss invoice per quarter in the previous 12 months.

When creating a new sales invoice, it is also possible to invoice the accumulated interest for the customer. More information on this can be found in the Creating interest invoices guide.

Invoice details

You can browse pre-selected invoices from the sales invoice list forward and backward using the arrow keys.
The voucher section shows the invoice voucher information. The voucher is formed when the invoice is printed or sent to the customer via the "Send invoice" function.
From the payment plan section, you can select a payment plan for the invoice. If a draft was originally selected, a payment plan cannot be made for it until the draft has been made into an invoice.
Initially, the invoice status is unsent. The reference number field contains the invoice reference, and the invoice is assigned a number according to the running numbering. The invoice number can be a maximum of 18 characters long.

Customer information

The view shows the customer's information, which comes from the customer card.

By clicking the customer's name, you can preview the customer card information. By clicking the "Manage customer information" button, you can update the customer card information. If customer information is updated, the customer must be retrieved for the invoice again to update the information on the invoice being processed.

In the view, you can change the customer by clicking the circular arrow icon visible after the customer's name or move to the customer card by clicking the pencil and notebook button.

Delivery address and other invoice details

Delivery address section can be used to modify the delivery information of the invoice if necessary.

Value date: If a value date is given for the invoice, it determines the date of the voucher formed from the invoice. If no value date is given, the default invoice date is used for the voucher.

Company/auxiliary business name: You can choose whether the invoice is made for the main business name or a possible auxiliary business name.

Seller: If people have been selected as sellers in Sales > Basic data and settings > Sellers, they are selectable from the dropdown menu. If a commission percentage has been set behind the seller, the selected commission percentage will be directly applied to the product lines.

Currency: If the invoice is to be made in a currency other than euros, the correct currency is selected from the list. The rate behind the currency is the rate at the time of the previous day's ECB retrieval. The rate is retrieved once a day, around 17:15. The accounting currency is always euros, so the voucher will always have the amount in euros.

Reference number: The program calculates the reference number automatically unless a fixed reference is defined behind the customer. The reference number can be changed for an unsent invoice from the gear button. The "Allow duplicate reference number" option allows the same reference to be used on multiple invoices. The "Calculate check digit" option calculates the check digit for the entered reference number to ensure the reference is formally correct. The "Generate RF reference" option allows generating an international RF reference for the invoice.

Netvisor's reference number is formed as follows:

- first is the company's database id
- next is one zero
- then the invoice's database id
- finally the check digit

Agreement identifier: This field goes only to the e-invoice. The agreement identifier is stored in the message field "AgreementIdentifier". This does not print on the paper invoice.

Tax handling: Tax handling can be predefined in customer information, in the customer's Edit additional information tab's Tax handling section. If necessary, this can be changed on the invoice, in which case the information entered on the invoice overrides the selection behind the customer or can be selected during the invoice creation phase.

Handling according to customer's billing country group: The country information selected for the customer automatically determines the tax handling. Finland - Domestic handling, EU - Community handling (if there is information in the Business ID field > VAT 0%, if individual customer > VAT% behind the product), outside the EU > VAT 0%). The country information is read from the country field in the billing address section, not from the country field in the possible delivery address.
No VAT handling: all sales to the customer are by default VAT 0%
Domestic construction service tax handling: Construction service tax handling is used in the customer's sales.
Domestic VAT handling: Domestic VAT handling is used for the customer regardless of the country.

Tax text on invoice: The tax text can be selected for the invoice from this section. The texts in the dropdown menu are Netvisor's standard texts, and they cannot be edited or added by yourself. If the customer card has added a section "Tax text on invoice" behind the customer, this automatically appears on the sales invoice.

Payments, internal additional information and invoice attachments

Payments section allows you to view payments allocated to the invoice and sales receipt vouchers
Internal additional information field can be used to enter a text-based comment related to the invoice, which is not printed on the sent invoice.
Documents related to the invoice field links the order number if the invoice is created from a sales order.
Invoice attachments: Attachments can be added either by dragging them to the invoice or by searching for the file on the computer. When adding an attachment, you can choose whether the attachment will be sent with the invoice. The setting can also be changed later. If the attachment is not intended to be sent with the invoice but serves as internal additional information, this is indicated by a separate notice (lock icon). Allowed file formats are: .pdf (for e-invoices also .doc, .xls, .csv, .tif, .jpg, .gif, .txt, .xsl, and .html, xlsx. The maximum character count for the attachment file name is 50. The maximum character count also includes the file extension, e.g., pdf. The size limit for sales invoice attachments is generally 5 MB / attachment for e-invoices and email invoices, and the maximum size for the entire e-invoice is 25 MB. Some recipient operators may have recipient-specific restrictions, which may be 2 MB. If the invoice is sent as a PDF eLetter, the attachment must be in .pdf format. Otherwise, the attachment will not be sent with the invoice. E-invoicing allows for broader file formats. Sales invoice sending does not allow protected attachments.

Add eScan attachment: Takes you to a view where you can select eScan service attachment you sent. If the invoice has already been sent, i.e., it has a voucher, adding an attachment requires accountant rights. Adding an attachment to an unsent invoice is possible without accountant rights.
Latest sending and status information: This shows the actions taken on the invoice. From the view, you can open and print the invoice in the form it was originally sent to the customer (PDF link).

Additional information

Additional information related to the customer or the specific invoice can be added from the Sales invoice functions bar under "Additional information".

Late payment interest: The interest rate is set in Sales > Basic data and settings > Sales basic data. If necessary, the interest rate can be changed for the invoice. The interest rate is used if a separate interest invoice is to be created from the system. The system calculates the interest based on this rate and how much the payment was late compared to the due date.

Triangular trade: This affects the VAT summary declaration and its trade item code. If "Triangular trade" is checked for the invoice, the trade item code for triangular trade is used by default for the invoice. However, information should be manually added to the invoice that it is triangular trade.

Print format: Select the format in which the invoice is printed. The selection determines whether only the invoice or the invoice + transfer slip is sent. By default, the selection is retrieved from behind the customer, but this can be changed for the invoice.

Previous interest run section shows the date of the previous interest run. The date can be removed if there is a need to create a new interest invoice to replace the removed one. More information about interest invoices can be found here.

Additional information fields: In the sales basic data, it is possible to add customer-specific additional information, which can also be added to the invoice view if desired. The additional information field can be in date format, free text field, or decimal number. Additional information fields can be added to the invoice by clicking the "Copy customer's additional information fields to invoice" button in the invoice additional information. More information about using additional information fields can be read here.

Invoice rows

Text before/after invoice rows: Fields can be used to write information that will be visible on the invoice.

Please note that the standard texts set in the sales basic data before and after invoice rows use these same fields. If text is printed in these text fields from the customer's default information, the default text from the customer card overrides the text entered in the sales basic data. The text before and after invoice rows fields can hold 500 characters per field.

Invoice product is selected by entering the product name or product code in the Search invoice product field. The product list can be displayed by clicking the magnifying glass. If the company has inventory management in use, the product inventory information is displayed here. In stock is the quantity of the product in stock, reserved are open sales orders, and incoming are purchase orders for the product that have not yet been received in stock.

When the product is selected for the invoice, the correct quantity of products to be sold is added to the line.

Row description can be given a desired description for the product line (the field can hold 512 characters). Visibility of purchase price and commission can be addressed from sales and purchase ledger rights (Company menu > Sales and purchase ledger rights). To see the purchase price and margin, the user must have at least read access to the product's purchase price. To edit the information, the user must have purchase price editing rights.

Price information is retrieved for the product line from the product card, but lines can be updated if necessary.
The unit price can be given with up to 12 decimal places. The calculation of the invoice row sum also takes place with this precision, unless the number rounds to a whole number earlier. This will help those customers who have products/product packages where the unit price of the product remains small. On the e-invoice sent to the customer, the value can be a maximum of five decimal places. For other sending methods, the information is displayed with a maximum of four decimal places.

Customer's account proposal field can be used to enter the customer's account proposal for the invoice recipient, which will be visible on the e-invoice message.

Account proposal field's account is internal company information, and this account is formed on the sales invoice voucher. This overrides the account behind the product.

Invoice row functions

There is a button in front of the invoice row to add the following functions:

Move to product card: opens the product card.

Open product card: opens the product card for preview.

Add invoice row: Adds a new empty invoice row, where the desired invoice product can be selected.

Add sub-total row: Sub-total rows can be added between invoice rows, allowing the sums of the invoice rows above this row to be calculated together. This can be utilized, for example, in aggregate invoicing when information is to be separated, e.g., by order.

Add comment row: Adds a comment row to the line, which is printed on the invoice/sent with the invoice.

Copy row: Copies the row as a new invoice row

Remove row: Removes the row from the invoice.

Link transaction row: With this function, you can link the sales row to the desired inventory acquisition row if the product's batch processing is defined as FIFO.

Copy cost objects to desired rows: If a cost object has been entered for the invoice row, this function can be used to copy the cost object to other rows. Desired rows must be checked as active before performing the function.

There are three dots in front of the invoice rows, which can be used to change the order of the rows. Changing the order is possible by dragging the row to the desired location.
In addition to the dropdown menu in front of the invoice row, some functions also have separate buttons, which are described next.

Do for selected: With this, selected rows can be deleted, copied, allocated, and credited.

Row-specific functions, processing history and additional information

If necessary, a sub-total row, comment row, and invoicing fees can be added to the invoice with separate functions.

Add invoice row: Adds a new empty invoice row

Add comment row: Adds a comment row to the line, which is printed on the invoice.

Add invoicing fees: Adds invoicing fees, which can be defined in Sales > Settings > Invoicing settings > Sales invoice extras.

Creating a new product is possible from the sales invoice view. There is a separate guide for creating a product on its own guide page.

Processing history: Shows the events of the sales invoice and changes made to the invoice. The processing history also records the information of the invoice creator and editor. Information about comments added to the processing history can be obtained using the counter next to the link. Additional information button allows you to manage additional information related to the customer or the specific invoice.

Columns

The user can influence the columns visible on the rows in the user interface. This way, unnecessary columns can be removed from view. This is a user-specific setting. Column widths can also be adjusted to best suit the user. The selections do not affect the information on the invoice sent to the customer.

Through the columns, you can also access row-specific functions by right-clicking on the product row in any column.

Move to product card: This takes you to the product card of the specific product.

Open product card: This opens the product card in the basic information view.

Add invoice row: This allows you to add a new invoice row to the invoice

Add sub-total row: This allows you to add a row that calculates the product rows above it together.

Add comment row: This allows you to add a completely new comment row to the invoice.

Copy row: Copies the specific row

Remove row: Removes the specific product row

Copy cost objects to selected rows. Copies cost objects to the rows. If a cost object is already selected behind the product, it will automatically also appear on the invoice from there.

Allocate rows: This allows you to allocate the desired rows with the desired monthly distribution or allocation curve. Allocation curves can be edited through basic accounting functions. More detailed instructions can be found here.

Sales invoice functions

The sales invoice functions menu is located at the top right of the sales invoice view. The menu includes the following functions:

Copy invoice: Copies the invoice information to a new invoice. This can be used as an aid if the same invoice is made multiple times. The necessary information (e.g., dates) can then be edited on the new invoice before sending.

Copy invoice as draft: Copies the invoice information but makes the new invoice a draft.

Create credit invoice: Creates a credit invoice from the invoice. This creates a full credit of the original invoice. If a credit invoice is to be created only from part of the original invoice information, the credit invoice rows must be edited before sending.

Create and allocate credit invoice: This function automatically allocates the credit invoice to the invoice from which the credit invoice is created and automatically creates a voucher for the credit invoice.

Add payment: This function allows you to record a manual payment for the invoice.

Invoice additional information: Additional information shows the additional information related to the customer or the specific invoice. The information comes from the customer card, and it can be edited and added in this additional information view. The information entered in this view overrides the information on the customer card. There is a separate guide for additional information.

Invoice-specific cost objects: If the default cost object for the sales invoice is defined as invoice-specific in Sales > Basic data and settings > Sales basic data, you can allocate the sales invoice receivables to cost objects with this function.

Stock information: The stock information tab is visible if the company has inventory management in use. Behind the tab, you can see the stock entries formed from the sales invoice. The sales invoice creates a transaction for sales for those products that are stock products. The status is processed. This means that the sales invoice reduces the products in stock. No stock entry is formed for non-stock products.

Delete invoice: Deletes the invoice from the ledger. The invoice can be deleted if it is unsent or without a voucher without accountant rights. In this case, if you have the rights to create an invoice, you can also delete it. If the sent invoice was extra, a credit invoice must be created for it, sent to the customer, and then allocated between them. Accountant rights can also delete an invoice with a voucher and sent invoice, but we recommend handling extra invoices through a credit invoice.

Preview: Opens the invoice in preview mode. The preview mode follows the invoice status, i.e., if the invoice is in the status of overdue, the button previews the invoice with the payment reminder title. The button shows what the next print in the sending process will look like.

Invoice sending

You can access the invoice sending by pressing the Send invoice button. This directs the user to the sending process view, which is described below.

Invoice sending as e-invoice

If an e-invoice address is entered in the customer information, the sending process offers e-invoice as the primary sending channel for the invoice. In the sending process view, press the "Send e-invoices" button, and the invoice is sent to the customer.

If you wish to send the invoice as an e-invoice, but there is no e-invoice address behind the customer, you can check the availability of the e-invoice addresses of the customers in the section "Check availability of customers' e-invoice address". E-invoice addresses are retrieved from Tieke.

Invoice sending by mail

If there is no e-invoice address on the customer card, but there is an email address, the primary sending method for the invoice is offered as email. In the sending process view, you can still check the recipient's email address and add a PDF attachment to the invoice if desired.

More information about sending invoices by email can be found in the guide Sending sales invoices by email.

Invoice sending as pdf eLetter

The PDF eLetter printing service allows invoices to be sent through the printing service - also abroad. The service is implemented with Posti and is available alongside the e-invoice sending service. More information about the service can be found here

1. Select 1st or 2nd class letter as the sending class.

2. Choose black and white or colored as the printing color. Using a color printout costs slightly more when using pdf eLetter.

3. Attachments can be added to invoices in the sending process view. The attachment will be sent with all invoices sent as pdf eLetter in the same sending process.

4. By clicking the image icon, you can preview the outgoing invoice. The option is available for invoices sent as pdf eLetter.

5. Send materials to PDF eLetter printing service

The default settings for the PDF eLetter printing service (Companies basic data ->PDF eLetter printing service default settings) can be changed, which are visible in sections 1, 2, and 3.

NOTE! The transmission of consumer customer invoices to Kivra's digital mailboxes is possible. If a consumer customer's invoice is sent from Netvisor as a Pdf eLetter and the recipient has Kivra in use, the invoice is automatically directed to Kivra instead of paper mail.

Invoice printing locally

If billing address information is not entered on the customer card, or the invoice is to be brought into the sending process without actually sending it again to the customer, it can be printed locally in pdf format.

The Print materials button opens the pdf printing window. Through this, you can still change the invoice print format. The print options are:

According to invoice/customer - prints according to the Print formats selection on the customer card
Invoice + transfer slip
Invoice
Invoice (export) - prints customs code and product description if these are saved for the product
Invoice + transfer slip (gross) - prints gross prices / tax-free prices for invoice rows. Gross unit price is its own column on the printout in addition to the tax-free unit price

Changing invoice sending channel

With the invoice sending channel change, you can select the desired sending method for the invoices in the sending process. The specific row must be checked from the box at the end of the row (1), and then select the new sending method (2) and press the Change button (3). The default sending channel for invoices is selected based on the billing addresses given to the customer.
If an e-invoice address is added to the customer, the default sending channel is then e-invoice sending. If there is no e-invoice address, email sending is offered. After this, the default sending method is offered as PDF eLetter printing. The last print option is local printing. If the billing customer's information does not have the address information required by the sending channel, this is notified, and the invoice remains in the original channel.

Remove selected from process removes the selected invoices from the sending view, and they are not sent this time.

Additional functions in sending process

1. Update selected address data from the customer. This retrieves the customer information again and updates it to what is on the specific customer card. However, if the invoice already has a voucher, i.e., the invoice has already been sent once or more, the invoice's postal address information cannot be changed from the customer. Instead, they remain as they were originally on the invoice with the first sending time information. However, the e-invoice address or location address can be edited afterward, and the "Update selected address data from the customer" button can be used to update the e-invoice address for the invoice's resending.

2. Remove selected from process. You can remove one or more invoices from the sending process if desired. The desired invoices must be checked as active from the box behind them, after which the selected invoices can be removed from the sending process.

3. Interrupt process: This allows you to return to the invoice or open sales invoices if necessary. If the send invoice button has not been pressed, the invoice has not been sent forward.

Sending over a hundred invoices at once

The material you sent has been received and placed in the processing queue. Materials are processed in the order of arrival, and the status of the processing process can be monitored from the "Background processes" section at the top of the page. While the background process is running, you can navigate away from the invoice sending page and do other things until the background run is complete.

When the material is ready, you can send/print the invoices by moving to the material link.

After the material is sent/printed, you must press the finalize process button at the end.

There is no quantity limit for sending invoices. But naturally, if you send, for example, 500 invoices compared to 50,000 invoices, the more invoices there are in the background process, the longer it takes to complete.

Invoice does not send as e-invoice

If the sales invoice cannot be sent as an e-invoice, it is necessary to check that there is an e-invoice address behind the customer and that the address is in the correct format. At the same time, it is necessary to check that the invoice has complete address information. If the invoice has a delivery address, it must be checked that it is in the correct format. Also, the invoice attachment may in certain cases prevent the sending of the e-invoice, for example, special characters in the attachment title may prevent sending. It is also possible that e-invoice sending is not enabled in electronic service channels.

Voucher creation fails in invoice sending

If the VAT code of the accounting account does not match the VAT percentage information selected for the invoice row, the sales invoice sending fails, and the user receives the notification "The selected tax code for the row is not compatible with the selected VAT%." In this case, a voucher cannot be automatically created for the invoice. To successfully send the invoice, the VAT code must be corrected to match the VAT percentage information selected for the invoice row.

Example: The sales invoice has 24% VAT for domestic sales. In this case, the VAT code in the product's accounting account or the account selected in the invoice row's account proposal must be KOMY. If the VAT code is No VAT handling, the invoice remains in error because the default code "O (tax-free service)" does not allow a VAT value of 24%. To correct the situation, the product's default accounting account must first be corrected, and then the sales invoice rows must be updated. Alternatively, the account can be corrected in the sales invoice row in the "Account proposal" section. This must be done before resending the invoice.

Editing invoice details after sending

In the invoice view, certain invoice details can be edited even after sending the invoice. The ability to make edits is limited so that ledger rights can edit invoice details that do not "force" the invoice to be resent according to the tax authority's instructions. Information affecting the invoice amount or invoice address information cannot be changed after sending.

The information that can be edited with ledger rights are:

Changes to the invoice additional information field and general invoice commenting
Invoice row descriptions and comments
Changes to Our reference and Your reference fields
Free text before or after invoice rows
Changing delivery method or terms
Adding agreement identifier
Adding/changing seller
Internal information such as:
- Interest and collection prohibitions
- Adding payment plan to the invoice
- Adding attachment to the invoice
- Updating purchase price (affects sales margin and commission)

Editing value date (after sending the invoice, editing the value date requires KP role)

Sending reminder invoices electronically (=e-invoice)

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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