How to create a new sales invoice : Netvisor

Creating a new sales invoice

You can open the view or perform the function by choosing one of the following ways:

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

Guide content

CONTENTS

New invoice

Customer The view shows a list of existing customers. If necessary, you can create a new customer by selecting the Enter new customer link. There is a separate guide page. It is possible to select a Temporary customer for the invoice when 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 in use, you can select it from the list. There is a separate guide page for auxiliary business names.

Date: The invoice date determines the voucher date of the invoice if the posting date is not given separately.

Posting date: The posting date determines the date of the voucher formed from the invoice. If you do not give a posting date, the system uses the invoice date as the default on the voucher.

Value date: The value date affects the payment term. If you use a payment term of, for example, 14 days net, the system calculates the due date from the value date. If you do not give a value date, the due date is calculated from the invoice date.

Payment term: Select an existing payment term. 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 you select due date as the payment term, enter the due date manually in the Due date field. If you use e-invoicing, the due date must be at least four banking days in the future.

Due date: The due date of the invoice is formed based on the payment term. If the payment term is due date, you can enter the due date manually to the desired day.

Delivery date The view shows the delivery date of the invoice products.

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 defined behind the seller, the selected commission percentage is brought directly to the product rows from the seller.

Our reference / Your reference: The fields can hold 35 characters when the invoice is sent as an e-invoice. A paper invoice can hold about 21 characters (the number is indicative, because the field on the PDF invoice does not scale).
The content of the Your reference field is transferred to the e-invoice 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: This function 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. In draft state, the invoice can be completed without the risk of it being accidentally sent forward. When all necessary information has been entered on the invoice, you can change the invoice to ready for sending and send it to the customer. A draft does not create an invoice number or reference number for the invoice. A draft has no accounting impact, and it does not appear on reports or, for example, in the cash flow forecast. A draft can 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, you can update it to an invoice only if you move the date to an open period before the action. A draft cannot be deleted from a locked period, but you can move the draft date to an open period and delete the draft after that. If you invoice the draft, the invoice will have the same dates that were on the draft (invoice date and posting date), and the invoice will be assigned 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 over a 12-month period is at least +30 days.
Customer's payment date relative to due date over a 3-month period is at least +14 days compared to the 12-month reading (e.g. 0 days -> +14 days). In addition, the customer must have at least one paid or credit loss invoice per quarter during the previous 12 months.

When creating a new sales invoice, it is also possible to invoice the interest accumulated 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 the invoice is in Draft status, a payment plan cannot be made until the draft has been made into an invoice.
The invoice status is initially 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 details

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 you update customer information, retrieve the customer to the invoice again so that the information is updated 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. You can move to the customer card by clicking the pencil and notebook button.

Delivery address and other invoice details

Delivery address: In the Delivery address section, you can modify the delivery information of the invoice being processed if necessary.

Posting date: The posting date determines the date of the voucher formed from the invoice. If you do not give a posting date, the invoice date is used as the default on 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.

Currency: If you want to make the invoice in a currency other than euros, select the correct currency from the list. The rate shown after 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. If a currency other than euro is used and the invoice billing country is Finland, both this specific currency and the euro amount are shown on the invoice template. If the billing country is, for example, United Kingdom and the currency is pound, only the pound amount is shown on the invoice.

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.

"Allow duplicate reference number" allows the same reference number to be used on several invoices.
"Calculate check digit" calculates the check digit for the entered reference number so that the reference is formally correct.
"Generate RF reference" generates 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: The agreement identifier is transferred only to the e-invoice. The agreement identifier is stored in the message field "AgreementIdentifier". The agreement identifier is not printed on the paper invoice.

Tax handling: Tax handling can be predefined in customer information, in the customer's Edit additional information tab in the Tax handling section. If necessary, you can change the tax handling on the invoice, in which case the information entered on the invoice overrides the selection behind the customer. You can also select the tax handling 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 private 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. If the customer card has a "Tax text on invoice" field added behind the customer, this text is automatically shown on the sales invoice.

Payments, internal additional information and invoice attachments

Payments: From the Payments section, you can view payments allocated to the invoice and sales transaction vouchers.
Internal additional information: In the Internal additional information field, you can enter a text-based comment related to the invoice, which is not printed on the sent invoice.
Documents related to the invoice: In the Documents related to the invoice field, the order number is linked 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 select 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, for example, 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, .html, .xlsx). The maximum character count for the attachment file name is 50, including 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, for example 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 broader file formats. Sales invoice sending does not allow protected attachments. In the training environment, the sales invoice attachment is not transferred with the e-invoice to another company.

Add eScan attachment: Takes you to a view where you can select an attachment file you have sent to the eScan service. If the invoice has already been sent (the invoice 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 view 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".

Penalty interest: The interest rate is set in Sales > Basic data and settings > Sales basic data. If necessary, you can change the interest rate for the invoice. The interest rate is used when you want to create a separate interest invoice from the system. The system calculates the interest based on this rate and according to how much the payment was late compared to the due date.

Triangular trade: Triangular trade 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 must be added manually to the invoice that it is triangular trade. With the accountant role, this can also be added to an already sent invoice.

Print format: Select the format in which the invoice is printed. The selection determines whether only the invoice or the invoice + bank transfer is sent. By default, the selection is retrieved from behind the customer, but you can change it for the invoice.

Previous interest run: This section shows the date of the previous interest run. You can remove the date if you want 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 brought to the invoice if desired. The additional information field can be in date format, a free text field or a decimal number. Additional information fields can be brought to the invoice by clicking the "Copy customer's additional information fields to invoice" button in the invoice additional information. More detailed instructions on using additional information fields can be found here.

Invoice rows

Text before / after invoice rows: These fields can be used to write information that will be printed on the invoice before or after the invoice rows.

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

Invoice product: Select the invoice product by entering the product name or product code in the Search invoice product field. The product information, such as VAT rate, is retrieved to the invoice row from the product card. 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:

In stock: quantity of the product in stock.
Reserved: open sales orders.
Incoming: purchase orders for the product that have not yet been received in stock.

When you have selected the product for the invoice, enter the correct quantity of products to be sold on the row.

Row description: You can enter the desired description for the product line in the row description (the field can hold 512 characters). Visibility of purchase price and commission is determined by 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 invoice row from the product card, but you can update the rows 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 precision helps in situations where the unit price of products or product packages is very small. On the e-invoice sent to the customer, the value can have a maximum of five decimal places. For other sending methods, the information is displayed with a maximum of four decimal places.

Customer's posting proposal: In the Customer's posting proposal field, you can enter a posting proposal for the invoice recipient, which will be visible on the e-invoice message.

Posting proposal: The account in the Posting proposal field is internal company information, and this account is formed on the sales invoice voucher. The posting proposal overrides the posting behind the product.

Invoice row functions

There is a button in front of the invoice row that opens 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 you can select the invoice product.
Add sub-total row: Adds a sub-total row between invoice rows, which calculates together the sums of the invoice rows above this row. Sub-total rows can be utilized, for example, in aggregate invoicing when information is to be separated by order.
Add comment row: Adds a comment row, which is printed on the invoice and 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: Links 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, you can copy the cost object to other rows with this function. Check the desired rows as active before performing the function.

There are three dots in front of the invoice rows, which you can use to change the order of the rows 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 function, you can perform the following actions for selected rows:

Delete selected rows.
Copy selected rows.
Allocate selected rows.
Credit selected rows.

Invoice VAT logic

Netvisor uses invoice row-based VAT calculation, which is the European standard way to calculate value added tax. The tax base is calculated from the tax-free row sums of the invoice (if necessary by VAT rate). VAT and the invoice total are then calculated from this tax base.

Row-based calculation: The program first calculates the tax-free sum of each invoice row (quantity × unit price) and rounds it to two decimal places.
VAT calculation: VAT is then calculated for each row from the tax-free sum of that row, and this VAT portion is also rounded to two decimal places.
Total sum: The total VAT of the invoice is the sum of these row-based, rounded VAT portions.

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 sub-total row: Adds a sub-total row between invoice rows, which can be used to calculate together the sums of the invoice rows above this row. Sub-total rows can be utilized, for example, in aggregate invoicing when information is to be separated by order. When you have added a sub-total row, select for that row whether the sub-total is calculated.

Add comment row: Adds a comment row, 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: 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: The 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. The number of comments added to the processing history is shown by the counter next to the link.
Additional information: With the Additional information button, you can 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 hidden. This is a user-specific setting. Column widths can be adjusted to suit the user. The selections do not affect the information on the invoice sent to the customer.

Through the columns, you can 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 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.
Allocate rows: Allows you to allocate the desired rows with the desired monthly distribution or allocation curve. Allocation curves can be edited through basic bookkeeping 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 if the same invoice is made several times. You can then edit the necessary information (for example, dates) on the new invoice before sending. Note that the invoice product rows are copied as they are. If you change the product name on the product card after copying, this information is not updated on the invoice. To display the updated product name on the invoice, delete the product row with the incorrect name and add a new invoice row.

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

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

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

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

Create bank transfer: With this function, you can create a bank transfer directly from the credit note or from an invoice with an overpayment. The function takes you to create a new bank transfer, and the following information is automatically filled in on the bank transfer from the invoice: amount, reference number, due date and recipient information. The recipient's and payer's account numbers must be added to the bank transfer manually.

Invoice additional information: In the Additional information view, the additional information related to the customer or the specific invoice is shown. The information comes from the customer card, and it can be edited and added in this view. The information entered in this view overrides the information on the customer card. There is a separate guide page 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. On this tab, you can see the stock entries formed from the sales invoice. The sales invoice creates a Sales transaction for those products that are stock products. The status is Processed, which 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. You can delete the invoice without accountant rights if the invoice is unsent or without a voucher. If the sent invoice was extra, you should create a credit note for it, send the credit note to the customer and allocate the invoices between each other. With accountant rights, you can also delete an invoice with a voucher and a sent invoice, but it is recommended to handle extra invoices through a credit note.

Preview: The Preview button opens the invoice in preview mode. The preview mode follows the invoice status. If the invoice is in Overdue status, the preview shows the invoice with the payment reminder title. The preview shows what the next print in the sending process will look like. The preview corresponds to the invoice printed locally, but for PDF eLetter the invoice template has been adjusted so that the information goes to the positions required by the printing service provider. The margin of the PDF eLetter is slightly different.

It is not possible to remove or hide fields on the invoice or columns of invoice rows (for example, product code).

Invoice sending

You can access the invoice sending by pressing the Send invoice button. This directs you to the sending process view. In one sending process, the invoice can be sent to one channel. Below, sending the invoice through different channels is described. If necessary, the invoice can be resent to a different channel by taking it again to the sending process.

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.

Open the sending process view by pressing Send invoice.
Check that the sending channel is e-invoice.
Press the "Send e-invoices" button to send the invoice to the customer.

If you want to send the invoice as an e-invoice, but there is no e-invoice address behind the customer, proceed as follows:

Select the link "Check availability of customers' e-invoice address" in the sending process view.
Enter the required information and check whether an e-invoice address can be found for the customer.

E-invoice addresses are retrieved from Tieke.

Invoice sending by email

If there is no e-invoice address on the customer card, but there is an email address, the primary sending method offered is email.

Take the invoice to the sending process by pressing Send invoice.
In the sending process view, check the recipient's email address.
Add a PDF attachment to the invoice if desired.
Send the invoice by email according to the instructions in the view.

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.

Select 1st or 2nd class letter as the sending class.
Choose black and white or colored as the printing color. Using a color printout costs more when using PDF eLetter.
Add an attachment in the sending process view if desired. The attachment will be sent with all invoices sent as PDF eLetter in the same sending process.
Preview the outgoing invoice by clicking the image icon. This option is available for invoices sent as PDF eLetter.
Send materials to the 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, and they are visible in sections 1, 2 and 3.

Note that transmission of consumer customer invoices to Kivra 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 you want to take the invoice to the sending process without sending it to the customer, you can print the invoice locally in PDF format.

Take the invoice to the sending process by pressing Send invoice.
In the sending process view, check through which channel Netvisor is trying to send the invoice.
If there is something other than "Print" under the invoice and you want to print the invoice locally:
- Check the desired invoice row from the box at the end of the row.
- Select "Local printing" from the Change channel of selected dropdown menu.
- Confirm the selection by pressing the Change button.
When the channel has been changed, press the Print button.

After this, the Print button becomes visible.

The Print materials button opens the PDF printing window. From this window, 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 + bank transfer
Invoice
Invoice (export) – prints customs code and product description if these are saved for the product.
Invoice + bank transfer (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 change the sending method of selected invoices in the sending process.

Check the desired invoice row from the box at the end of the row (1).
Select the new sending method from the Change channel of selected dropdown menu (2).
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 e-invoice sending. If there is no e-invoice address, email sending is offered. After this, the default sending method offered is PDF eLetter printing. The last 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 process, and they are not sent this time.

Additional functions in sending process

Press "Update selected address data from the customer" when you want to retrieve the customer information again and update it according to the customer card. If the invoice already has a voucher (the invoice has been sent once or more), you cannot change the invoice's postal address information from the customer; instead, they remain as they were on the invoice at the first sending time. However, the e-invoice address or location address can be edited afterwards, and with the "Update selected address data from the customer" button you can retrieve the updated e-invoice address for resending the invoice.
Press "Remove selected from process" when you want to remove one or more invoices from the sending process. First check the box behind the desired invoices and then remove the invoices from the process.
Press "Interrupt process" when you want to return to the invoice or open sales invoices. 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. 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 or print the invoices by selecting the "Move to material" link.

After the material has been sent or printed, press the "Finalize process" button.

There is no quantity limit for sending invoices. The more invoices there are in the background process (for example 50,000 compared to 500 invoices), the longer it takes for the background process to complete.

When the invoice is sent to the customer, a barcode is formed at the bottom of the invoice.

The invoice barcode in Finland is usually standard-compliant and contains the following information:

Recipient's account number – in IBAN format, so the payment finds the correct account.
Invoice due date – the date by which the invoice should be paid.
Payment amount – the monetary amount payable on the invoice.
Reference number – a unique reference that links the payment to the correct invoice or customer number.
Payer's account information – in some cases, the barcode may also contain payer information, especially in pre-filled invoices.

These details make invoice processing and payment smoother and reduce errors when manually entering data. The barcode can be read using an optical scanner, which is often part of online banking and payment machine systems.

Invoice does not send as e-invoice

If the sales invoice cannot be sent as an e-invoice, check the following:

There is an e-invoice address behind the customer and the address is in the correct format.
The invoice has complete address information.
The possible delivery address is in the correct format.
The invoice attachment does not contain special characters in the attachment title that could prevent sending.
E-invoice sending is activated 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 system shows 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, correct the VAT code to match the VAT percentage information selected for the invoice row.

Example: The sales invoice has 25.5% 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 posting proposal must be KOMY. If the VAT code is No VAT handling, the invoice remains in error, because the default for the No VAT handling code is "O (tax-free service)" and it does not allow a VAT value of 25.5%.

To correct the situation, proceed in one of the following ways before resending the invoice:

Correct the product's default accounting account and update the sales invoice rows.
Correct the account on the sales invoice row in the "Posting proposal" section.

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 with ledger rights you can edit only such information that, according to the tax authority's instructions, does not require the invoice to be resent. 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 or 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 the posting date (after sending the invoice, editing the posting date requires accountant role).

Sending reminder invoices electronically (=e-invoice)

In order to send payment reminders, notices and collection letters electronically, the due date must be changed to a future date in relation to the sending date in the sending process. The system changes the due date only for the invoice material, and the original due date on the invoice itself remains unchanged.

When you have selected the invoices and taken them to the sending process, proceed as follows:

Check the box at the end of the invoice row so that the due date of the invoice can be changed.
Select a new due date that is in the future in relation to the invoice sending date.
Set the new due date, for example, 5 banking days from the invoice sending date.
Send the invoices and finalize the sending process.

Invoicing in other than accounting currency

The invoicing currency can also be selected from the list as other than the currency in which the company's bookkeeping is kept. In this case, the invoice row sums are assumed to be in foreign currency, and they are transferred as such to the paper invoice or other channels. The previous banking day's middle rate is suggested for the currency, and it can be changed if necessary. After the first save, the invoice total is also shown in euros. In the invoice list and accounts receivable view, only this euro-denominated total is shown for the invoice. The given exchange rate is also used when forming the bookkeeping voucher from the invoice. If a currency other than euro is used and the invoice billing country is Finland, both this specific currency and the euro amount are shown on the invoice template. If the billing country is, for example, United Kingdom and the currency is pound, only the pound amount is shown on the invoice.

Invoice printing does not succeed

If local printing of the sales invoice does not succeed, check the following:

Adobe Reader or a similar program is installed on the computer.
You are using the latest version of Adobe Reader or a similar application.
If the result of printing the invoice is an empty white screen, it is a sign that an update is coming to Adobe Reader. Update Adobe Reader.
The latest version of the internet browser is in use.

Other tips:

Test printing with another browser as well, so that browser-based error situations can be ruled out.
Restarting the computer can also help with printing problems.
An ongoing invoice sending process prevents printing new invoices. In the accounts receivable view, you must check the ongoing processes and complete them before taking new invoices to be printed.

Frequently asked questions

Can I cancel sending a sales invoice?
Unfortunately, it is not possible to cancel sending a sales invoice afterwards due to the automated sending process. If the invoice has been sent incorrectly, you must create a credit note for it and, if necessary, a new corrected invoice.

How can I create a new sales invoice?
You can create a new sales invoice, for example, by selecting Sales > Invoicing > New sales invoice or by using the top bar function Create new > Sales invoice. You can also start the invoice via customer searches or product search in the ways described at the beginning of this guide.

How do I save a sales invoice as a draft?
On the invoice, select "Save as draft". The invoice is saved in Draft status, so it cannot be sent and no invoice number or reference number is created. You can complete the draft later and change it to ready for sending when the information is complete.

How do I add an attachment to a sales invoice?
Go to the Payments, internal additional information and invoice attachments section of the invoice. Add the attachment by dragging the file to the invoice or by selecting the file from your computer. Choose whether the attachment is sent with the invoice and make sure that the attachment is in an allowed file format and within the size limits.

How do I send an invoice as an e-invoice?
Make sure that there is an e-invoice address behind the customer. On the invoice, press Send invoice, check that the sending channel is e-invoice and select "Send e-invoices". If the e-invoice address is missing, you can search for it from Tieke via the link in the sending process.

Why does sending a sales invoice as an e-invoice fail?
Common reasons are a missing or incorrect e-invoice address, incomplete address information on the invoice, an incorrect delivery address, special characters in the attachment title or that e-invoice sending is not activated in electronic service channels. Check these points according to the "Invoice does not send as e-invoice" section of the guide.

Can I edit the details of a sent invoice?
You can edit the details of a sent invoice in a limited way. For example, you can change additional information fields, comments, Our reference and Your reference fields, free texts, agreement identifier and seller. You cannot change information affecting the invoice amount or address information after sending.

How do I create a credit note?
Open the sales invoice and select "Create credit note" or "Create and allocate credit note" from the Sales invoice functions menu. The first option creates a full credit, and with the second you can at the same time allocate the credit note to the original invoice and create a voucher automatically.

How do I send a reminder invoice as an e-invoice?
Take the reminder invoices to the sending process, check the invoice rows and select a new due date that is in the future in relation to the sending date (for example 5 banking days). Send the invoices and finalize the sending process. The system changes the due date only for the sending material, not for the original invoice.

What should I do if printing the invoice does not succeed?
Check that Adobe Reader or a similar program is installed and updated, that the browser version is the latest and that the print window does not remain empty due to an update. Test printing with another browser, restart the computer and make sure that an ongoing sending process is not preventing printing.

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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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