This guide explains how invoices created in Rackbeat are transferred to Netvisor, where the invoices are sent and the accounts receivable are processed. Invoices can be created either based on orders or manually. The guide covers the invoicing process from start to finish, including handling credit invoices and advance invoicing from orders.

CONTENTS

Creating Invoices in Rackbeat

Invoices are created in Rackbeat, from where they are transferred via integration to Netvisor for sending and accounts receivable processing. An invoice can be created from one or more orders, or an invoice can be created manually without orders. The invoice is transferred to Netvisor once it has been recorded as complete in Rackbeat. You can access the invoice view as shown in the image below by going to Sales > Invoices.

Rackbeat's sales process is based on the chain: Quote - Order - Delivery - Invoice. Each step is not mandatory, meaning the chain can start directly from the invoice if necessary. If the order has been picked, confirmed, and sent to Netvisor as an invoice, a separate invoice is no longer made. If you start by creating a completely new invoice, follow the instructions below.

  1. Click "Create New" at the top in Rackbeat.
  2. Select the customer for whom the invoice is made.
  3. The invoice numbering is sequential, meaning the invoice number will always be one higher than the number of the previous invoice found in the program. 
  4. Address the header information on the invoice: on what day the invoice is prepared. The invoice header and notes allow for the addition of free-form additional information text to the invoice document.
  5. The invoice address details come from the customer's information, but the address details can still be edited from the invoice view. There may be a note added behind the customer, which you can view by clicking on the "Customer has 1 note" section in the image below. You can check the information from the above-mentioned section during the invoice creation phase.

Invoice References

  • The "Our Reference" field defaults to the invoice creator's information, but you can change the information.
  • The "Customer Discount Percentage" field defaults to the percentage from the customer information's customer discount percentage field. You can change the discount percentage the customer receives for the entire invoice if desired.
  • The "Attention" field comes from the customer's attention section. 
  • The "Your Reference" field contains information from the customer's your reference field.
  • In the "Additional Information" field, you can provide additional information related to the invoice. The maximum length of the field is 80 characters.
  • The "Currency" field information comes from the customer's information. The information is editable.
  • The "Payment Terms" field information comes from the customer's information. The information is editable.
  • The "Delivery Terms" field information comes from the customer's information. The information is editable.  
  • In the "VAT Handling" field, you can select the desired handling, which affects the determination of the VAT percentage on the invoice. 
  • In the "Layout" field, you can select which document layout you want to use.
  • In the "Project" field, you can select which project the invoice is related to.
  • The "Attached PDF" field shows any PDF attachment added to the invoice.

Adding Product Lines

  1. Start adding a product line by clicking the "Product Line" button.
     
  2. Add product lines to the invoice either one at a time or multiple by selecting the package product addition. You can select from the product settings which products belong to a specific package. Additionally, you can add comment lines to the invoice.
  3. Select the desired product and give it the desired quantity. The unit and prices come from the product's information, but they can still be edited here. 
  4. Select the product from the desired warehouse in the "Warehouse" field, where the product's balance is shown.
  5. Finally, save the information either by clicking the "Save" button or if you want to enter another line on the invoice, click the "Save and New" button.  
  6. If you add a package product to the invoice, the "Add Package Product" button adds the products included in the package to the invoice as shown in the image below. 

In the image below, you can see the invoice lines, including one comment line. The position of the lines can still be changed before sending the invoice, and each line can be edited or deleted from the ... icon at the end of the line. From the "Download" button, you can download the invoice to Excel as a CSV file. From the "Show PDF" button, you can see a preview of the invoice in PDF format.

Sending the Invoice from Rackbeat to Netvisor

Once you have added the product lines to the invoice and the invoice is ready, press "Send to Netvisor". From the view in the image below, you can choose whether the invoice is also sent by email to the customer directly from Rackbeat. The "Create Delivery" option automatically creates a delivery for the invoice.

If the "Create Delivery" option is selected, you can choose whether the invoice is marked as complete and whether the invoice date is used as the date the products leave the warehouse. Otherwise, the delivery date is used. 

If you did not select "Create Delivery", then after sending to Netvisor, the invoice is sent but ready to be sent. From the view in the image below, a delivery is made for the invoice.

Once the invoice has been sent to Netvisor and a delivery has been made for it, the invoice goes to the archived state in Rackbeat. These invoices are visible in the invoice list when you select "Archived" in the archived section. 

Creating a Credit Invoice and Copying an Invoice

For a created invoice, you can create a credit invoice from the ... button at the end of the invoice line > Create Credit. From the same view, you can also view the invoice and create a copy of the invoice. Creating a credit invoice makes a full credit of the invoice, meaning the same amounts appear with a negative quantity that were positive on the original invoice. You can edit the line if you want to make a partial credit of the invoice. The credit invoice must be sent to Netvisor, and the credit invoice allocation must be done on the Netvisor side. When creating a credit invoice, you can decide whether the products on the lines are returned to the warehouse.

A credit cannot be created from an order. Negative lines cannot be added to a new order if you want to credit products from a previous order.




Cash Receipt for Payment

A cash receipt for payment cannot be obtained directly from Rackbeat, as payments are not processed there. You can first transfer the invoice to Netvisor and make a manual payment on the invoice with the payment method cash and print this. Another option is to print the invoice from Rackbeat and write in the notes that the invoice has been paid in cash.

Creating an Advance Invoice from an Order

There is no direct possibility to create an advance invoice from an order in Rackbeat, but this can be done as follows:

  1. Create the order in Rackbeat in its entirety and add all the lines that belong to it and confirm it.
  2. Once the order is confirmed, create an invoice for the order by opening the order > Actions > Create Invoice. Select all invoice lines for the invoice. All lines that are on the order will appear on the invoice, but you can remove the lines you do not want to include on the advance invoice. You can also change the quantities to the desired ones and check that the amount is as desired. You can add, for example, a comment line to the invoice stating that it is an advance invoice.
  3. Send the invoice from Rackbeat to Netvisor and also create a delivery and mark the invoice as sent in Rackbeat.
  4. Send the invoice in the desired way from Netvisor. When the invoice has a reference number and the company has agreed on machine-readable references in the payment traffic agreement, the payment will automatically be allocated to the invoice when the customer has paid this advance invoice.
  5. Once the money has been received, process the remaining lines of the order in Rackbeat normally. Create an invoice from the remaining lines and finally send it to Netvisor, from where it is sent to the customer.

NOTE! If an advance payment has been recorded on the order transferred to Netvisor, the sales invoice can no longer be transferred from Rackbeat to Netvisor. In these situations, the invoice must be created manually in Netvisor. The invoice number must be changed to match the Rackbeat invoice number before sending the sales invoice in Netvisor.

VAT Change 1.9.2024

If the company has open orders at the turn of August-September, the company must ensure that the transactions have the correct VAT rate. The VAT rate is managed in Rackbeat by product groups, which can be updated manually or with Excel to the correct VAT rates.
For open transactions: If the order is made with VAT 24%, and it is delivered but not yet invoiced. After delivery, the VAT rate is changed from 24 to 25.5. The change does not reflect on the invoice. Thus, the invoice goes according to the original order line. If the order is made with VAT 24%, and a VAT rate update is made from 24 to 25.5. Then the product is retrieved again to the order line -> the new VAT is updated to the line. This applies if the order is a draft. The VAT percentage of a once-confirmed order line cannot be changed. Thus, if a confirmed order is reopened for VAT rate change, the old line must be removed and then a new line added.

Invoice or Order Does Not Transfer from Rackbeat to Netvisor

The transfer of the invoice/order fails due to an already existing invoice/order number. In the future, orders and invoices must be made on the Rackbeat side. If you make orders or invoices on the Netvisor side and they have the same number series that Rackbeat uses, then the invoice/order will not transfer to Netvisor. A separate number series must be created in Netvisor for such orders/invoices that are still made on the Netvisor side, and this must use a significantly larger number series so that they do not overlap in the future. If the Netvisor invoice has already been sent, it can no longer be edited in terms of the number. In this case, a new number must be created for the invoice on the Rackbeat side, which is not in use in Netvisor. You can create a credit invoice from the old incorrect invoice, but it should not be sent to Netvisor. Check that the inventory balances are correct on the Rackbeat side after this, and if there are corrections needed, make the corrections to the inventory with a manual transaction. 

The invoice/order does not transfer to Netvisor if there is a VAT percentage on the Rackbeat side that is not found in Netvisor. In this situation, we recommend that you manually create the invoice in Netvisor with the same invoice number. On the Rackbeat side, the product group of the product must be checked to ensure that there is no non-existent VAT percentage in the future.


Keywords: Rackbeat invoices, Rackbeat credit invoices, Rackbeat advance invoice


This article has been translated using an AI-based translation tool.

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.