Procountor software includes all of the tools required for invoicing and sales transaction processing.Functions related to the creation and sending of sales invoices and to the sales ledger are described briefly on this page.
Sales invoicing and sales ledger features
- Sales invoicing program and accounting
- Creation and accounting of sales orders and the sending of order confirmations/offers
- Invoicing by group invoice and timed invoice sending
- Sending invoices as e-invoices, by mail, via e-mail and on paper
- The creation and sending of payment reminders by mail, via e-mail and on paper
- Calculation of collection costs and penal interest
- Attachments to sales invoices sent as e-invoices, by mail or via e-mail
- Updating the customer and product registers
- Customer relationship management (CRM)
- Graphic reports on customers and sales products
- The open sales invoices list
- Automatic updating of the sales ledger on the basis of reference payments
- Direct debiting
- Contractual invoicing
- Stock accounting
- External financing (factoring)
Creation of individual sales invoices
In Procountor, sales invoices can be created either for customers saved in the customer register or without a register customer, i.e. on an empty invoice template.Sales invoices can be created in the main menu section New > Sales invoice, or by clicking on the Add to invoice button in the customer register.You can also create a new sales invoice by selecting a previously created invoice and using the Copy invoice function.
When first saved, sales invoices are saved in Procountor’s database in Unfinished status and accounting is immediately generated for them based on the posting defaults. When an invoice is complete and approved, its status will change to Not sent. The invoice can now easily be sent using the desired invoice channel.
You can use the Group invoice function to create several similar sales invoices simultaneously. This is an easy method for creating multiple invoices quickly. The function is accessed by clicking on the Group invoice button in the New > Sales invoice view which opens from the main menu.
Group invoices can be used in the following situations, for example:
- When creating several identical invoices for different customers (e.g. for membership fees)
- When creating monthly invoices (e.g. for lease payments)
Contractual invoicing is an additional Procountor service subject to a fee. This service enables invoicing based on contracts. Contractual invoicing can be used to easily create invoices with identical contents that are sent to customers monthly or bi-annually, for example. Contractual invoicing can be accessed through Registers > Contract invoicing.
If you would like to adopt contractual invoicing, please contact our customer service.
Importing invoicing data from other systems
In addition to creating sales invoices singly or in batches in Procountor as described above, invoice data can also be imported from other systems. Invoices can be imported from ERP systems, project management software, online shops or point-of-sale systems. You can implement invoice data importing by using the function found in the main menu section Management > Import data, or through the Automated invoice transfer interface.
If you are interested in adopting automated invoice transfer, please contact our customer service.
Delivery methods or invoice channels
You can specify an invoice channel when creating sales invoices. The Invoice channel refers to the method by which the sales invoice will be sent from Procountor. The following invoice channels are available:
The invoice will be sent to the customer by mail, through Procountor’s printing and mailing service. After being sent, the invoice will be automatically printed out, inserted into an envelope and consigned to the post for delivery.
E-invoices will be sent to the e-invoicing address indicated on the invoice. A PDF image of the invoice and its possible attachments will also be delivered with the invoice. After being sent, the invoice is automatically transferred to the electronic invoicing operator for delivery.
The invoice will be delivered via e-mail with a PDF image of the invoice and any attachments attached to the message. The e-mail will be sent automatically once the invoice has been sent from Procountor.
As in the case of consolidated invoices, the invoice will not be sent at all. The invoice cannot be delivered automatically via Procountor.
An individual approved (i.e. in the Not sent status) invoice can be delivered directly by clicking on the Send button in the invoice view, if the invoice channel is Mail, E-invoice or E-mail.
You can approve and send several invoices at once by selecting the Approval and sending of multiple sales invoices function from the right mouse button menu in the Search view.An invoice can only be sent once through the Approval/sending of multiple sales invoices function. If you need to resend such an invoice, you must do so by selecting the Send function from the right mouse button menu.
For more information on resending lost sales invoices, see the specific instructions on the issue.
When an invoice is sent, it is transferred to the Invoices to be sent list, from which it will automatically be removed after being sent. If the invoice date is the current date, the invoice will be sent immediately. Invoices with future invoice dates will not be sent until three days before the invoice date.
Search for open invoices
Open sales invoices are approved but unpaid sales invoices. You can view these invoices through Search > Receipt Search by choosing "Open invoices" as Search type.
Automatic reference allocation
Procountor automatically retrieves bank statements and reference payment data from bank accounts linked to it. Reference payments are automatically allocated to open sales invoices on the basis of their bank reference codes, and invoices are marked as paid on the basis of the payments (or as partly paid if the paid sum does not match the open sum).
Sending payment reminders
You can create and send payment reminders for open sales invoices.Payment reminders are sent by first selecting the invoice in question and then clicking on the Payment reminder button available in the Receipt search function. You can select a text and delivery method for the payment reminder, after which it can be delivered through the mailing service or via e-mail.
You can send multiple payment reminders at once by finding the open invoices in the Receipt search view. You can limit the search to invoices requiring payment reminders. Then, click on the Payment reminder button. In the view that opens next, select the invoices for which you wish to send reminders. Finish by selecting the text and delivery method for the reminders.
From the same view, you can also transfer invoices to the reminder and collection services of Visma Duetto Ltd.
Read more on sending individual payment reminders here.
Tools related to the ledger
The following tool is useful for sales ledger management:
You can use the Sales invoice special situations function for purposes such as creating credit invoices for invoices and entering payment transactions on invoices to set off the open sum.