The fields and buttons used on sales invoices are described on this page. Sales invoices are created in Sales / New sales invoice / Create a new invoice.
For more detailed instructions on creating new sales invoices, see Procountor:
Header-level fields on the invoice
Customer address - These fields specify the customer’s street address. The Name, Specifier and Street address fields can each accommodate 80 characters. The Postal code field can accommodate 20 characters. The City field can accommodate 40 characters. The address will be indicated on the invoice if it is different from the billing address.
Billing address - Completing this field is particularly important if the invoice will be sent by Mail, since this address will be displayed in the envelope’s address window. If the billing address is empty, the information from the Customer address fields will be copied into this field. The field can accommodate the same numbers of characters as the Customer address fields. In every case, the address is indicated on the invoice. You can copy the Customer address as the billing address by selecting the option “Use customer address as billing address”.
Delivery address - If information has been entered in these fields, it will be printed onto the invoice. The field can accommodate the same numbers of characters as the Customer address fields. The address will be indicated on the invoice if it is different from the billing address. You can copy the Customer address as the delivery address by selecting the option “Use customer address as delivery address”.
Invoice date - The current date by default.
Invoice no. - Generated automatically when the invoice is saved.
Status - This field indicates the current status of the receipt, such as Unfinished or Approved. The statuses used for sales invoices are listed here.
Business ID - This field can accommodate 40 characters, which will be printed on the invoice.
VAT number - This field can accommodate 40 characters, which will be printed on the invoice.
Customer number - This field can accommodate 40 characters, which will be printed on the invoice.
Invoice channel - The recommended invoice channels are E-invoice and Mail. Companies that accept e-invoices and their e-invoicing addresses have been compiled into an e-invoicing address list: TIEKE. When saving cash sales, for example, use the No sending invoice channel. When using the Mail invoice channel, you can choose whether to send the invoice in colour or monochrome, and whether to use economy or priority postage. If you use economy postage, please note that such letters are usually only delivered three days after being sent.The message body of sales invoices sent by e-mail contains the information needed to pay the invoice (invoice number, due date, sum, bank reference code, account number and bar code), and the header contains the word Invoice, the invoice number and the name of the company sending the invoice.
Language - In addition to Finnish, invoices can be sent in Swedish, English or Estonian. If the invoicing address country of an English invoice is the United States, the dates will be printed in mm/dd/yyyy format.
Template - If your company uses several different invoice templates, you can select the one to be used here.
Contact person - This field can accommodate 28 characters, which will be printed onto the invoice.
Order reference - This field can accommodate 70 characters, which will be printed onto the invoice.
Financing agreement - If financing agreements have been saved for your company in Management/Company information/Usage settings/External financing settings, you can select a financing agreement for the invoice.
Account number - The account selected here will be indicated in the invoice information at the top of the invoice and in the barcode. If you select an IBAN account number, the bank’s SWIFT code will also be displayed under the account number at the top.
Bank reference code- The bank reference code is generated automatically when the invoice is saved. You can also enter a different reference code in the field if necessary. The minimum length of a bank reference code is 4 characters (3 characters + a check digit) and maximum length 20 characters. The reference code is indicated in the invoice information at the top of the invoice and in the barcode.
Payment method - If you selected Cash as the payment method, the “invoice” text on the invoice template will be replaced by “cash receipt”.
Due date- The due date is calculated from the invoice date on the basis of the payment term. If you change the due date, the payment term will change as well. Penal interest can range from 0 to 999.99. This information will be printed onto the invoice.
Term of payment- Enter the number of days in the first field and the percentage in the second. The payment term can be 0-999 days and the percentage 0-100. This information will be printed onto the invoice.
Cash discount - Enter the number of days into the first field, the cash discount percentage into the second, and the sum into the final field. You can freely provide a discount percentage between 0-100 to two decimal places. The cash discount will not affect the invoice’s total sum. This information will be printed onto the invoice.
Penal interest- Penal interest can range from 0 to 999.99. This information will be printed onto the invoice.
Discount %- This discount percentage will apply to the entire invoice. If different discount percentages have been used on invoice rows, these will be replaced with this invoice-specific discount percentage when the value of this field is processed. The discount percentage can be given to four decimal places, can range from 0 to 100 % and is applied to the invoice sum. The discount % is displayed to two decimal places on all invoice rows.
Currency and rate - Choose the invoice currency from the drop-down menu, and the rate will be retrieved from the register. You can also enter a rate yourself. The currency will be printed onto the invoice, but the rate will not.
Delivery dates- Both delivery dates will be indicated on the invoice sent to the customer.
Delivery method- The delivery method selected from the drop-down menu will be indicated on the invoice sent to the customer.
Terms of delivery and Municipality - These fields will be available if you have opted to use delivery terms in the Usage settings view of Company information. Select the delivery terms from the drop-down menu and enter the municipality into the field. The Municipality field can accommodate 40 characters. The delivery terms and municipality will be indicated on the sales invoice sent to the customer.
Additional information - The length of text in this field is unlimited. You can import a maximum of 500 characters as default information or through the Import data function. Additional information will be displayed above the product rows on the invoice sent to the customer. You can enter additional information directly into the field or click on the button after the field, which will open a window for editing the information in the field. You can also use line breaks in this window, which will be displayed as \ characters. You can specify default additional information for sales invoices at Management/Company information/Usage settings.
Seller’s notes - You can enter an unlimited amount of text into this field. The notes will not be displayed in the invoice sent to the customer.You can enter the notes directly into the field or click on the button after the field, which will open a window for editing the information.If you use the button, you can also use line breaks, which will be displayed as \ characters in the field.The notes will also be displayed on the invoice’s accounting page. The field will also be listed in Search results but cannot be used as a search criterion. Selecting Notes from the right mouse button menu in the Search function will open a window in which you can view and edit the Seller’s notes regardless of the invoice status.
Prices include VAT - You can use this option to toggle whether unit prices include VAT.
Accounting by rows - You can use this option to specify that the invoice’s accounting page will be generated by row instead of as total sums. You must generate accounting by row if you wish to use default postings or dimensions for products.
Buttons in the invoice view
Clicking on the Save button will save the invoice information and set the invoice status to Unfinished, which permits further editing.The accuracy of invoice information is verified when the invoice is saved.If you edit information (products, sum, quantity, VAT etc.) that affects invoice accounting, the invoice’s accounting and dimensioning will be performed again using default values.For this reason, invoices should be finished before their accounting/dimensioning is changed.After the invoice has been saved, the invoice number will be displayed in the sales invoice’s upper bar and the creation and editing stamps in the lower bar.
If you have selected No sending as the invoice channel for a sales invoice, you will be able to save it by clicking on the Save button as many times as required. Clicking on the Approve button will set the invoice status to Not sent, after which it can no longer be edited. The invoice will then remain in this status until it has been paid.
Approve- Approves the invoice in the accounts. You will no longer be able to edit the invoice. The invoice status will remain Not sent until the invoice has been paid or marked as paid.
Send - Sends the invoice through the chosen invoice channel. The invoice status will remain Sent until it has been paid or marked as paid. If an e-invoicing address is found for the recipient on the basis of the business ID, the program will ask whether the invoice channel should be changed to E-invoice if a different channel was originally selected.
Attachments - Opens a window for managing the invoice’s file attachments. The text in the button will specify the number of attachments, such as Attachments (2), which indicates that the invoice has two attachments. You can send file attachments in GIF, JPEG, PDF and TXT format with invoices (invoice channel Mail, E-mail or E-invoice). The maximum size of file attachments is approximately 10 megabytes.
You can add attachments to the invoice by selecting the Add attachment option. Clicking on Delete attachment will open a new window in which you can select the attachments to be deleted.
Previous - Opens the previous invoice.
Next - Opens the next invoice.
Close- Closes the view.
Go to - This button includes the following options: Accounting, Dimensions, Special situations, Bank statement, Customer and Invoiced items.
Accounting - Opens the invoice’s accounting page.
Dimensions - Opens the invoice’s dimension page. In Procountor, dimensions and items refer to cost centres and tracking objects.
Special situations - Choosing this option opens the payment method’s Special situations view, in which you can mark the invoice as paid or partly paid if it was not paid as a reference payment. Such cases include cash payments, credit losses and allocation to existing credit invoices.
Customer- Opens the customer’s basic information in the customer register.
Invoiced items - Opens the Invoiced items view.
Edit - This button includes the options: Copy, Change state to unfinished, Create a credit note, Payment reminder and Invalidate. Choosing Edit notes option enables you to edit the notes of an invoice. Clicking on the Continue button will save the changes made to the invoice's notes. The notes made are visible on the invoice's notes field. The notes made can also be viewed in the Notes column on the Sales invoice search view
Copy- This function copies the invoice. If the Receipt type or Business partner is not changed, an identical invoice apart from the invoice number, bank reference code, invoice date and due date will be created and assigned the status of Unfinished. If the Receipt type or Business partner is changed, the row information will be imported from the original invoice and other information will be imported from the register.Sales invoices can be copied into sales orders and, correspondingly, purchase invoices can be imported into purchase orders. Read more on copying invoices.
Revert to unfinished - Revert a sales invoice with the status of Not sent and an invoice channel other than No sending to the Unfinished status. If external financing has been used for payment, the invoice cannot be reverted to Unfinished status.
Create credit invoice - Clicking on this button launches the Credit invoice function, which can be used to create a credit invoice for the sales invoice, to set the status of both invoices as Marked paid, or to create a purchase invoice for returning an incorrect payment to the customer.
Invalidate - Invalidates the invoice. Invalidated invoices do not have accounting pages, but can still be viewed and copied.
Preview - Opens a preview of the invoice in a new window in the selected format. The button includes the options PDF, HTML, Covering letter and Address sticker.
PDF - Shows the invoice in printable form (PDF). Sales invoices in PDF format will also include a barcode at the bottom when printed from this view, just as if the invoice were being sent through the Post or E-mail invoice channels.Currency invoices do not include barcodes, since the barcode does not specify the invoice currency.Bank barcodes include the recipient’s account number, invoice sum, bank reference code and due date.When you preview a sales invoice in PDF format, you will also see the file attachments to be sent with the invoice.
HTML - Shows the invoice in printable form (HTML).
Covering letter - Opens the covering letter in printable form (PDF or HTML).
Address sticker - Opens the address sticker in printable PDF format.
More information on entering sales as credit loss.
Invoice row-level fields
Product- The name of the invoiced product/service is displayed in this field. The field can accommodate 80 characters, which will be printed onto the invoice. The product information will be copied to the invoice’s accounting page if Accounting by row has been selected for the invoice.
Product code - This field contains the code of the invoiced product/service. The field can accommodate 40 characters, which will be printed onto the invoice. If no Product codes have been specified for any invoice rows, this column will not be displayed on the invoice.
Quantity- The invoiced quantity of products/services is displayed in this field. You can specify the quantity to up to four decimal places. The quantity will be printed onto the invoice.
Unit - This field contains the invoicing unit of the invoiced product/service and will be printed onto the invoice. If Units have not been specified for any invoice rows, this column will not be displayed on the invoice.
Price- The unit price of the invoiced product/service is displayed in this field and printed onto the invoice.
Discount % - This field contains the row-specific discount percentage.You can enter a discount percentage between 0 and 100 to four decimal places, and the percentage will affect the Excluding VAT, VAT sum and Sum fields. This information will be printed onto the invoice. If a Discount % has not been specified for any row, this column will not be displayed on the invoice.
VAT- The row-specific VAT rate is displayed in this field and printed onto the invoice.
Excluding VAT - The tax-free price of the invoiced product/service is displayed in this field. Information on whether the price printed on an invoice includes VAT is given in the additional settings of Basic company information.
VAT sum- The amount of VAT included in the price of the invoiced product/service is displayed in this field. Such information is not printed onto the invoice.
Sum- The price of the invoiced product/service inclusive of tax is displayed in this field.
Comment row - This field can accommodate 255 characters. You can toggle the visibility of the comment row on invoices sent to customers by changing the Comment row setting on the Invoice settings page in Company information. If the invoice will be posted by row, the Comment row will be displayed on the accounting page.
Invoice row buttons
Search product- Opens the product register page, from which you can pick products for invoice rows.
Search using a product code - This function opens a window, in which you can add invoiced products or services to the invoice row by entering their product codes. Read more on the Product search function here.
Add row - Creates an empty invoice row.
Copy row - Copies the selected invoice row.
Copy row multiple times - Creates the desired number of copies of the selected invoice row.
Delete row - Deletes the selected invoice row.
By using the Comment row button, you can add line breaks to comment rows. Line breaks can make the invoice rows more readable in the invoice Preview.