Item invoicing facilitates the invoicing of work performed for customers. You can enter work and other invoice items in the customer's information and create sales invoices based on that information.
This function is an additional service subject to a fee. You can implement the function by ordering it from our customer service: firstname.lastname@example.org.
The Item invoicing function is available in the following sections of the program (provided that the user has sufficient access rights):
The Item invoicing function is accessed through the Customise front page button on the Procountor program’s front page. For companies that have enabled item invoicing, the option is titled Input invoiced items. Selecting this option will open a widget into which you can enter the items to be invoiced. Your saved input is then automatically transferred to the customer register and included on the next invoice.
You can view saved and invoiced items and add items for specific customers in the Customer register. You can access the Invoiced items option either by clicking on the Open button in the customer list on the Registers page, or by clicking on the Invoiced items in basic customer information.
You can switch customers through the Next/Previous buttons or the Change customer function. This will select the customer, after which you will still need to select the appropriate employee. Only uninvoiced items will be displayed by default, but you can filter the information on the list by ticking items and specifying dates. You can export the information to either Excel or HTML format. Note! You cannot delete or edit invoiced items, i.e. a complete log of such items is saved in the register.
In the employee register, invoiced items are approached from the perspective of employees. That is, you can follow what work has been recorded by which employees, or the employees themselves can easily list the work they have performed for different customers by clicking on the Invoiced items button.
The section Sales > Invoice items contains a tool for executing the invoicing run. The tool also includes the Invoiced items button, which opens the same view as the buttons in the customer and employee registers, but without selecting a customer or employee.This function is useful for obtaining an overall picture of what work remains to be invoiced. You can invoice any default products saved for the customer in the same run by ticking the Show default products item.You can use the date range for invoiced items to invoice work performed during a certain period. You can leave the start date empty, in which case the program will include all invoiced items saved before the end date but not yet invoiced. Execute the invoicing run by selecting the customers to be invoiced and clicking on Begin invoicing.
After you have launched item invoicing, a window will open in which you can enter a Delivery date range. By default, the field contains the Date range for invoiced items search criterion derived from the Search criteria in the Item invoicing view. The dates entered in this field will be entered into the invoice’s Delivery dates column.
The option Connect the entries of the same product invoice is selected by default, meaning that all entries made for the same product will be compiled into a single entry.If you untick the option, entries for the same product will be displayed on separate rows on the invoice e.g. if you have entered a product twice through the Input invoiced items function on the front page, the invoice will contain a single product row with a value of 2 in the Quantity column.
The Add the date of row comment option will display the invoice’s entry date (Invoice date data item) on the invoice as a comment row for the product.
Thus, you can enter items either by using the widget on the front page or through the customer register. The mandatory data items are the customer, employee, and product information of the entered item (name, unit price and quantity). The Employee, Date, Hours and Notesdata items will only be visible to Procountor users, while product information and row comments will be printed onto the sales invoice and thus visible to the customer. Item entries with the same invoiced customer, product, unit price and VAT rate will be compiled into a single invoice row in the invoicing run.
This function can also be used to add additionally required work to unfinished invoices. That is, if an unfinished sales invoice has been saved for the customer and more items to be invoiced have been entered for the customer, you can execute a new invoicing run through the Item invoicing function, adding the performed work to the unfinished invoice.
If you have adopted Item invoicing and a financing contract has been selected for the customer, the contract number, account number and financing text will be imported onto invoices from the contract.
If Item invoicing is not in use or you have not selected a financing contract, the account number will be retrieved from the customer register or from Management > Company information > Basic information.
Adding invoice items as text
When you click on the Add rows button in the Invoiced items view, a new window will open into which you can paste the details of the invoiced items as text. You can copy the information from a spreadsheet and paste it into the text field. Once you have pasted the information, at the bottom of the page you will see and be able to change which column contains what type of information.
If you enter information manually into the text field or import it from a non-spreadsheet program, you must separate each data item by pressing the Tab key. This will ensure that the program identifies the information correctly.
When you click on the Continue button, the window will close and the information entered into the text field will move to the appropriate sections in the table. Once you have entered the rest of the required information onto the row(s) and verified the correctness of the information, click on the Save button.
Entering invoiced items requires the following user rights:
- Front-page widget: Full rights to the customer register
- Through the customer register: Full rights to the customer register
- Through the employee register: Full rights to the employee register
Searching for customers, employees or products requires at least viewing rights to the corresponding registers.
Executing the invoicing run through the Item invoicing function requires full rights to sales invoice creation.