Introduction
The app has two screens for one invoice. The classic one is headed Invoice. The new one is headed Invoice and the invoice number (New invoice for a draft that has no number yet), with coloured labels next to the title for the invoice state, the payment status, debit or credit, any Attention warning and Credited. Your company chooses which one opens; everyone in the company then gets the same screen, from every place that opens an invoice.
The new screen has a header with More, Discard changes, Save and, on a draft, Save and next. Below it a strip of four cards: Billed to, Invoice period, Open amount and Total (incl. VAT). Then, on the left, the Invoice details, the Invoice lines with totals and the Remarks. On the right sit the Payment, Accounting and Documents cards, and Credit this invoice.
You would be here because:
- your company has just switched to the new screen and you are looking for a button
- you want to see at a glance whether an invoice is paid
- you are making a manual invoice and need to pick the customer and add lines
- you need the PDF, an unofficial copy, or to credit the invoice
Every way to open an invoice
| Route | Screen you get |
|---|---|
| Financials → Invoices tile, click a row | The screen your company chose |
| Financials → Manual Invoice tile | A new draft, on the screen your company chose; see Raise an invoice by hand |
| A customer's Invoices tab, or the Broker invoices tab of a broker | The screen your company chose |
| Financials → Peppol tile, an invoice on the Invoices tab | The screen your company chose |
| Save and Invoice on a traffic fine | The new invoice, on the screen your company chose; see Charge a traffic fine to the customer |
| Open in the Invoice register of Intelligence (Beta) | The screen your company chose |
| The credit icon or PDF icons on a booking's Invoices tab | Neither screen: a credit pop-up or the PDF |
Use this page to find your way around the new screen, or to switch your company to it.
How to use
Configuration
Use new invoice screen is off by default: every company starts on the classic screen. A company administrator switches it:
- From the main menu open Admin, then Settings, and click the Operational tile. The screen headed Operational settings opens on the General tab.
- Set Use new invoice screen to Yes. It sits just below Use new booking screen.
- Click Save. The change applies to everyone in your company from the next invoice they open, for old and new invoices alike. Set it back to No to return to the classic screen; nothing on the invoices changes either way.
Before you start: both invoice screens are for company administrators. Use new invoice screen is separate from Use new booking screen; you can use either without the other.
Using the new invoice screen
- Open the invoice. From the main menu open Financials, click the Invoices tile and click the invoice's row.
- Read the header. Next to the title, the labels show the invoice state (Draft, or Send once it has been sent), the payment status (sent invoices only), Debit or Credit, and any Attention warning. Under the title: when it was created and for which branch.
- Read the four cards. Billed to shows the customer and number, and below it each booking on the invoice as Booking #… with a Payments link to that booking's payments. Invoice period shows the invoice date and the due date. Open amount shows what is still open and what is paid. Total (incl. VAT) shows the total, with the amount excluding VAT and the VAT under it.
- On a draft, choose the customer. Click Select a customer in the Billed to card and pick one from the full-page list. On a sent invoice the customer's name is a link that opens the customer.
- On a draft, fill in the Invoice details card: Branch, Date of invoice and Payment due. Invoice state, Debit or credit and Invoice aggregation are for reading only.
- On a draft, add lines. Click Add line on the Invoice lines card. Each line has a pencil icon to edit it and, on a draft, a bin icon to delete it. The totals under the lines show Subtotal excl. VAT, VAT amount and Total incl. VAT (and the discount when there is one).
- Write any remarks in Note (for your own team) or Invoice notes (shown only on an invoice that is not linked to a booking).
- Save. Click Save to keep your changes, or Save and next on a draft to save and carry on to sending; see Send an invoice to a customer. Discard changes closes without saving.
When it worked, the invoice list shows the invoice with its new values.
Key details
What is in the side column.
| Card | What it does |
|---|---|
| Payment | Paid x of y, a progress bar, Open amount, the due date, any Attention warning; Register payment and Payments & allocations. See See which invoices are paid and open |
| Accounting | Exact Online: Synced, Synced once the invoice is sent or Not synced yet, with Sync now. Peppol with Excluded from Peppol, when your company sends invoices over Peppol. Mark as synced manually on a sent invoice that is not synced |
| Documents | Attach a file; open the Invoice PDF (the official document) or the Unofficial copy (marked as copy); Fine when the invoice is for a traffic fine |
| Credit this invoice | Create credit, on a sent debit invoice that is not credited yet, or on a combined invoice |
An example of the cards. A sent invoice of €500.00 plus 21% VAT, with €200.00 paid, reads €605.00 under Total (incl. VAT), with €500.00 excluding VAT and €105.00 VAT below it. Open amount reads €405.00, with €200.00 paid below it, and the Payment card reads Paid €200.00 of €605.00. Amounts show in your company's currency.
The More menu holds Manage attachments, Document (on an invoice for one booking) and, on a draft only, Delete.
What moved compared with the classic screen. Skim this once; you will come back to rows as they come up:
| On the classic screen | On the new screen |
|---|---|
| Delete, Attachments, Document | More menu: Delete, Manage attachments, Document |
| PDF, Unofficial copy, Fine | Documents card |
| Sync, Mark as synced | Accounting card: Sync now, Mark as synced manually |
| Credit | Credit this invoice card: Create credit |
| Customer drop-down, New customer, Edit customer | Billed to card: Select a customer, and the pencil icon to edit |
| Invoice date, Due date | Date of invoice, Payment due |
| Invoice status, Invoice type | Invoice state, Debit or credit |
| Add above the lines | Add line |
| Notes | Note |
| Cancel | Discard changes |
| Register payment, only on a sent invoice without a booking | Register payment in the Payment card, plus Payments & allocations |
| No payment status on the screen | Payment status, Open amount and Attention in the header and the Payment card |
Invoice aggregation is read-only on the new screen. On the classic screen it could still be changed.
Crediting a booking invoice goes through the booking. Create credit on an invoice for a booking opens that booking with the message Please navigate to the invoices in the booking. Credit it from the booking's Invoices tab there; see Take back an invoice with a credit note. A funder or broker invoice opens its own Credit invoice pop-up instead; see Invoice and credit a funded booking. An invoice without a booking is credited on the spot.
What to do next: to send a draft, continue with Send an invoice to a customer; to follow up payment, see See which invoices are paid and open.
Q&A
Why did Create credit open the booking instead of making a credit note? The invoice belongs to a booking, and booking invoices are credited from the booking so the booking's invoiced amount stays right. Go to the booking's Invoices tab and use the credit icon on the invoice's row.
Why can't I change the customer, the dates or the lines? The invoice has been sent. Only a draft can be changed. To correct a sent invoice, credit it and make a new one: Take back an invoice with a credit note.
Why is there no Delete in the More menu? Delete appears only on a draft. A sent invoice cannot be deleted; credit it instead.
Why don't I see Invoice notes? The field appears only on an invoice that is not linked to a booking, such as a manual invoice.
Why does a colleague still get the old screen? The setting is per company, not per person. Check that Use new invoice screen was saved on Admin → Settings → Operational, and ask your colleague to open the invoice again.
Why is there no Peppol line in the Accounting card? It appears only when your company sends invoices over Peppol, the network for electronic invoices, and the customer is not excluded from it. See Send invoices electronically over Peppol.
Related pages:
- Raise an invoice by hand, for a manual invoice from start to finish.
- Send invoices to your accounting package, for what Sync now does.
- Find your way around the Booking details screen, the matching new booking screen.