Create invoices from orders

Before you can flip a purchase order into an invoice, you need to confirm it (see Confirm or reject purchase orders). After confirming the purchase order, you can flip the order into an invoice right away or at a later stage. You can then either save the invoice as a draft or save the invoice and send it automatically via the messaging platform.  

After you have reported your service efforts to a buyer (see 4.3 Report efforts on service orders) and the buyer has approved your report, the service order is changed to a goods receipt, after which you can flip it into an invoice. 

Open

Create invoice from an orders as follows:  

1. Click Orders, and select Overview. The Order Overview page opens.  

2. Select an order that is in Confirmed status and click Open. The Order page opens.  

Open

3. Bottom of the order screen, click Flip.

Invoice header:

1. The Sales Invoice page opens, with the details from the purchase order or the goods receipt. Supplier and customer details are automatically populated from the order details. You can change your contact person in the Supplier Contact field.

2. In the Invoice Number field, enter a unique number or allow the application to create a continuous invoice number.  

3. Add invoice Due date. This is not automatically calculated based on the term of payment.

4. Currency is automatically selected based on the order currency.

5. Bank account is automatically selected, but if you have several bank accounts stored to the company profile, you must select one from the list.

6. Order number is copied from the original order and can’t be changed.

7. If necessary, add a bank payment reference in the Bank Payment Reference field. The application automatically calculates bank payment reference in Finnish format. In case your customer is Swedish, the Buyers Reference is mandatory field.

8. If you want to add a free text message to to the invoice, use the Comment field. 

9. You can add one of more Attachment files to the invoice header. Before you can upload a document, you must save the invoice as a draft first. After invoice is saved, the upload button is available. Please note, only PDF attachments are allowed.

Invoice line items:

10. Invoice line items are copied from the order: Item ID, Item Description, Quantity, Unit, Price Unit, Net Price and VAT %. In addition, Delivery Date and Delivery address are added to the invoice from the order data.

11. Add Custom Clearance No. or Country of Origin if necessary.

12. Add line level specific invoice attachments, by clicking the attachment icon:

13. If you want to invoice the order only partially, please continue to Partial invoice instructions. Or, if you want to add invoice surcharge lines, please continue to Surcharge lines instructions.

14. Click Save. The Save or Save and Send window opens. 

15. If you want to send the invoice to the customer, click Save & Send. Otherwise, click Save and the invoices is saved as a draft invoice. You can find it from the Invoice overview.