Create a new sales invoice

You can create new sales invoices to the buyers who you have connected with in the application. If you have received an order from your customer to the BNP, please see how to create invoices from orders.

Open

Open

Open sales invoice form in one of the following ways:  

• Click Invoice and select Overview. The Invoice Overview page opens. Click Create Sales Invoice. The Sales Invoice page opens. 

• Click Invoice and select Key-In. The Sales Invoice page opens. 

1. Your supplier details such as Name, Address and Identifiers are automatically populated based on your company profile details. In addition you can select a contact person from the Supplier Contact field.

   1. Note: you must have address type “Invoice” or “Default” saved to your company profile before you can send an invoices.

2. From the Customer drop-down menu, select the desired customer. Customer address details are populated from the customer profile. However, if your customer has not provided address details, you are requested to fill them in. 

3. In the Invoice Number field, enter a unique, continuous invoice number. For the next invoice, a new number is automatically added.

4. Click the Invoice Date field, and select the invoice date. 

5. Click the Due Date field, and select the due date.  

6. From the Currency drop-down menu, select the desired currency. 

7. From the Bank Account drop-down menu, select the desired bank account. 

8. Enter other data as necessary:

   1. Order Number field in case the invoice is related to a purchase order.

   2. Add a Bank Payment Reference field. The application automatically calculates bank payment reference in Finnish format.

   3. In case your customer is Swedish, the Buyers Reference is mandatory field.

   4. f you want to add a free text message to to the invoice, use the Comment field. 

Add PDF attachments as follows:  

1. Click the 0 document(s) link.

2. The Invoice Attachments window opens.  

3. Note that you need to save the invoice before adding attachments. Application creates automatically invoice image in PDF format. Please see step 10.

   1. Click Upload. 

   2. Browse to the desired directory and add the attachment by clicking Open. The file is added for the invoice.

   3. If necessary, you can remove the attachment by clicking the button. You can also add another attachment by clicking Upload again. 

   4. After adding all attachments, click Close. 

Add invoice lines

The first line item is shown with fields open for editing. If you want to add more lines, click Add an invoice item.

1. Item ID field, enter your ID, such as product code for the invoice item. 

2. In the Item Description field, enter a short description of the invoice item, such as product or service name. 

3. In the Quantity field, enter the number of units invoiced. 

4. From the Unit drop-down menu, select the correct unit. 

5. In the Net Price Per Unit field, enter the price for one unit.  

6. In the VAT% field, enter the VAT percentage. 

7. Tax category, select the correct VAT or tax category. More information https://opuscapita.atlassian.net/wiki/spaces/HTUCSP/pages/12605489162/Taxes+and+surcharges+on+invoices#Invoice-tax-and-tax-categories

8. Invoice line Total amount is automatically calculated.

9. If necessary, enter surcharges as follows: 

   1. Below Line Item List, click Add a Surcharge. The surcharge-related fields open for editing. 

   2. From the drop-down menu in the first field, select the type for the surcharge: Freight, Packaging or Postage. 

   3. Add Price per unit and the VAT percentage.  

10. Invoice Total Net Price, Total tax and Total Gross Price is automatically calculated based on the invoice line data.

11. Automatically generated invoice image can be viewed my clicking PDF Preview button.

1. Click Save. The Save or Save and Send window opens. You can either save the invoice as draft document and continue editing it later, or save and send the invoice to the customer.