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Create a new sales invoice

Create a new sales invoice

Owned by Vesa Koskinen
Last updated: yesterday at 8:58 am
4 min read

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.

To send unlimited invoices to any recipient in the OpusCapita Business Network, please contact our sales team: OpusCapita Sales.

Free invoice sending is only available to customers who invited you to register. More information here: Registration for free users and suppliers

 

Open sales invoice template:

  • 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. 

Add invoice header details:

  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. You must have address type “Invoice” or “Default” saved to your company profile before you can send an invoice.

    2. Available invoice header fields (* = mandatory field)

  2. 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. Invoice Number * - enter a unique, continuous invoice number. For the next invoice, a new number is automatically added only if automatic numbering is enabled in the settings.

  4. Invoice Date * - select the invoice date from the calendar. 

  5. Terms of Payment - predefined payment term options opens. Terms can be defined in the settings.

  6. Due Date * - select the invoice due date from the calendar. Due date is automatically calculated if payment term is selected.

  7. Currency - from the dropdown menu select the desired currency. 

  8. Bank Account * dropdown menu, select the desired bank account. Bank accounts are defined in the company profile. In settings, you can also enable bank account free text input.

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

 

Add PDF attachments as follows:  

You need to save the invoice before adding attachments. Application also creates automatically invoice image in PDF format.

  1. Click the 0 document(s) link.

  2. The Invoice Attachments window opens.  

  3. Click Upload. 

    1. Find the PDF attachment in file browser and Open. The file is added for the invoice.

    2. You can remove the attachment or add another attachment.

    3. 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. More information about surcharge lines, go to: Taxes and surcharges on invoices

image-20250403-084604.png

 

  1. Item ID * - enter your invoice item identifier, such as product code or project number. 

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

  3. Quantity * - enter the number of units invoiced. 

  4. Unit * dropdown menu, select the correct unit. By default piece is selected. 

  5. Net Price Per Unit * - enter the net price for one unit.  

  6. VAT% * - enter the VAT percentage. 

  7. Tax category *, select the correct VAT or tax category. More information Taxes and surcharges on invoices | Invoice tax and tax categories. By default standard rate is selected.

  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.

 

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.

 

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