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Many fields are initially pre-assigned. First fill in the yellow mandatory fields in the form. We will explain the most important fields of the individual business objects. We will then go into the lower part of the form with the various tabs.
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Invoice status
This value can be changed manually before posting or fixing; further changes to the payment status are then derived from the change to the clearing status of the open item.Language
Is preset from the customer, relevant for the layout rule assistant.Country code
Is preset from the invoicing party's main business focus for VAT purposes, but can also be selected from other countries in which the invoicing party is liable for tax. This information must be entered in your own company settings under Organization > Administration > Companies: Manage company > GO Company settings .
The country code determines the assignment to the advance VAT return.Place of performance
The field is pre-assigned from the address of the invoice recipient.Tax subject
The tax subject controls the revenue account and tax key determination in conjunction with the revenue account preallocation depending on the product type.Price indication
Control whether the prices are assigned net or gross. See also the information on the product master. In the case of a gross display, the line-by-line item discount is not available.Service date from ... to
The fields are also used internally to pre-assign deferred income (see below).Posting date
The invoice enters financial accounting (sales taxation, reports) on this date. You can preset this on the basis of the document or service date(billing settings).Invoice type
The default is single invoice, for down payment invoices the booking changes accordingly, you can assign down payment, partial or partial invoices to a final invoice.Down payments and partial payments
Here you can assign other invoices to a final invoice.Invoice text
The content of this text field is listed as the posting text in the financial accounting entry.Predecessor and successor
If you work with the automated document process, you can see the upstream documents (offer, order) and the downstream correction invoices here.Information for customer advisors
Customer-related data that is important for the billing process can be stored here. The content is displayed for each individual customer and is therefore visible in every invoice for the same customer.
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We have already described the functions of many tabs in the orders section. Information on the tabs that appear specifically in billing or correction invoices can be found below:
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To send your invoices directly by e-mail, click on the Send button (15). The e-mail can be sent directly from the program. It will be sent to the recipient's e-mail address stored in the contact details. In the form that opens, you also have the option of customizing the text of the e-mail and adapting it with the help of text modules. The standard layout for invoices defined under Master data > Document layouts or the layout defined by the rule wizard is used as the basis for the attached PDF document.
You can use the $Logo placeholder to store your company logo in the email. Upload a graphic file as a logo in the contact of your company(Setup Assistant > Company) and insert the placeholder in the text module used for the email.
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If you want to create your invoice as a PDF for printing, edit it in LibreOffice or assign another document layout in .dot or .odt format instead of sending it by email, you can do this under (16). More about document layouts can be found in this chapter.
You can also enter an immediate payment using the multifunction button (16). This means that the customer pays the invoice in cash on the spot. The cash payment is collected in a cash register. If you select this option and click the button, a window will open in which you can specify which cash register should be used to collect the money. Make sure that the corresponding cash sheet is open.
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If you have selected under Organization > Master data > Billing > Edit billing settings > Document creation: Create invoice PDF as ZUGFeRD: Invoice data convenience, you can enter data for the ZUGFeRD file to be generated that differs from the information stored in the customer or vendor tabs in the contact file. This does not overwrite the contact's master data, but only applies to this one document. See also electronic invoices.
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"XRechnung" tab in the invoice
As an option to the routing ID stored in the customer, you can enter further information relevant to the respective document here. See also electronic invoices.
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"Accruals" tab in the invoice
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as a deferred income account (PRAP) the corresponding passive balance sheet account. In SKR03, account number 0990 is provided for this purpose,
the deferred revenue account. A specially created revenue account is recommended to enable net deferral (no pre-assigned tax key) and a different report assignment. You can assign individual accrual offsetting accounts to the revenue accounts in the G/L account master.
The accrual period is set to monthly.
The number of accrual postings is calculated automatically by setting the service date and service date to. Alternatively, this value can also be set manually.
Based on your previous entries, Scopevisio proposes an accrual amount that is evenly distributed over the number of accrual postings. You can adjust this manually.
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When posting the outgoing invoice, Scopevisio also posts the entire amount to PRAP via an accrual contra account and creates an automatic recurring posting plan based on the parameters, which then reverses the PRAP.
We recommend that you mark the selected PRAP account as reconcilable and carry out a regular G/L account reconciliation.