Create invoice
From the FINANCE module, click on the New invoice button on the All outgoing invoices page. This will take us to the edit form of a new record of the outgoing invoice. Here we fill in the friendly name and use the picker to select the customer. Invoice data including its items can be easily copied from an existing invoice using the Create copy of picker. After selecting a certain invoice, all available invoice data will be filled into the new invoice as well.
Create invoice items
Items represent specific services or products that we invoice to our customers. We click on the New item button and go to the new item form. We can insert either items without a link to products or inventory, items from the product catalog or a inventory items. In our case, we insert Inventory item using the picker and then select its quantity. When we're done, we save the item form. We can now see the item created by us in the Invoice items table. After saving an item, we can add more in the same way.
Export invoice to PDF format and print invoice
After completing all the adjustments, we can export the invoice for printing. In the Print reports section, click on the Invoice button. This step will create a PDF file for us, which we will then print. At the end, we click on the Save button.
Electronic invoice for sending by e-mail
An invoice we want to send to the customer by e-mail is created with the E-mail button in the Print reports section. It creates a PDF file with an embedded electronic invoice, which the customer can read into their accounting system without retyping the data:
- A domestic customer receives an electronic invoice in the ISDOC format.
- A foreign customer receives a Factur-X hybrid invoice according to the European standard EN 16931 – a file in the PDF/A-3 format with an embedded invoice in the CII format.
A customer is considered foreign if their country differs from the country of the business unit issuing the invoice. The customer's country is determined from the Country field of the invoice; if it cannot be recognized, from the prefix of the customer's VAT number, and otherwise the customer is considered domestic.
If the Factur-X invoice cannot be created – for example when the invoice has no items or when the VAT breakdown does not match the items – an electronic invoice in the ISDOC format is embedded in the PDF, as for a domestic customer.
The Invoice button creates a PDF intended for printing and does not embed an electronic invoice in it.