Create sales invoice based on product data

Log into Telema web.

Choose "Sales" from the upper menu.

Then choose "INVOICES".

You will be shown the list of sales invoices.

To start creating a new sales invoice based on masterdata, click on the icon "New".

You will be redirected to the invoice creation view.
There are four different menu tabs shown.

At first, only tab "Start" is active. All the other tabs are inactive, but will be opened throughout the invoice creation process.

All the fields marked with  on "Start" page should be filled in mandatory.

• "Invoice no" - the invoice number in your ERP.
  Enter the invoice number from your ERP.

• "Invoice date" - the invoice creation date.
  Pick the date from a pop-up calendar or by entering the date manually in the format dd.mm.yyyy.

• "Payment terms (days)" - the number of days within the invoice should be paid

• "Due date" - the date when the invoice must be paid the latest.
  When filling in the "Payment terms", the due date will be calculated automatically.
  It can be also entered by picking the date from a pop-up calendar or by entering the date manually in the format dd.mm.yyyy.

• "Supplier" - the supplier's branch who shipped the goods.
  In case your company has only one registered branch, the branch's info will be added by default.
  In case your company has more than one branch choose the right one from the drop-down list.

• "Ship to" - the buyer's branch to whom the products have been shipped.
  Choose the right branch from the drop-down list.

• "Delivery date" - the date when the goods were shipped.
  It can be entered by picking the date from a pop-up calendar or by entering the date manually in the format dd.mm.yyyy.

NB! The date fields do not have any limitations for using both past and future dates. Please consult with the buyer company to make sure that they are capable to process documents with future dates.

Here you can also change the the invoice type.
By default you start creating a regular (debit) invoice, but it's also possible to create a credit invoice. In this case just change the invoice type to "credit" from the drop-down list.

To go on, click "NEXT".

The system will then check whether all the mandatory fields have been filled with proper values.

• If all the entries are correct, you will be redirected to the next tab "Add products".
• If there occured some mistakes, the system will show you error messages stating the errors found, problematic fields will be highlighted.

Under the tab "Add products" you can choose products you want to be shown on the invoice.

Here you can add products by:

• Searching them by symbols from the product description, GTIN or product code.
• Searching them by opening product groups

To use the first possibility, enter at least 3 symbols in the search window and click either Enter on the keyboard or the Loop icon beside the search box. To get correct results, please make sure that you have chosen the right search parameter before searching.

Search results will be shown in the table below.

To search products from product groups, click on the group of interest. In case it contains additional subgroups choose required one until you will be shown the contents of the group below as a product list.

In both cases you will be shown the products included in the assortment for this buyer's branch for the delivery date in corresponding to the currency you chose on "Start" page.

You will see the following information about the products:

• "GTIN"

• "Supplier product code"

• "Product description"

• "Unit"

• "Quantity invoiced"
  You can enter the quantity with up to 3 decimal places.

• "Base price"
  It is filled with the information found in Telema system.
  In case required you can overwrite the price. The system allows to insert a value with up to 4 decimal places.

• "Discount %"
  It is filled with the information found in Telema system.
  In case required you can overwrite it. The system allows to insert a value with up to 4 decimal places.

• "Price"
  It is filled with the information found in Telema system or calculated based on the given base price and discount percentage.
  In case required you can overwrite the price. The system allows to insert a value with up to 4 decimal places.

• "Amount"
  The value will be calculated according to the following formula: "Quantity invoiced" x "Price" = "Amount".
  In case required you can overwrite it.

• "VAT %"
  It is filled with the information found in Telema system.
  In case required you can overwrite the value. In case of VAT 0%, fill in 0. In case of VAT NOTTAX, leave the field empty.
  NB! The system allows to input rows with different VAT rates.

• "Comments"
  You can enter comments or notes per each product line.

When you enter information on rows the following calculations are performed:

• "Price" will be calculated as soon as you have entered "Base price" and "Discount %".
  You can also overwrite it, adjustments to "Discount %" will be done automatically.

• "Amount" will be calculated as soon as "Quantity invoiced" and "Price" are entered.
  You can overwrite it in order to match the original paper invoice.

In case you supply goods that have information about lot numbers or best before dates, click on the button "ADD DETAILS" to enter the required data.
An additional row with the following information will be shown:

• "Lot number" - enter a valid lot number

• "Best before" - enter the best before date by picking the date from a pop-up calendar or by entering the date in the format dd.mm.yyyy.

• "Unit"

• "Lot quantity invoiced" - enter the products' quantity that were invoiced from this certain lot.

Add as many product as necessary.

If all the products are inserted, click "NEXT".

Then you will be directed to "Confirm" page, where you can overlook all the information added to the invoice.

If needed you can decrease the number of decimal places of numerical values by using the special button on the top of the product rows. NB! When the decimal places are once decreased, it's not possible to redo them.

To continue creating the invoice at a later time, you can save the document by clicking "SAVE".
You can find the invoice afterwards from the menu "INVOICES" under the tab "Draft".

To cancel the invoice creation process, click on "CANCEL".

To send the invoice, click on "SEND". The system will notify you if the invoice was sent successfully and redirect you to invoice list view.