Create sales invoice

To create a sales invoice from sales order:

• click on the document icon found in the beginning of each document row in sales orders list view or
• click on the button Create document in sales order view.

To create invoice without order based on your product and price info - click on the button + New in sales invoices list view.
NB! This functionality is accessible only for companies who are additionally using the service Product Data Management (PDM) that allows to manage products, prices and partners in Telema Portal.

Invoice creation view will be opened.

At first only the tab Start is active. Other tabs are shown, but inactive, they will be activated as you go through the invoice creation process.
All mandatory fields are marked with *.

Start

Invoice no - invoice number is generated automatically. You can overwrite the given number if needed.
Invoice date - by default the invoice date will be set as today's date. In case required you can change the date by entering the date in format dd.mm.yyyy or choosing the suitable date from the pop-up calendar.
Due date can be inserted in two different ways:

• entering Payment terms (days) - number of days within the invoice must be paid. Then the due date will be calculated automatically into the next field.
• entering  Due date - date when the invoice must be paid - in format dd.mm.yyyy into the corresponding field or choosing suitable date from the pop-up calendar. Payment terms (days) will be calculated automatically into the previous field.

Invoice parties info (fields Billed to, Supplier, Orderer, Ship to) will be filled automatically with the companies data found in the order when you're creating invoice from a certain sales order. In this case you cannot change the data.
If you are creating invoice based on master data, choose the required parties from the given drop-down lists.

Invoice type - choose the correct type. Debit is always by default, but you can always choose to make a Credit type invoice.

Currency - to set the invoice currency choose appropriate one from the drop-down menu. By default, currency according to the country of the branch will be automatically selected.

You also have to fill in the field Delivery date - the actual date of the delivery. Enter the date in format dd.mm.yyyy or choose the suitable one from the pop-up calendar.

In case required you can add to invoice information about the source documents (e.g. order, despatch advice, receiving advice).
When creating invoice from sales order, the order number and order date from which you are creating the document will be added automatically. In addition it is possible to add other document's info.

You can also add the payment reference number to the invoice. Enter the number into Payment reference no field.

In case you would like to cancel creating the invoice, click on the button CANCEL in the end of the page. You are asked to confirm your action.

• Choosing YES, will redirect you to the invoice list view.
• Choosing NO, will leave you to the invoice creation view and you can proceed.

After entering all the necessary data, click on the button NEXT. You will be directed to the next tab Add products or Confirm.

Add products

NB! This functionality is accessible only for companies who are additionally using the service Product Data Management, which allows to manage products, prices and partners in Telema Portal.

Here you can choose the products to add to the invoice if you have uploaded the products' data to Telema.

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
Quantity invoiced
Unit
Base price
Disc %
Price
Amount - the value will be calculated according to the following formula: Quantity invoiced x Price = Amount. In case required you can overwrite it.
VAT % - 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/or 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
Serial no - enter a serial number
Valid until - enter the valid until date by picking the date from a pop-up calendar or by entering the date in the format dd.mm.yyyy. Entering Lot quantity will be mandatory.
Best before - enter the best before date. Entering Lot quantity will be mandatory.
Lot quantity - enter the products' quantity that were invoiced from this certain lot.
Unit

Add as many products as necessary.

If all the products are inserted, click NEXT.

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

Confirm

Here you will see the final view of the invoice to review all the data:

Invoice header

• Invoice no
• Invoice date
• Payment terms (days)
• Due date
• Billed to – detailed information about the company being billed
• Supplier
• Orderer
• Ship to
• Invoice type
• Currency
• References
• Dates
• Comments – comments, remarks
• Created by – information about the person who created the invoice: name, phone number, email address

Invoice rows - product rows

Invoice sum block

• Total without VAT - invoice sum without VAT (in case invoice has products with different VAT rate)
• Total without VAT (%) - invoice sums without VAT for all different VAT rates
• VAT - VAT sums for each VAT rate; each product can have different value

    For example: 1) With VAT rate 0%, insert the value as 0.

                           2) If the product is tax-free, leave the field empty. A new comment box will appear in Sum total block and there you can insert the reason (eg. corresponding VAT Act)

• Sum total - total sum of the invoice with VAT

The detailed information given in document's header is hidden by default. To see the whole data, click on the labels (Billed to, Supplier, Orderer, Ship to, References, Dates, Comments, Created by).
To add any comments to the invoice use the field Comments. Click on the label and write the comment into the textbox.

If you would like to change the delivery date for example, go back to tab Start, make the changes and turn back to tab Confirm.

In case you were creating an invoice from sales order, you will only the product rows that were given in the order from which you were creating the document.
Products quantities are left empty. You can easily copy the ordered quantities to the invoice by clicking on the button COPY ORDER QUANTITIES. You can also add the quantities one by one manually.
To add the same discount rate or VAT rate to all products rows at once, write the value into the field right below the column name (above the product rows). In this case the value will be copied to all product rows.

In Confirm view you can also insert and/or change the products' prices.

It is also possible to add and additional product row from blank if required, meaning that all the product details (product codes, description, etc) has be added manually. To add a product row from blank, click on the button +ADD PRODUCT in the end of the product rows. After that a row with blank fields will be inserted below the existing product rows.

Notice! You can enter the numeric values with 5 decimal places. You can decrease the precision of numeric values (prices, quantities) by clicking on the button DECREASE DECIMAL. NB! When the decimal places are once decreased, it's not possible to redo them.

When all the mandatory field are filled and products added you can issue the invoice. To do that click on the button SEND. You will be notified about the successful sending by the message Successfully sent.

Finally you will be directed to the list view of sent invoices (menu INVOICES tab Sent).