11.2 Manual invoice

This section allows manually inserting an invoice in the system, compiling all the fields described below. The invoice details are arranged in three main tabs:

GENERAL TAB

manual_invoice_general

This tab holds the primary information of the invoice:

• Number: A progressive and unique number that identifies the invoice in the system. It is automatically assigned at the invoice creation, and this field is not editable.
• Suffix: A custom text that can be configured in the Document numerator section, and it's related only to the current station. Useful to group invoices by station.
• Date: Issue date of the invoice. At the creation of the invoice, this field is filled with the current date by default, but users can change it according to their needs. When the date is modified, deadline dates will change accordingly.
• Document type: The type of invoice. They can be configured in Configure document type section, and the user can choose by default among these values: Invoice, Credit note, Proforma and Deposit. This field can be changed only during the creation phase.
• Module type: The report used to print the invoice. Reports can be associated with module types in the Configure module type section. For manual invoices, the only type selectable is "Manual invoice".
• Customer: Information about the customer to which the invoice is issued. A search form will allow the user to look for the desired customer among the ones inserted in Personal data by clicking on the button beside these fields. Once selected, the two fields will be compiled with the ID and name of the customer.
• Payments: The payment method used by the customer to pay the invoice. Clicking on the button beside these fields, a search form will allow the user to look for the desired payment among the ones configured in the payments table, which is available in Money settings (desktop version) or Etere Configuration > Settings > Payments. Once selected, the two fields will be compiled with code and description of the payment.
• Bank: The customer's branch of the bank. Clicking on the button beside these fields, a search form will allow the user to look for the desired bank among the ones configured in the bank's table, available in Money Settings (desktop version) or Etere Configuration > Settings > Banks. 

  Once selected, the two fields will be compiled with code and description of the bank.

• Discount: Insert here the discount percentage intended to apply to the invoice.
Related credit note: If the current invoice has a credit note associated, insert its code here.

LINES TAB

manual_invoice_lines

An invoice is made of lines which contain all the services and goods purchased by the customer. Each line shows the following details:

• ID: The unique identifier of the line. This is a progressive number independent from the invoice. For example, if the last created invoice has five lines with IDs from 20 to 24, the first line of the next invoice will have ID 25.
• Line type: Indicate to which of the following types the line is related:
  
  • Description: It's the standard type. It refers to an order line and specifies its total invoice able amount.
  • Deposit: Use it to include in the invoice a single amount without quantity or price.
  • Notes: It's the most straightforward type, used to have a brief additional description in the invoice.
  • Rounding up: Use this type to add an amount that will be used to round up the total invoice.
• Description: Insert a brief text that will help to identify what the cost refers to.
• Quantity and Price: These fields, enabled only for description line type, are related to the number of runs and unit prices used to calculate the total amount.
• Discount: Indicate here any discount to assign to the line. The discount will be subtracted from the taxable amount, and the total amount will update accordingly.
• Taxable: The invoice net amount is calculated automatically, not considering the VAT percentage.
• VAT code: Select the appropriate VAT\GST code from the droplist among the entries configured in the VAT codes table. The table is available in Money settings (desktop version) or Etere configuration > Settings > Codes VAT/IVA/GST. Money will calculate the VAT amount from the price, subtract it from the taxable amount according to the percentage set in the table, and then add it to the total.

  WARNING: The acronym (VAT\IVA\GST) changes Etere GUI according to the country set in:

  Etere Configuration > Settings > System.
  

  WARNING: This field is mandatory for all the line types except for the Notes type.

• VAT: The amount calculated from the price and subtracted from the taxable amount, according to the VAT code's percentage.
• Total: The total price of the invoice line, calculated considering the VAT amount. It can be either an automatically calculated value (if the line type is set to description) or a fixed value (if the line type is set to deposit or rounding note).
• Free: Indicate if the line is free.
• Compensation: Select the appropriate account code used for invoicing from the ones configured in the Chart of accounts. The Chart of Accounts can be set in Etere Configuration > Settings > Chart of Accounts or in Etere Money (desktop version) > Chart of Accounts.
• Details: If the line is related to a specific order line, set it here.

  Lines can be deleted by selecting one or more lines with the tickbox on the left and pressing the button with the bin.

DEADLINES TAB

manual_invoice_deadlines

This tab shows all the deadlines of the invoice in a table with this information:

• Date: The date is calculated by adding the issuance day + the payment limit, according to what has been configured in the payment selected for this invoice.
• Amount: Total amount of the invoice.
• Description: The document type is set in the General tab.
• Paid: This checkbox appears ticked when an invoice has been paid.

OPTIONS

This menu allows you to perform the following actions:

• New: Create a new invoice.
• Save: Save the modifications applied to the current invoice.
• Delete: Remove the current invoice from the system.
• Reports: Allows to download or print the pdf file of the invoice.