Invoicing

In BrewOS you can draw up sales invoices for your customers either on the basis of shipments or freely from the customer's page. Invoicing covers

• creating, editing and approving invoices,
• sending invoices as e-invoices or transferring them to financial management software,
• credit notes,
• recording customer payments and tracking accounts receivable.

Which of these functions are available to you depends on the invoicing system chosen for your account (see below).

The invoicing features have been implemented so that they meet the invoicing requirements of the Finnish Tax Administration (Vero).

BrewOS's invoicing features do not, however, cover every situation, for example those relating to sales to other EU countries.

If needed, contact the service administrators if you need more information on how far the invoicing features cover different situations.

Before you start: settings

The invoicing settings can only be changed by a user with the account's owner role.

Settings > Invoicing

• Invoice number – the number of the next invoice to be approved. The number must be at least 100. The field is not shown if ProCountor is in use.
• Payment terms – the default payment terms in days from the invoice date.
• Account number – the IBAN printed on the invoice as the payment instruction. BrewOS checks that the number is valid when saving.
• Default cover note – an optional text added to the end of every new invoice.
• VAT in invoicing – shown only when ProCountor is used, see ProCountor integration. Finally, press Save changes.

In the E-invoices section at the bottom of the page, Sending shows which invoicing system is in use (or "not sent"). A system's settings are opened from the section's tiles (Maventa, ProCountor, Netvisor, Netbaron, Fennoa); the system in use is marked Enabled.

Settings > Payment methods

Payment methods are needed for choosing the invoice's payment instruction and for recording payments. Add a payment method with the form Add new payment method by choosing the Type and giving the Name. The type options are Company's own bank account, Company's cash register and Invoice factoring service.

Create at least one payment method of the type Company's own bank account: only this type carries the account number from the invoicing settings, which is printed on the invoice as the payment instruction. The name and type of existing payment methods can be changed in the list; save the changes with the button Save changes. The button Delete removes the payment method from the menus, but payments already recorded keep their payment method.

The invoicing system determines what can be done in BrewOS

An account can have one invoicing system in use at a time. A system is taken into use by saving its settings page, and saving also replaces the system previously in use. When an invoice is numbered in external financial management software, credits and the recording of payments are also handled there. BrewOS fetches the invoices' payment details automatically from ProCountor, Netvisor and Fennoa, so the payment status is also visible in BrewOS.

Customer details are maintained in BrewOS and are not imported into BrewOS from the financial management software. When an invoice is transferred to financial management, BrewOS links the customer to an existing customer there or creates the customer automatically.

Invoicing system	Who numbers the invoice	Sending from BrewOS	Credit note in BrewOS	Payments in BrewOS
None chosen ("not sent")	BrewOS (Approve)	No – download the PDF and deliver it yourself	No	No
Maventa	BrewOS (Approve)	Send e-invoice	Yes (Credit, when the invoice has an open amount)	Yes – recorded by hand
Netbaron	BrewOS (Approve); Netbaron may replace the number with its own	Send to Netbaron	Yes (Credit)	No
ProCountor	ProCountor	Send to ProCountor	No – do it in ProCountor	Fetched from ProCountor
Netvisor	Netvisor	Send to Netvisor	No – do it in Netvisor	Fetched from Netvisor
Fennoa	Fennoa	Transfer to Fennoa	No – do it in Fennoa	Fetched from Fennoa

The Invoicing section's tabs Payments and Receivables, the columns Payments and Open in the customer's invoice list, and the customer's Payments tab are shown when Maventa, ProCountor, Netvisor or Fennoa is used. The button Record payment is shown only when Maventa is used; with the others, payments are fetched from financial management. See Payments.

Creating an invoice

An invoice is created in one of two ways:

1. From a shipment: open the shipment and press invoice. The button is shown on a delivered shipment that has not yet been marked as invoiced; a shipment locked for delivery can also be invoiced from the ⋯ menu. If a row's price on the shipment appears to correspond to a single package instead of a multipack (or vice versa), BrewOS does not create the invoice straight away but shows the message Check multipack: correct the shipment's rows or press Invoice anyway. If there is already an unfinished invoice draft for the shipment, BrewOS opens it instead of creating a new one. If the shipment already has an approved invoice (and the invoiced mark has been removed with the button Undo invoicing), BrewOS does not create a new invoice straight away but shows the message Shipment already invoiced and explains how to cancel the earlier invoice with a credit note. With the button Create new invoice anyway you can invoice the shipment again; in that case credit the earlier invoice so that the customer is not invoiced twice.
2. From the customer's page: open the customer and press new invoice. This is how you invoice rows that are not based on a shipment.

The shipment's rows are copied to the invoice only once, when the invoice is created. If the shipment is changed after that, the invoice draft shows the message The invoice's product rows don't match the shipment. In that case, cancel the draft and invoice the shipment again, or correct the invoice's rows. If the draft has already been transferred to Netvisor or Fennoa, first delete it there and return it for editing (see Netvisor and Fennoa).

An invoice created from a shipment automatically gets

• the shipment's product rows with their prices and any discounts,
• deposit rows (Pantti: product name) for products that have a deposit,
• the shipment's customer reference in the invoice's Customer reference field.

The shipment is marked as invoiced at the same time.

A new invoice's date is the creation date, and the payment terms are taken, in order, from the customer's own payment terms, the customer group's payment terms or the invoicing settings' payment terms. For an invoice created from the customer's page, 14 days is used if none of these has been set. The payment instruction is the Account number from the invoicing settings.

Editing an invoice draft

A new invoice is a draft. A draft can be edited freely as long as it has not been approved or sent to financial management. Drafts are not shown in reports.

On the invoice's home page you can edit:

• Invoice details: Date, Payment terms, days, Due date (payment terms and due date update each other), Customer reference and Payment instructions. The payment instruction options come from the payment methods (see above). Choose a payment method of the type Company's own bank account – a choice of any other type leaves the invoice without a payment instruction, and it then cannot be approved.

• Rows: add a new row or click an existing row. The row's fields are

  • Description – the row's description,
  • Pcs – the quantity, at least 1,
  • Sales, EUR – the row's total excluding VAT before discount; the unit price is calculated by dividing the sales by the quantity. The amount can be negative, in which case the row works as a discount row,
  • Discount % – an optional discount that is shown to the customer on the invoice and deducted from the amount invoiced,
  • VAT class – the VAT rate and its basis. The menu lists the classes that have a rate in force today, and the row gets the chosen class's rate in force today. Rows copied from a shipment keep the shipment row's VAT class and rate; deposit rows get the general VAT rate.

  Save the row with the button Save or delete it with the button Delete row.

• Cover text: free text at the end of the invoice.

The customer's name, address and Business ID come to the invoice from the customer's details. If there is an error in them, correct them on the customer's page before approving the invoice: on an approved invoice the details remain as they were at the time of approval.

Export customers. If the customer is an EU or export customer, BrewOS automatically sets the VAT rate of 0 % and the correct VAT exemption ground (intra-Community EU sale or export outside the EU) on all of the invoice's rows, regardless of the VAT class chosen on the row. See Export customers.

Warnings. The invoice may show the warning Check multipack rows if a row's price appears to correspond to a single package instead of a multipack (or vice versa), or The S-ryhmä e-invoice is missing details if the customer's e-invoice format is S-ryhmä (S Group). The warnings do not prevent approving or sending.

A draft can be cancelled with Cancel in the ⋯ menu. A cancelled invoice is not shown in invoice lists. A draft already transferred to financial management (Netvisor, Fennoa) cannot be cancelled, and the Cancel button is then not shown. First delete the invoice from financial management and return it for editing in BrewOS (see Netvisor and Fennoa); after that it can be cancelled. Cancelling an invoice created from a shipment also removes the invoiced mark from the shipment, if the shipment has no other uncancelled invoice, so the shipment can be invoiced again.

Discounts

A Discount % can be set on the invoice's rows. The customer then sees both the full price and the discount on the invoice. Sales, EUR is the full amount before discount, and BrewOS calculates the amount invoiced and the VAT from the discounted amount. On an invoice created from a shipment, the discounts come from the shipment as they are. More on this in the pricing guide under Discount percentages.

Approving an invoice

When the draft is ready, press Approve. The button is shown when the invoice has a date and a payment instruction and the invoicing system is not ProCountor, Netvisor or Fennoa. On approval

• the invoice gets the next free invoice number and a reference number calculated from it (Payment reference),
• the invoice's details are locked, and the invoice can no longer be edited or cancelled,
• the invoice is included in reports and in the tracking of accounts receivable,
• an invoice created from a shipment records the invoice number on the shipment.

If there is an error in an approved invoice, it is corrected with a credit note (see below).

When ProCountor, Netvisor or Fennoa is used there is no Approve button: the draft is sent to financial management, which gives the invoice its number. See the system-specific guides: ProCountor, Netvisor, Fennoa.

The page of an approved invoice has the menu Documents, from which you can download the invoice as a PDF file (download PDF) or as an XML file (download XML). The XML file is an e-invoice in Finvoice 3.0 format, which you can deliver, for example, to your own e-invoicing operator.

Sending status

Under Sending on the invoice's page you see the invoice's sending status and the system through which it was sent:

• Awaiting sending – the invoice is in the send queue.
• Sent to accounting – the invoice has been transferred to the e-invoicing operator or to the financial management software.
• Sent to customer – the external system has reported the invoice as delivered or approved.

If the transfer has failed, the invoice's page shows the message Error: Transferring the invoice to accounting failed. with the error message given by the system below it, if any.

In the invoice's heading and in the invoice list the same status is shown briefly: Not sent, Awaiting sending, Sent, Delivered or An error occurred!.

Once the invoice has been transferred to financial management, it can no longer be edited in BrewOS.

Invoice list

You can find all invoices in two places:

• the invoicing item of the main menu, which opens the Invoice list. It has the invoices of all customers (cancelled ones are not shown) with the columns Number, Customer, Date, Status and Grand total. With the choices at the top of the list you narrow the view by sending status: All, Drafts only, Awaiting only, Sent only, Only delivered and Failed only. Each choice shows how many invoices it holds. Drafts only shows the invoices that have not yet been sent anywhere (including approved, unsent invoices), and Only delivered the invoices that have been reported as delivered to the customer. Clicking a row opens the invoice.
• on each customer's Invoicing tab, see Customer invoicing.

Crediting an invoice

A credit note cancels the original invoice in full with an invoice of the same amount and the opposite sign. A credit note can be made in BrewOS only when the invoicing system is Maventa or Netbaron (see the table above). With other systems, the credit is made in the financial management software.

1. Open the approved invoice and choose Credit from the ⋯ menu. When Maventa is used, the action is shown only if the invoice still has an open amount and it has not been marked as paid or void.
2. BrewOS creates a credit note draft into which all rows of the original invoice are copied as negative. The credit note's rows cannot be edited.
3. Check the draft and press Approve. The credit note is numbered from the same number series as the sales invoices.
4. Send the credit note like a sales invoice (Send e-invoice or Send to Netbaron).

After this, the original invoice shows the link Credited, and it is no longer counted as an open receivable. If you cancel the credit note draft, the original invoice returns to being uncredited.

Marking an invoice as paid or void

If an invoice has been paid or settled outside BrewOS – for example, the customer paid in cash or the invoice was credited in the books – you can remove it from the open receivables without a payment or a credit note. The marking can be made with any invoicing system on an approved invoice that has not been credited in BrewOS. It cannot be made by a user with the Sales role.

1. Open the invoice and choose Mark as paid / void from the ⋯ menu.
2. Choose the marking:
   • Marked as paid – payment was received but not recorded in BrewOS,
   • Void – the invoice won't be collected, e.g. an incorrect or settled invoice.
3. Give the Date on which the invoice stopped being open. The date cannot be before the invoice date; the bookkeeping reports count the invoice as open until this date.
4. Optionally write an Explanation, for example "paid in cash".
5. Press Save marking.

The marking is shown in the invoice's heading and in the Open column of the customer's invoice list, and the invoice is left out of the receivables. Payments already recorded on the invoice stay as they are, and nothing is sent to the customer or to financial management. When Maventa is used, a marked invoice can no longer have a payment recorded or a credit note made. The marking can be undone with Undo marking in the ⋯ menu, after which the invoice is shown as open again.

Accounts receivable

When Maventa, ProCountor, Netvisor or Fennoa is used, the Receivables tab of the Invoicing section shows the customers who have open (unpaid) invoices: the customer's Open balance, the Oldest due date of the open invoices and the total of all open receivables. The list can be sorted by the column headings, and clicking a row opens the customer's invoices.

When Maventa is used, see Payments for how to record the payments received so that accounts receivable stay up to date. When ProCountor, Netvisor or Fennoa is used, payments are fetched from financial management automatically. An invoice marked as paid, settled with a credit note, voided or written off as a credit loss in financial management is not open, and neither is an invoice marked as paid or void in BrewOS. Invoices whose payment details have not yet been fetched are not included in the balances; their number is shown at the top of the tab.