In this view, you can directly invoice the customer and override the payment method and due date. This is often used for private customers who will settle payment at the time of delivery.
In the order view, click "Direct Invoice" in the top menu when you want to invoice the current order.
The number in parentheses shows the number of invoices/credit notes linked to the order.
In the direct invoicing view, you see lines ready for invoicing (RFI). Here you can preview the invoice before you invoice and possibly send it to the customer. You can choose to invoice the entire or part of a rental period. The invoice can also be credited, re-invoiced, and sent/printed in this view.
At the bottom right, you find the total amount both excluding VAT and including VAT, reflecting the invoice.
At the bottom left, you see all invoices/credit notes that have been created for the order.
A warning triangle with tooltip appears informing about missing RFI or missing price on one or more order lines within the order:
You can easily jump back to the order view by clicking "Order" in the top menu:
Invoice Date:
Here you enter the date for invoicing. The system automatically selects today's date, but it can be overridden. The invoice date determines the period the revenue is recorded for, in relation to export to accounting and basis for reports. The invoice date should therefore be set to the month in which the revenue should be recognized. If it is September and you want to invoice an order that should be recorded in August, the invoice date must be set to a day in August.
It is the invoice date that determines which values are shown in the various reports under "Finance". Only the report "Invoiced Products (special)" shows what has actually been invoiced in a selected rental period, regardless of the invoice's invoice date.
If you want a reminder about the invoice date every time you invoice, this can be activated under Settings > Standard Setup > Invoice:
If this setting is enabled, you will get a reminder about the invoice date when you click the "Invoice/Credit" buttons:
When you change the invoice date, the due date also changes. If you want the due date to remain unchanged, you can enable this setting under standard setup > invoice:
Payment Method and Due Date:
"Payment Method" and "Due Date" are fetched from the customer card but can be overridden in the direct invoicing view.
If the customer pays by card/cash in the store, the payment method must be changed to "BankAxept" for card payment or "Cash" for cash payment. This generates a cash receipt that does not contain a due date or KID number.
Cash settlements can be created under "Reports > Economy > Cash Settlement" after the desired interval.
Here you also find Cash Settlement History which can be exported to Excel or sent by email.
Reference and Invoice Note
These are fields fetched from the order view but can be overridden in the direct invoicing view.
If you remove the content in these fields, it does not disappear from the order view but only on the current invoice.
The reference field is fetched from the "Key Info" tab.
The invoice note field is fetched from the "Finance" tab.
Invoice Period to (Inv.per(to)):
The billing rule controls the date shown in the "Billing Period(to)" field.
Invoicing is done up to and including the date shown here.
If the customer has invoicing on the last day of the month, it is always the last day of the current month that is shown here.
For example, if you only want to invoice March, the date must be changed to 03/31/2026 and then click the "Update" button.
If the rental period spans two billing periods, you can click the "Entire Period" button to get the entire rental period on one invoice.
Invoicing and Sending the Invoice
When you have selected the correct invoice date, the correct period, and are ready to invoice, you have 3 options (depending on whether the settings indicate if you should send the invoice to customers or not):
- Invoice
- Invoice + Send
- Invoice + Order Doc
Your choice is remembered at the user level but can of course be overridden the next time you invoice.
Invoice: Click this if you only want to create the invoice and not send it to the customer. The invoice is added to the history at the bottom of the view. Here you can preview, credit, or print/send to the customer.
Invoice + Send: Click this if you want to create the invoice and send it to the customer.
The print and dispatch view opens and retrieves the payment method from the customer card (print/mail, email, or EHF). This can be overridden in this view.
- If you want to send the invoice by post to the customer, check "Print" and click "Print" if you have set up direct print or PDF to print the invoice.
- If you want to send by email, check "Email" and enter the recipient's email address (semicolon for multiple email addresses).
- If you want to send via EHF, check "EHF" and enter the organization number in the email address field.
When sending by email and EHF, you must click the "Send Email/EHF" button for the invoice to be sent.
After clicking the "Send Email/EHF" button, the email status changes to "Sending" and you can then close the view. The invoice is sent approximately every 10 minutes, so the status will not immediately change to "Sent".
Invoice + Order Doc: Click this if you want to send/print other documents to the customer in addition to the invoice. When you click this button, the print view opens and you can send/print the invoice and other desired documents:
Email/EHF History:
After you have sent an invoice by email/EHF, you can click the link on the right side for more information about the dispatch.
Here you can see, among other things, the date and time the invoice was sent and the recipient it was sent to.
Invoicing Reminders:
- Check if there is a warning about missing price/RFI
- Set the correct invoice date
- Set the correct payment method if an invoicing customer is paying cash or a cash customer is invoiced
- Set the correct billing period
- Preview the invoice to check that everything looks correct
- Click invoice, invoice + send, or invoice + order doc
- Remember to click the "send email/EHF" button in the print and dispatch view