These are the lists your invoices draw on, and the settings that decide how the module behaves for everybody. They are set up once.
Payment terms
A payment term is a name and a number of days. The due date on an invoice is the invoice date plus those days.
Create one for each arrangement you use, for example 8 days net, 14 days, 30 days. The name is what appears on the invoice, so name them the way your customers would recognise them.
Setting a default per customer. Each company can carry its own payment term, set on the company itself. When you pick that customer on an invoice, their term comes with them. It removes a decision from every invoice you raise for that customer.
Payment means
How the customer is meant to pay you. Each one has a description, a method, and the account details that go with it.
|
Method |
Used for |
|---|---|
|
FIK |
Danish payment slips. |
|
Bank transfer |
The ordinary Danish account transfer. |
|
Giro |
Danish giro. |
|
IBAN |
International transfers. Use this for customers outside Denmark. |
Most companies need one or two. Add an IBAN entry as well if you invoice abroad, and select it on those invoices.
A payment means is required for electronic invoicing. If you send electronically and have not set one up, that is the first thing the validation will tell you.
Fees
Charges Invoice+ adds to invoices for you. They have their own page: Fees.
Cost groups
A cost group is a title and a code, and it can be set on each invoice line. It lets lines be split across departments, cost centres or whatever your accounts divide by, and the split follows the invoice into your accounting system.
Where an invoice line comes from a task, Invoice+ fills the cost group in by matching the code against the team that did the work. Set your codes to match what your accounting system expects.
The cost group column only appears on invoice lines once you have created at least one cost group.
Number series
Where invoice numbers come from. Invoices and credit notes have separate series, so set up both. A number is handed out when an invoice is posted, never before, which is why a draft has no number.
Custom fields
Extra fields of your own on invoices, if the standard ones do not cover something you need to record. They appear on the invoice and can be searched on.
Tooltips and filters
Tooltip decides what is shown when somebody hovers an invoice elsewhere in Microbizz. Put the two or three things on it that answer the question without opening the invoice: the customer, the total, the payment status.
Filters are your own saved searches, so a search you run every week is one click rather than six fields.
Module settings
|
Setting |
What it decides |
|---|---|
|
Invoicing module |
Which module handles invoicing when you invoice a task. Relevant only where the older invoice module is still installed alongside this one. |
|
Allow VAT group to be edited |
Off, and the VAT group follows the product automatically and is not shown on the line. On, and it becomes a column you can change by hand. Leave it off unless you have a reason, because the product catalogue is a better place to get VAT right than each individual line. |
|
Default mail template |
The message that is already written when you send an invoice by mail. |
|
Filename |
What the invoice PDF is called. Build it from the fields that make the file recognisable in a customer's downloads folder, usually the invoice number and your company name. |
|
OIOUBL format |
The variant used for electronic invoices. Leave it at the default unless a customer requires otherwise. |
VAT
VAT rates and VAT groups are not set up here. They are in Data+, where you can have several rates, assign them to products or product groups, and make exceptions for individual companies. Invoice+ uses whatever you have set up there.
Who can do what
Access to Invoice+ is controlled per role:
-
Edit covers creating and changing invoices.
-
Post sits under Edit and is the one that sends invoices to customers. Give it to fewer people than Edit.
-
Delete only applies to drafts, since a posted invoice cannot be deleted by anybody.
-
The configuration lists on this page each have their own permission, so somebody can maintain fees without being able to touch number series.
-
The panels on an invoice, lines, activity, notes, files and mails, can each be hidden from roles that do not need them.