Invoice module

SYS7 is not only automation of administration, outgoing documents and analytical accounting. It is help for your accountants and a way to cut costs by reducing workplaces.

The average Latvian company is an office, a few office staff and an outsourced accountant. In the “normal” situation invoices are created on site in the office and then transported to the accountant — by email, electronically, or on paper. In any case the accountant spends their expensive time getting all that data into their accounting package.

There can be another scenario — the accountant is hired and sits in the office all the time doing their job. What is the gain from using SYS?

With SYS7 the accountant no longer needs to be hired for a full working day. The accountant no longer even needs to be in the office. To create, print and save financial documents (invoices, delivery notes), one person with basic computer skills is enough. The accountant, from anywhere with internet access, can both check that data entry is correct and load the entered financial documents into their accounting package and produce a balance sheet.

SYS7 can create, edit, send (by email), print, save (as PDF), keep an invoice register, follow payments (debtors), and build turnover reports and comparative turnover reports.

Our client saves the accountant’s and clerk’s workplaces. The accountant receives a full data export from the SYS7 subsystem and loads it into their accounting package for synthetic accounting. Your staff themselves create invoices, print them if needed, or send them by email with one mouse click.

SYS7 is built on the principle “as fast and as little as possible”, which means “you finish your work faster if you have less to fill in by hand”. Invoices and delivery notes are managed in one subsystem, “invoices”. The warehouse is also “managed” in this subsystem. Please read about that in the goods module.

Main functions of the invoice module:

1. Invoice register:
   1. select invoices by:
      1. invoice number,
      2. partner name (partial search),
      3. partner registration number,
      4. invoice currency,
      5. show only paid / unpaid,
      6. show only overdue / not overdue,
      7. invoices,
      8. goods delivery notes,
      9. internal goods delivery notes,
      10. proforma invoices,
      11. email sending:
          1. layout (appearance) change — 5 variants saved in page settings,
          2. select all,
          3. clear selection,
          4. invert selection,
          5. undo selection changes,
          6. send to the customer email addresses set in user settings,
          7. download all selected invoices as one large PDF file,
      12. quick date filter:
          1. previous full calendar year,
          2. one month,
          3. two months,
          4. current month (months add up, e.g. -1 -2 = -3),
          5. manual date interval.
   2. invoice-register display:
      1. issue date,
      2. document number,
      3. partner name (with a link to the customer card),
      4. payment date (not shown for internal delivery notes),
      5. payment due date (not shown for internal delivery notes),
      6. amount excluding VAT,
      7. amount including VAT,
      8. full invoice amount,
      9. invoice preview (to look at the contents you do not need to open the invoice editor),
      10. delete invoice,
      11. send invoice by email (see user settings),
      12. download invoice to the computer as PDF.
2. invoice editing:
   1. basic invoice information, always visible above the toolbar:
      1. customer details,
      2. document number and payment due date,
      3. invoice total,
      4. if the invoice has been paid, payment information: date; if partial payment, extra information about that,
      5. if the invoice has been sent by email, the time and the email address it was sent to, for every send,
      6. information about the number of lines on the invoice.
   2. invoice header:
      1. document number,
      2. document date,
      3. document base currency,
      4. document type (invoice, delivery note, incoming, outgoing or ignored document),
      5. payment due date,
      6. payment date (if paid),
      7. amount paid,
      8. customer,
      9. optional extra partner (there are cases where the recipient of the service/goods is one party and the payer is another),
      10. document-template menu.
   3. invoice line block:
      1. line number in sequence,
      2. description,
      3. quantity (count),
      4. unit of measure,
      5. price (before discount),
      6. price with discount,
      7. price including VAT (per unit),
      8. amount (excluding VAT),
      9. amount including VAT,
      10. if the document is a goods delivery note, each product can have stock adjusted on that line for that quantity (button),
      11. ability to give the invoice a special status (e.g. “processed”, “delivered”, “awaiting reply”),
      12. ability to copy an invoice as another financial document.
   4. add-line block:
      1. choice “service/product”, with the ability to add it if it is not already in the goods module or the service list
         1. if it is a product, you must choose the warehouse with which the stock-adjustment operation will be done,
      2. quantity,
      3. unit of measure,
         1. if the product unit name is left empty, it is taken from the goods module,
      4. price (editing recalculates the price including VAT),
         1. if the product price is left empty, the outgoing price is taken from the goods module,
      5. VAT (whole number — percent),
      6. price including VAT (editing recalculates the price excluding VAT),
      7. discount (whole number — percent),
      8. amount for display (recalculated if the figures above change),
      9. currency choice,
      10. description:
          1. on an invoice this is the description line,
          2. on a goods delivery note it is ignored, because the description is always the product name from the goods module,
      11. comment:
          1. on an invoice it can be printed on the print version,
          2. on a goods delivery note it is placed on an extra line under the product name as an explanation,
   5. invoice HTML print-version window — you can view, save, even edit in a text editor,
   6. invoice PDF print-version window — meant for printing or checking before sending by email,
   7. ability to send the current invoice to the customer by email (see user settings),
   8. return to the invoice register.

The invoice subsystem is built as the basis of financial accounting. To minimise the operator walking around the system, we have tried to maximise useful information on one screen.

Both finance and the warehouse are managed in the invoice system. Incoming delivery notes increase warehouse stock; outgoing ones decrease it. Incoming invoices decrease the cash balance; outgoing paid ones increase it.

Delivery notes are treated as goods documents — if your company has warehouse accounting, then switching warehouse accounting on in SYS gives you the ability to increase and decrease stock.

Working with our system, clients always note in feedback the system’s speed and the accuracy of data processing.

If this has interested you, please fill in the contact form below.