Easily create Sales Invoices, attach files and send them to your client directly from SmartAccounts.
The list of Sales Invoices
Under ‘Purchase/Sales‘ – ‘Sales Invoices‘ you can see the list of all your sales invoices. By default, you can see invoices from the beginning of the previous month until today. For the older invoices to be displayed in the list, just change the date range in the date filter.
To find a specific invoice, try to search by inserting the client name or invoice number.
Under the menu item ‘More‘, you can access more options:
- Send – send multiple invoices
- Send to Omniva – send E-Invoices to Omniva invoice management solution
- Export E-invoices – export sales invoices XML files
- Export PDF files (one page at the time – 25 files at once)
- Choose fields – choose which columns you want to see on invoices screen
Add new Sales Invoice
You can add invoices by navigating to ‘Purchase/Sales‘ – ‘Sales Invoices‘ – ‘Add new‘.
At first, please select the client you are invoicing. You can select the client by inserting the name or part of it into the ‘Search‘ box.
If you want to add a new client to SmartAccounts, please click ‘+ Add new‘ and enter the details of the client.
In case your client is an Estonian company, you can easily query data directly from Estonian Business Registry on the invoice screen. Just enter three letters of the name into the ‘Search‘ box and you’ll see results from the business registry and also clients you’ve already added to your system. The new client will be saved after saving the invoice. It’s worth noting that you should add the client from the business registry only once so when you save your first invoice to the client you always choose the same client from your own clients not the business registry entries.
Now enter the remaining invoice details
Invoice Date: The date displayed on the invoice.
Invoice number. Invoice number appears after saving the invoice. By default, the number consists of two parts – prefix and seven numbers – of which first two figures refer to the calendar year and last five figure refer to the serial number of the sales invoice (in the current business year). The formula which is used to generate the invoice number can be changed under ‘Settings – Settings‘ – ‘Sales invoice number‘.
Invoice number can be changed manually after saving the invoice as well, but it must remain unique.
Due Date. The date you want the invoice to be paid. The default for this can be set under ‘Settings‘ – ‘Settings‘ – ‘Invoice number‘.
Entry Date. The date of the general ledger entry date. Typically the same date as the invoice date.
Warehouse. Company warehouse (choose if you use SmartAccounts stock accounting system)
Reference number. Reference number type and length can be set under ‘Settings‘ – ‘Settings‘ – ‘Sales Invoices‘.
Currency. Invoice currency.
Rate. Invoice currency rate. Displayed if the invoice is issued in the currency other than the euro.
Object. Invoice object. To display invoice object on the invoice PDF as well, please navigate to ‘Settings‘ – ‘Template Settings‘ – ‘Display the object on the sales invoice‘ – ‘Yes‘.
An invoice consists of invoice rows, and every row must have an item associated with it. New empty rows are added automatically. You can delete the row by clicking ‘Delete’ button at the end of the row.
Every invoice has to consist of at least one invoice row and item (service/product/warehouse). The code, description, price, VAT rate and sales/purchase account depend on the chosen item. All of them (except item’s code) can be adjusted on the invoice row.
The item data can be changed by clicking ‘Edit‘ icon, and the new item can be added by clicking ‘Add new’. These symbols are actually used in the same way all across the software: the pen icon is for changing the selected object and the ‘Add new’ button is for adding a new object (in this case it’s an item).
Description box allows for 1000 characters maximum (please note that according to e-invoice standard the limit of 500 characters must not be exceeded!).
Discount. By default, the discount percentage that is saved on client card is applied. You can enter discount percentage directly on the invoice row as well.
Margin. Indicative invoice margin. For warehouse item margin is calculated on the basis of last purchase price. For other types of items, the net cost is preferred. In the absence of net cost, the purchase price is preferred. The margin is displayed by clicking on the margin icon.
Account. The account is defined on the basis of the item card settings and normally doesn’t need to be changed.
Object. Invoice row object (optional).
General value-added tax rate in Estonia is 20%
You can choose between several VAT rates depending on the content of specific transaction. Available VAT rates are:
|0%||export of goods, the intra-community supply of goods etc|
|20%||general VAT rate in Estonia|
|9%||VAT rate for books, periodic publications, medicinal products and accommodation services in Estonia|
|Not on VAT decl.||for transactions that are not subject to Estonian Value-Added Tax Law|
|Free||supply exempt from tax (universal postal services, insurance services etc)|
|20% KMS § 41.1||the national reverse charge on metal products|
Please see more information here (Estonian Value-Added Tax Act): https://www.riigiteataja.ee/en/eli/ee/527022014003/consolide/current
Section ‘PDF’ and ‘Documents’
In PDF section you can change the template for the invoice if necessary (invoice template can be changed on the ‘Send Invoice’ screen as well).
Any additional information concerning the invoice can be entered into box ‘More‘ (this box allows for up to 2000 characters). This data will be printed on the invoice. For example (“The items will be delivered to your subsidiary in Arizona“).
To display or hide the item code on the invoice PDF, please navigate to ‘Settings‘ – ‘Template settings‘ – ‘Display article code on sales invoice/offer‘ – ‘Yes / No‘.
If you want to send attachments along with the invoice, then please upload the files under ‘Documents‘section.
Now your invoice is ready to be saved and sent out.
Send an Invoice
To send the sales invoices directly from SmartAccounts, please click ‘Send‘.
After clicking ‘Send‘ a new window opens:
To send an e-mail to multiple recipients please separate addresses using comma or semicolon.
Information about the sent e-mail is displayed as well (the date, time and the content of the email).
More about the invoice screen
This section is used to mark the invoice as paid directly from the sales invoices screen. This can also be done under payments but that will be a subject for a separate tutorial.
This payment method should be used when full, or partial payment takes place at the time of invoicing. By default, we have two payment methods (‘Cash’ and ‘Reporting person’ – both of them are related to currency EUR).
You can create payment methods as you wish under ‘Settings‘ – ‘Payment Methods‘ – ‘Add new‘.
The second option and more common one is to mark invoices as paid through bank payments (option ‘Add Cash/Bank Payment‘).
‘Add Cash/Bank Payment’ on the invoice screen
Under ‘Add Cash/Bank Payment’ you can add a date when you received the money and the amount which you received on your bank account.
Sales Invoice menu bar
Add new – Add new invoice
Copy – Copy the data of the current invoice (client, invoice rows)
Delete – Delete the invoice
PDF – Generate invoice PDF
Send – Send the invoice to the client
Save – Save the invoice
More – under ‘More’ you can find options set out below:
- Open Entry – See the general ledger entry of the invoice
- E-Invoice – Generate E-invoice XML file
- Convert to periodic – Generate periodic invoice contract based on the current invoice information
- Credit invoice – Create credit invoice
Ctrl+S Save, Create report
Ctrl+M Open invoice (PDF)
Esc Close the invoice add or edit screen