Finance - invoices settings

List of paragraphs:

• Tax rates
• Currencies
• Payment modes
• VAT adaptation articles
• Other settings
• How to create prefixes for pre invoices and invoices?
• Send new invoice to contact automatically
• Do not show items with zero balance
• Discount limit
• Additional image in sales documents
• Invoice payment reminders

Setup the system to custom your invoices. Find invoice settings in Setup - Finance.

Tax rates

Tax rates are selected when indicating VAT:

1. To create a new tax rate entry, go to Setup - Finance - Tax rate - New record.

2. Fill the new information fields and save.
3. The new VAT value will be visible in all sales documents.

Currencies

Currencies are used in Sales and Expenses modules:

1. To enter new currency, go to Setup - Finance - Currencies - New record.

2. Enter the currency code and symbol and save.

3. To select the default value, click on the star icon next to the needed currency.

Payment modes

When recording a payment, you must indicate the  payment method:

1. To create a new payment method, go to Setup - Finance - Payments methods - New record.

2. Fill the information fields and save new entry.
3. If the entry is no longer in use, you can easily turn off its activity to remove it from the options list.

VAT adaptation articles

VAT adaptation article can be selected when creating invoice:

1. To create a new value, go to Setup - Finance - VAT Adaptation Articles - New record.

2. Fill the information fields and save.
3. You may select the default value or turn off entries activity if not in use.

Other settings

More settings are available on Setup - Settings - Finance. 

Go to Setup - Settings - Finance - General and choose general settings to manage settings such as:

• Number padding zero's for prefix formats;
• VAT settings;
• Currency settings;
• Float symbol count in price;
• Automatic payments from client overpayments;
• Automatic notification for client when recording payment;
• Amount in words settings;
• And other settings.

In Setup - Settings - Finance - Invoice manage settings such as:

• Invoice number prefix and number;
• Invoice due time;
• Reviewing settings;
• Deleting settings;
• Invoice document settings;
• Other additional settings.

In  Setup - Settings - Finance - Credit notes manage settings such as:

• Credit note prefix and number;
• What is displayed in credit notes or documents;
• Other additional settings.

In  Setup - Settings - Finance - Pre invoices manage settings such as:

• Pre invoice number prefix and number;
• Deleting settings;
• Due time;
• Preview restrictions;
• What is displayed in pre invoices and documents;
• Other additional settings.

Setup - Settings - Finance - KPO – indicate cash receipt settings.

How to create prefixes for pre invoices and invoices?

Prefix numbers can be created in Setup - Settings - Finance, then select Invoices, Pre invoices or Credit Notes.

1. First, enter the number prefix - the value that is not changeable.
2. Then enter the document number - the number in invoices will always add up by 1.
3. Click on the blue check mark to save the new prefix value. Mark it as default if needed.
4. When new prefix is added, do not forget to click Save Settings button to assure that value is saved and ready to be used.

Now you can use the prefix when creating new invoice document.

Send new invoice to contact automatically

Hanna CRM system allows you to send new invoice to contact automatically, right after it has been saved. To enable this setting, choose Setup - Settings - Finance - Invoice - Send new invoice to contact automatically.

If you want to automate pre invoices too, select Setup - Settings - Finance - Pre invoice - Send new estimate to contact/lead automatically

Do not show items with zero balance

If you want to hide items with zero balance, when creating sales documents, select   Setup - Settings - Finance - General - Show items only with balance in item select in sales forms.

Discount limit

In sales documents, discount can be limited. Select  Setup - Settings - Finance - Invoice, Pre invoices or Opportunities.

Scroll down and look for Discount limit - limits are valid for all users who can create/edit sales documents, except for system administrators.

Additional image in sales documents

Pre invoices, Invoices and Opportunities can have additional image. Select Setup - Settings - Finance - Invoice, Pre invoices or Opportunities

Scroll down and look for Additional image and Footer. Upload the image, select position and specify width:

The image will be displayed in sales document's PDF:

Invoice payment reminders

The system can send out the automatic invoice payment reminders if the invoice has no or a partial payment recorded. These reminders will not work for invoices with status Paid, Canceled or Draft.

1. Select Setup - Settings - Cron Job - Invoice - Send invoice overdue reminder - mark as Yes, set the sendout date and frequency, and save settings.

2. When forming a new invoice, make sure to uncheck the option Prevent sending overdue reminders for this invoice.

3. After this, the system will check all the invoices with status with Overdue and Partially Paid. If the status is Partially Paid, then the system checks whether the invoice is past its due date. If it is past due date, the system double check whether there is an additional setting enabled - Do not send notification if unpaid amount is less than (eur) and if the invoice value is bigger than the set amount, it will send an automatic letter.

4. If the reminder has already been sent to the client, the system will check whether the setting Auto re-send reminder after (days) is enabled. The reminder will be automatically sent in accordance to how many days are selected.

5. If the reminder has not been sent yet, the system will check the value provided in the setting Auto send reminder after (days) and sent the first reminder accordingly.