Knowledge Center

Sales invoicing

There are many ways to create an invoice, and it can be based on goods, costs, rental, contracts and subscription. Great tools will handle both yours and the customers' preferences related to the transaction documents. Invoice consolidation and cash payments are other processes that are well cared for in the system.

Create sales invoice for goods

A Sales Invoice (CIN) for goods is based on the connected Shipping Advice (CSA) in status 4, which means that the goods are shipped, but not invoiced yet.

Create a sales invoice for goods
  1. To open the Shipping Advice (CSA) application, find Logistics in the RamBase menu and then Shipping. Click Shipping advices to enter the CSA application.

  2. Select the desired CSA in the Shipping advices area.

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  3. There are three alternatives for generating the invoice:

    • Transport all items on one CSA to a CIN.

      1. Click the Forward all items to sales invoice option in the context menu.

      2. In the popup, select forward to new or existing sales invoice.

      3. Click the Forward button to confirm the transport.

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    • Transport a single CSA item to a CIN.

      1. Highlight the specific item line and press ENTER.

      2. Click the Forward item to sales invoice option in the context menu.

      3. In the popup, select forward to new or existing sales invoice. It is possible to split up the item if the CSAITEM quantity is higher then one.

      4. Click the Forward button to confirm transport.

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    • Create a CIN based on multiple shipments.

      1. To open the Customer Invoice Management (CIM) application, find Finance in the RamBase menu and then Receivables. Click Sales invoice management to enter the CIM application.

      2. Click the magnifying glass icon in the Shipments folder.

      3. Narrow the result by adding parameters to the filter and click OK.

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      4. You now may create one CIN for all the items in the listed shipments.

      5. Press F12 to open the action menu and choose the Transport All Items to CIN option.

      6. A progress bar will appear and when the process is complete the list of shipments will disappear and the new CIN will be listed in the Sales Invoice (CIN) application.

  4. The new CIN is editable (St:1) and information like YourNo and other terms may be added/edited.

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  5. Press F12 to open the action menu and choose the Forward to customer option. The CIN is now registered (St:4) and may be sent to the customer either printed or by e-mail.

Creating sales invoices automatically

Invoicing may be done automatically due to the value in the InvCons field in the Handling folder in the Customer account (CUS).

In cases where there always will be created one CIN for all items on a CSA, this option may be recommended.

In cases where there is a need to post the shipping advice items into several invoices, invoices have to be created manually from a CSA document in status 4.

Changing the date on an invoice

When you register a sales invoice (CIN) in RamBase, it will always be updated with the date of today. This is because the date and period on the sales invoice should be the same as when the goods were shipped to the customer and the inventory value was reduced. However, sometimes the goods are shipped in one period, and the sales invoice registered in the following period. If there is a need for backdating the invoice before sending it to the customer, this is possible for employees with the correct permission.

Note that it is not allowed to make changes to an invoice after it has been sent to the customer.

  1. Start with the registered invoice (St:4). Make sure it has not been sent to the customer already.

  2. Click on the Inspect Document Account Info icon in the upper right hand corner.

  3. In the Document Info section, click on the calendar icon next to the Date field.

  4. Double click on the correct date and the sales invoice will be updated. The earliest date possible is the date the goods were shipped (CSA st:4).

  5. To change the period on the invoice, use the action menu and click the option Change period on sales invoice.

  6. Select the correct period.

  7. Press ESC to go back to the sales invoice window.

  8. To send the invoice with the new date to the costumer, use the action menu and click on the option Print Copy / Resend.

  9. In the Choose document to send / print popup, click on the pdf icon to preview, or double click the preferred media to send it.

Finance delivery date on an invoice

When an invoice is registered, the field FinDelDate (finance delivery date) on item level is updated with the date the goods were shipped (CSA st:4). The date is inherited from the shipping advice (CSA). Using this date in a filter makes it possible to list invoices that are posted in one period where the goods have been shipped in another.

Use the following search string in the filter field to list customer shipments, not invoiced. Remember to enter the correct period.

ITM/CIN;FINDELDATE="2018*","PERIOD="2019*"

In a billing report:

CUSBILL;FINDELDATE="2018*",PERIOD="2019*)

Invoice consolidation

Sales invoices (CIN), can be created automatically in RamBase.

  • A CIN can be created for each order delivered to a certain customer.

  • A CIN can be created for all orders on a day to a certain customer.

  • A CIN can be created for all orders in a week to a certain customer.

  • A CIN can be created for all orders in a month to a certain customer.

The automation/consolidation can be turned of for manual control of the billing process. The configuration on how to invoice is set on each customer.

Set up for invoice consolidation

Sales invoices based on goods are mostly created automatically by the system. Certain parameters in the customer account details controls the automated batch process of invoicing. The system use the Shipping Advices (CSA) to produce sales invoices.

The fields in the Invoice Claims area in the Handling folder in the Customer account (CUS) application, contains details about the invoicing process. The options that determines the frequency of automated invoice generating are hold by the InvCons field.

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The options are:

  • No - Generates the sales invoice as soon as the customer shipment advice (CSA) is registered.

  • Daily - Generates the sales invoices by a batch job on a daily basis, usually around midnight.

  • Weekly - Generates the sales invoices by a batch job on a weekly basis, usually during the weekend.

  • Monthly - Generates the sales invoices by a batch job once a month, usually on the last day of the month.

  • Exclude - Excludes the sales invoice to be generated automatically, causing it to be handled manually.

  • Group by - Sales invoices for one customer can be grouped by certain reference fields to match for instance the customers PO numbers (one invoice pr. YOURNO) if invoices are created on daily, weekly or monthly basis. The items on the sales invoices can also be sorted by reference number or part.

Create sales invoice for costs

Costs can not be stored in a warehouse. Costs are generated and consumed at the same time. It is therefore impossible to automate the invoicing for costs as for goods. Sales invoices (CIN) created from costs, need to be entered manually in the CIN application.

CINs for costs will always have location XXX and this can not be changed. This means that no items on an invoice for costs can be connected to a warehouse.

You can only select costs (articles with class X) and/or services (articles with class V) when adding items to an invoice for costs. No goods can be invoiced on a sales invoice for costs.

Create invoices directly from the Sales Invoice (CIN) application
  1. To open the Sales Invoice (CIN) application, find Finance in the RamBase menu and then Receivables. Click Sales invoices to enter the CIN application.

  2. Click Create CIN/.. icon in the lower left-hand corner of the window to create a new Sales Invoice (CIN).

  3. Enter the customer account name, or click on the arrow icon next to the Account Name field to bring up the customer list. From the customer list, choose the desired customer and press ENTER.

    • Choose currency and click OK if the customer use several currencies.

  4. Add data in the YourNo field and the YourRef field. Notice that most of the fields in the invoice heading are set automatically, due to strict supplementing of customer details in the CUS application.

  5. Check that the information is sufficient.

  6. Click on the Create new Item icon to bring up the Sales Invoice item window.

  7. Add quantity in the Qty field.

  8. Click on the arrow icon next to the Part field to bring up the Select Part popup.

  9. Highlight the desired part and press ENTER.

  10. It is possible to add a description in the Text field and a unit price for the Sales Invoice Item in the Price fields.

  11. Optionally, click on the magnifier icon next to the AccNo field to enter the account number (AccNo), the department (DepNo), the VAT code and other relevant dimensions. This may be filled out by the system based on info set for the specific article.

  12. If account number, department and other dimension are edited, click the OK button to return to the CIN Item popup.

  13. If more articles are to be added to this invoice, press Page Down and repeat the procedure until the invoice is complete.

  14. Press ESC to return to the CIN window.

  15. Press F12 to open the action menu and choose the Register Sales Invoice option.

The CIN has now been registered in the accounting, been sent to the customer either printed or by e-mail and awaits payment.

Create sales invoice for contracts

A contract is a written agreement between the company and a customer regarding deliveries on a recurring basis. Sales invoices can be created as contracts to ensure that the invoices are being sent in time according to the terms of the contract. In RamBase, contracts must be invoiced manually.

When creating a sales invoice for contracts, it is possible to add a free text in the fields YourNo and YourRef on the document level, and in the Text-field in the Part section on the item level.

If you add %TXT% in any of these fields, this text string will be replaced with a text defined in the Customer Contracts Management (CCM) application. The replacement takes place when creating a new sales invoice (CTRINVOICE) based on the contract. For example: "…if a monthly contract that has the text Rent for %TXT% in the YourRef field, and you type December 2014 in the Month field in CCM, the Sales Invoice (CIN) created from the contract will get the text Rent for December 2014 in the YourRef field.

Create a contract
  1. Create a new CIN from the CIN application by using the same procedure as for creating invoice for costs, but do not forward it to the customer.

  2. Make sure the actual CIN is in an editable mode (St:1).

  3. Optionally, add free text to the YourNo and the YourRef fields. Make sure to add %TXT% if you want to paste a variable text.

  4. Press the F12 to open the action menu and choose the option Register as Contract (St=5). This will bring up the Register as Contract popup.

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  5. Select the contract type. Options are WEEK, MONTH, QUARTER, YEAR, GENERAL and SPECIAL.

  6. Click the OK button to confirm and return to the invoice window.

The status code of the sales invoice is now altered to 5, and CONTRACT is added to the title line.

Current contracts are held by the CCM application. To open the CCM application, find Finance in the RamBase menu and then Receivables. Click Contract invoicing to enter the CCM application.

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Here you may view all contracts. Sales invoices from contracts are made from this program.

Create a text to replace the %TXT% string in the newly created invoice
  1. Click on the magnifier icon in the upper right corner to open the Customer Contract Text popup.

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  2. Add text to the fields. The text replacing the %TXT% string is depending on the Contract type.

There are two ways to create a sales invoice from a contract:

Create an invoice from a single contract
  1. Start in the Customer Contract Management (CCM) application. To open the CCM application, find Finance in the RamBase menu and then Receivables. Click Contract invoicing to enter the CCM application.

  2. Highlight the actual contract in the list and press ENTER.

  3. Optionally add details or just to check that the contract is ready to be invoiced.

  4. Press ESC.

  5. Make sure that the highlighted item line is the correct contract.

  6. Press the F12 to open the action menu and choose the option Create Invoice from 1 Contract.

The CIN will then appear in the Sales Invoice (CIN) application in editable mode (St:1). Please note that it has only been created, and have to be registered and sent to the customer.

Create invoices from all contracts
  1. Start in the Customer Contract Management (CCM) application. To open the CCM application, find Finance in the RamBase menu and then Receivables. Click Contract invoicing to enter the CCM application.

  2. Work through and check the contracts to make sure that all contracts are ready to be invoiced.

  3. In the CCM application, press F12 to open the action menu and choose the option Create Invoices from All Contracts.

The invoices will then appear in the CIN application in editable mode (St:1). Please note that they have only been created, and have to be registered and sent to the customer.

Register and send sales invoices from contracts
Register and send the invoice to the customer
  1. To open the Customer Contract Management (CCM) application, find Finance in the RamBase menu and then Receivables. Click Contract invoicing to enter the CCM application.

  2. Click on the number in the Open invoices column in the list of contracts (CCM).

  3. Highlight the actual Sales Invoice (CIN) and press ENTER.

  4. Press F12 to open the action menu and choose the Register Sales Invoice option.

The CIN will be registered (St:4) and sent to the customer either printed or by e-mail.

An invoice derived from a contract has the term CTRINVOICE added to the title line. Notice that the invoice holds a reference to the contract in the OurNo field.

Factoring in RamBase

The purpose of factoring is to improve cash flow by using your sales invoices (accounts receivable) as collateral for cash provided by a factor in a short-term loan.

Setup

Set up the Bank (BANK) which will be used for factoring.

  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Highlight the bank which will be used for factoring and press ENTER.

  3. In the Bank Account Info, select Factoring in the PayBy field.

It is six settings about factoring in the Company Setting Values (CSV). Turn on this setting:

  • Use of Factoring - Used to activate functionality that will allow company to send Sales Invoices (CIN) to factoring.

Optionally, turn on this setting:

  • Factoring Invoice journal - This setting determines if the company should produce invoice journal (PDF) as an overview of invoices sent to the factoring company.

Only turn these four settings on, if your company uses SG Finance.

  • Customer file for SgFinance - This setting should be activated only if the customers uses SG Finance as factoring company. This setting allows the customer to create a customer file according to SG Finans'es file format.

  • Customer number at factoring company - Customer number. Used in the files to the factor to identify the sender.

  • Invoice file for SgFinance - This setting should be activated only if the customer uses SG Finance as factoring company. This setting allows the customer to create a invoice file according to SG Finans'es file format.

  • KID Format (Select SGFINANCE in the dropdown menu) - KID format for Sales Invoices that should be sent to Factoring Company. Supported formats : SG Finance and SVEA Finance.

Turn on this setting, if your company uses SVEA Finance.

  • KID Format (Select SVEAFINANCE in the dropdown menu) - KID format for Sales Invoices that should be sent to Factoring Company. Supported formats : SG Finance and SVEA Finance.

Work with factoring
  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Receivables folder.

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Sales Invoices (CIN) and Sales Credit Notes (CCN) which are sent to factoring disappear from the list in the Receivables folder, but appear in the Sent to factoring folder for further handling. Invoice journal (PDF) will be generated and sent on mail to the person who initiated the process. If your company uses SG Finance, you will receive a customer file and a invoice file as well.

These files may be sent to the factoring company. The information within these files forms the basis for the factoring company's further actions.

Send sales invoices to factoring

If you have invoices in more than one currency, select one currency at a time. You have specific factoring banks for each currency.

  1. Select CIN(s) for action.

    • It is possible to mark one, some or all of the CINs by using the check-boxes.

    • To view selected CIN(s), use the radio button. The CIN(s) may be un-checked if needed.

  2. Click the Select Action button below the document list.

  3. Verify that there is no extra CIN which might have been accidentally selected.

  4. Click the Send to factoring button.

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  5. Click the Start Action button.

    • A progress bar appears. The Payments (PAY) will be set to St=3 and can be found in the Payments folder in PAM. The CIN will be set to St=8 and can be found in the Sent to factoring folder in PAM.

  6. When the process is complete, a new window with information about the result of the process pops up and a PDF file are sent to you by email.

  7. Send the file(s) to the factoring bank.

Register the first payment from the factoring company

Register the first payment from the factoring bank when you receive it. In this example it will be 80%.

  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Press F12 to open the action menu and choose the Bank Transfer option.

  3. In the Bank Transfer popup, make a bank transfer from the factoring bank to the bank for the respective currency and click the OK button.

    • The percentage must be calculated manually.

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You will receive equivalent 80% of the invoice amount in debit on the cashier, and correspondingly 80% of the invoice amount in credit on the account of short term loan from the factoring bank.

Register payment from the customer

If your company is running SG Finance, you may receive a file from them. Otherwise, you have to register it manually.

Register the PAY when it is confirmed that the customer has paid the CIN(s) to the factoring bank. It is easiest to do it in PAM.

  1. To open the Pay Management (PAM) application, find Finance in the RamBase menu and then Cash management. Click Inbound payments to enter the PAM application.

  2. Select the Sent to factoring folder.

  3. Use the checkboxes to select the CIN(s) that you want to confirm payment on.

  4. Click the Select Action button.

  5. In the popup, click the Confirm Payment button.

  6. Verify valuation date in the CurDate field.

  7. Click the Start Action button.

The PAY documents is now in ST=4. The balance in the factoring bank account will be the remaining 20% of the invoice amount.

Register the final payment from the factoring company

When you receive the payment for the remaining 20% from the factoring bank, use the bank transfer option to register the payment.

  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Press F12 to open the Action menu and choose the Bank Transfer option.

  3. In the Bank Transfer popup, make a bank transfer from the factoring bank to the bank for the respective currency and click the OK button.

    • The percentage must be calculated manually.

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The balance of the factoring bank account is now 0% of the invoice amount. Balance on the main account for the regular bank is now equivalent to 100% of the invoice amount.

Follow up on factoring in RamBase

Check the PAYs that are waiting to be confirmed in BANK. You will get a report on PAYs in ST=3.

  1. To open the Bank Accounts (BANK) application, find Finance in the RamBase menu and then Cash management. Click Banks to enter the BANK application.

  2. Highlight the factoring bank and press ENTER.

  3. Click the link for Payments, Waiting to be Confirmed.

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Create a cash payment

When a customer buys products from your store, it is possible to create a cash payment.

Create a cash payment
  1. To open the Sales Order (COA) application, find Sales in the RamBase menu and then Order handling. Click Sales orders to enter the COA application.

  2. Click on the option Create sales invoice and payment in the context menu.This option is available for COAs in status 0, 1 and 8.

  3. In the new popup, select the payment bank in the Select bank field. If the Customer (CUS) of the COA has a bank accounts setup in the Finance Data folder in the CUS account, this bank will be selected as default when you enter the popup. It is however possible to select another bank listed in the drop down menu.

  4. Click OK. A process will start. The COA will automatically be closed, a Shipping Advice (CSA) will be created and then closed as an invoice is created. A Payment (PAY) will automatically be registered, and the invoice will be registered as paid (st:9). The transaction will be posted in the accounting.

The relevant COA, CSA, Sales Invoice (CIN) and PAY document can be inspected from their respective application.

Electronic invoices - Peppol 3.0

To get started sending outbound invoices and credit notes electronically in Peppol 3.0 format, please contact your partner, or RamBase directly if you are not connected to a partner.

Set up Customers (CUS) to receive electronic invoices

When the service is activated in RamBase, it is possible to set up electronic invoicing as a standard way of sending invoices to your customers.

Follow this procedure on all Customers (CUS) that should receive electronic invoices.

  1. Open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the specific CUS and press ENTER.

  3. Enter the Output control tab, in the Settings tab.

  4. Click the Add document to send button. Enter the following in the popup:

    1. Send by - Select the Print option.

    2. Documents to send - Select the following five options:

      1. Peppol by FTP: Sales invoice upon registration

      2. Peppol by FTP: Sales invoice service upon registration

      3. Peppol by FTP: Sales invoice rental upon registration

      4. Peppol by FTP: Sales credit note rental upon registration

      5. Peppol by FTP: Sales credit note standard upon registration

    3. Mandatory to always send – Optional

By activating these, the different document types will be sent electronically when the invoice is registered.

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We recommend removing sending of CIN and CCN by EMAIL in the Output control tab, if this is set up. This is to not send electronic invoices and invoices by email of the same invoice to the CUS.

It will also be possible to resend already registered invoices/credit notes electronically. This can be done by:

  1. Enter the Sales invoice (CIN) or Sales credit note (CCN) you want to resend.

  2. Press F12 to open the action menu and choose the Print copy / resend option.

  3. Double click on the line called Create sales invoice pdf and trigger Peppol file by FTP.