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New Sales Invoice

The form opens:

  1. through the path Sales > Invoices > Create Sales Invoice
    or
  2. through the New button found in the Search Sales Invoices form.

How to create a sales invoice​

1. Mandatory Data​

To continue the creation of the document, the user must enter the mandatory fields:

  • Invoice type: default set in Configuration > Tables > Sales > Sales Invoice Type.
  • Number: each document is assigned a number according to the numbering specified by the user in the Numbering Table (Numerazione) and the document type that contains the numbering. The numbering associated with the invoice type generally anticipates an automatic progression based on date and number, with a recovery function that covers any gaps in the sequence (for example, caused by the cancellation of documents). This behavior is regulated by two specific flags in the numbering table. If the user wishes to manually enter the number, they can disable the date-number progression flag (which ensures the increment of numbering on future dates) and the number recovery flag. Additionally, they need to enable the external numbering flag, signaling to the system that the numbering will be managed manually.
  • Client: using the field help or by typing directly the data. Entering the customer will automatically populate, if present in the registry, the following fields, which will be explained in the following sections: currency, country, language, zone, shipping, price list, and any discounts, payments, charges, agents, destination, carriers, extra data.
  • Invoice date: indicates the invoice creation date. This date is essential for calculating deadlines and any payment terms. The current date is proposed, which can be modified; if the numbering anticipates a date and number progression, and I enter a past date, Fluentis will check the availability of numbers on that date to ensure progression, and if not present, will notify the user that there are no numbers available on that date.

Continue creating by entering at least the mandatory data in each of the tabs below.

After selecting the mandatory data in the upper section, the user can continue entering the following data:

  • manually
  • or with the field help
  • or, based on the procedures they choose, the application automatically fills in the fields automatically.
Remember

If the document is automatically created, this data is retrieved from the source document from which it was generated.

Entering the Client will automatically propose all specific data in the Header tab, according to the data previously set in the customer registry, in the fields corresponding to their address and in the sections:

Other Fields​

  • Printed: activated when the document is printed, indicating that the document has been printed.
  • Unloaded: this flag is activated automatically when the document is moved to the warehouse, with the Automatic unload button on the toolbar or with the available procedures.
Note

In the case of an invoice created from a transport document that has already been posted, the general parameter VE-PurchaseInvoices_VerifyLoadStatusDDT will block the Unloaded flag in the invoice as well.

  • Cancelled: the active flag allows the document to be canceled; the Unloaded and Valorized flags will be automatically set to prevent the document from being visible in the procedures.
  • Accounted: the flag indicates that the invoice has been accounted for.
note

Flags can be removed with restoration operation procedures.

  • Customer note: the information entered in the customer registry will be proposed, while in the case of automatic creation from an order/DDT, the same data contained in the corresponding field of the source document will be retrieved; it can also be entered manually. With the right mouse button, a form can be opened to specify very long note text; if the field contains a value, the background color of the field will change.
  • Our Reference/Your Reference: these fields usually indicate an internal reference and a customer reference for the specific invoice.
  • Reference to Customer Order Number: in this field, the order from which the invoice derives is automatically entered.
  • Reference to Customer Order Date: in this field, the date of the order from which the invoice derives is automatically entered; together with the previous field, this creates the necessary data for tag 2.1.2 of the XML file of the electronic invoice when it is created; if not filled, the Your Reference field will be used instead. If the invoice is generated through the procedure of:

Creation from customer order, these last four fields will be populated with the indications present in the customer order. This transfer is valid only in the case of the invoice created by retrieving data from only one order;
Fulfillment DDT, these fields will be populated with the indications present in the DDT. This transfer is valid only in the case of the invoice created by retrieving data from only one DDT.

  • Initial note: you can select the notes that have been previously entered in the table of the same name located in the path Configuration > Utility > Codified notes management. For this, the user must double-click on the Initial note field to open Codified notes help and select the data, or by right-clicking, a window can be opened to specify a longer note text. If the field contains a value, the background color of the field changes.
  • User: allows you to enter the user who creates the document. Employees have been previously entered in the Employees table located in the path Employees. The data becomes Mandatory if the option is set in the Parameters of the document itself.
  • Project: using the field help, the document can be linked to a project.
    This association works only at the article header level.
  • Audit Trail: as in all documents, this section records the creation date of the document with the operator, and the date of the last modification of the document with the operator.
  • Reference type: if the invoice comes from another invoice due to a document reversal, the invoice type of the source document is reported here.
  • Reference SI: if the invoice was created from another invoice, the number and date of the source document are reported here.
  • Electronic invoice id reference: in this field, the references of the invoice are reported if sent to the SDI.
  • Ledger record: contains the identification of the accounting record if the invoice has been accounted for.
  • Delivery: in this section, any Carriage, Packing, and Vehicle data entered in the customer registry are reported; these fields are modifiable.
  • Price list: the price list with the default flag set in Customer Registry > Price Lists will be proposed to be used for the document; it is a modifiable data.
  • Bracket type: reports the type of discount scale entered in Customer Registry > Price Lists intended for the default price list type.
  • Apply from: represents the start date for calculating payment deadlines.

Specific Buttons​

Fulfillment from customer order: calls the procedure to create an invoice from a customer order. It is activated by entering the customer and the invoice type.
Fulfillment from DDT: calls the procedure to create an invoice from a transport document. It is activated by entering the customer and the invoice type;
Automatic Posting: this procedure allows for the warehouse posting of the document, if Printed.
Recipient/Destination Help: allows you to view and enter recipients/destinations from the customer registry.
Insert AgentAccount in the Items rows: distributes the agent entered in the header to the article lines in the Agents tab.
Insert CIG/CUP in line items: distributes the codes entered in the header to the article lines, in the respective combo boxes.
Delete Payments: deletes the header payments.
ES document log: opens the SDI document related to the invoice, once Controlled.

2.1 Payments​

The Payment Terms are automatically reported from Customer Registry > Payments tab and can be modified/deleted by the user.

If a financial discount is associated with the Payment type, the amount of the discount is considered only for accounting purposes, that is, in the deadlines of the document and not in the total invoice.

If the document originates from a:

  • Sales Order the payment types can be retrieved from the first document, from the customer registry, or all the payments of the documents to be fulfilled are displayed in a form, and the user selects the concerned payment type.

  • DDT, the payment entries from the customer registry can be maintained or the individual payments present in each DDT can be retained; in this case, the payment type with the taxable amount and VAT equal to that of the DDT is reported in the invoice, and a new line is added for any article lines added to the invoice not coming from the DDT.

2.2 Discounts​

Only the predefined discounts retrieved from Customer Registry > Discounts tab are proposed and can be modified/deleted by the user.

The discounts proposed in the header of the document are reflected in each new item line inserted in the document.
If a new discount is entered in the header after entering the item lines, it will not be replicated in the item lines already inserted.

Specific button:

Delete discounts: used to delete the selected discount lines.

2.3 Agents​

Indicates the agent code and their commission for each article line. The code and percentage defined in Customer Registry > Agents tab is proposed.

If the commission is not linked to the customer in their registry, the agent must still be entered, but with a NULL commission because if it were with a commission of 0, it would mean that the agent is linked to the agent but does not receive a commission.

In the case of invoice generation from an order, this data will obviously be reported as equal to that of the customer order.

This section will be repeated for each article line in the corresponding Agents tab.

2.4 Extra Data​

Here is proposed the information entered in the Subject Registry > Extra data tab, only if default data exists.

Header Procedures:​

Electronic invoicing​

From this section present in the invoice toolbar, it is possible to manage the creation and sending of the electronic invoice to the SDI. This procedure is performed with the document state change; the states are as follows:

  • Not examined: this is the starting state in which documents are found before communicating with the SDI; the document has been generated and no actions related to the management of the electronic document have yet been made; subsequent states can be Controlled, Cancelled, or Excluded;
  • Controled: by setting this state, checks by Fluentis are carried out on the document; if there is missing data for communication with the SDI, the user will be notified; from this state on, the ES document log button will be active where historical data and the XML stylesheet can be consulted; subsequent states can be Generated, Cancelled, Excluded;
  • Generated: the XML file related to the electronic document has been created. From this moment, it is possible to proceed with subsequent states to send the file to the Fluentis Business Hub or download the XML file for external management; subsequent states can be Signed, To be sent, Cancelled, Excluded;
  • Signed: the document has been externally signed with a Cadeso Xades signature certificate and re-imported into Fluentis in the new format; subsequent states can be To be sent, Cancelled, Excluded;
  • To deliver: this state, to be used if the Fluentis Business Hub channel is correctly configured, queues the document in the list of documents that BizLink will have to process for sending to the SDI; no other manual actions are required as it will be necessary to wait for the outcome of the SDI;
  • Cancelled: the document should not be sent to the final customer but remains valid for VAT purposes;
  • Excluded: the document has been created but is not among those to be sent to the SDI (e.g., internal credit note or customers not residing in Italy and not subject to electronic invoicing with SDI delivery).

Fulfillment from DDT​

In the header of the invoice, by pressing the Fulfillment from DDT button, a form will open where it is possible to filter the DDTs related to the document's customer.

Through this procedure, it is possible to create a sales invoice from the fulfillment of the corresponding DDT. It is therefore possible to insert items into the invoice, fully or partially fulfilling an entire order or a line.

To use this procedure, some initial conditions must be met:

  • the customer must be the same as the invoice;
  • the DDT that you want to fulfill must have the Printed flag set;

Procedure​

The filters for customer and currency will be automatically set based on the customer selected in the invoice.

Once all desired Filters are set, clicking on the Search button will display one row in the grid for each printed, confirmed, and not fulfilled or partially fulfilled DDT.

Note

The procedure takes all the data present in the DDT and consequently the purchasing conditions will be applied, even if these have currently changed (e.g., price list updates).

Note

Lines of type Note will always be visible, even if already fulfilled, until all lines of other types are fulfilled.

In the results grid, the user then has the option to:

  1. select the DDT in full. To do this, simply check the flag at the beginning of the line.
  2. select only some of the proposed items. To do this, simply check the flag at the beginning of the item line.
  3. select only some items but only for a specific quantity. In this case, they must modify the quantity to be fulfilled.

To complete the procedure, click the Transfer button, which will retrieve all the data present in the DDT and bring it back to the invoice.

Specific Buttons​

Search: allows searching for documents.
Transfer: allows transferring the data of the selected document into the new invoice.
Forced Oreder Execution: allows forced fulfillment of the DDT.
Orders Processing: allows fulfillment of the DDT.
Expand: allows expanding the entire DDT tree in the grid below, to view the contained items.
Collapse: allows compressing the view of the item lines and only displaying the DDT lines.
Select all: allows selecting all items from the list.
Deselect all: allows deselecting all items from the list.

Get from sales orders​

In the invoice header, by pressing the Get from sales orders button, a form will open where it is possible to filter the orders related to the document's customer.

Through this procedure, it is possible to create a sales invoice from the fulfillment of the corresponding customer order. It is therefore possible to insert items into the invoice, fully or partially fulfilling an entire order or a line.

To use this procedure, some initial conditions must be met:

  • the customer for the orders must be the same as the invoice;
  • the order that you want to fulfill must have the Printed flag set and the Order confirmation date;
  • the document types must be compatible: in the Order Types table, the order type to be fulfilled must have the corresponding invoice type set, while the Invoices types table must have the flag set on Order (which indicates that the invoice derives from an order);

Then you will need to set the Delivery note type that you want to create (which must correspond to what is set in the Order Types table) and the Client in the header of the new DDT. Once these data are entered, you must click the Orders Processing button to open the fulfillment form.

Procedure​

The filters for customer and currency will be automatically set based on the customer selected in the invoice.

Once all desired Filters are set, clicking on the Search button will display one row in the grid for each printed, confirmed, and not fulfilled or partially fulfilled order.

Note

The procedure takes all the data present in the order, and consequently, the purchasing conditions present will be applied, even if these have currently changed (e.g., price list updates).

Note

Lines of type Note will always be visible, even if already fulfilled, until all lines of other types are fulfilled.

In the results grid, the user then has the option to:

  1. select the order in full. To do this, simply check the flag at the beginning of the order line.
  2. select only some of the proposed items. To do this, simply check the flag at the beginning of the item line.
  3. select only some items but only for a specific quantity. In this case, they must modify the quantity to be fulfilled.

To complete the procedure, click the Transfer button, which will retrieve all the data present in the order and bring it back to the invoice.

Specific Buttons​

Search: allows searching for orders.
Transfer: allows transferring the data of the selected order into the new invoice.
Forced Oreder Execution: allows for forced fulfillment of the order.
Orders Processing: allows for order fulfillment.
Expand: allows expanding the entire tree of orders in the grid below, to view the contained items.
Collapse: allows compressing the view of the item lines and only displaying the order lines.
Select all: allows selecting all items from the list.
Deselect all: allows deselecting all items from the list.

Automatic unload​

Another procedure present in the header is the automatic posting from the warehouse. The button is enabled if the document is Printed and if the invoice is not linked to a DDT that has already been posted.
We remind you that if the Invoice Parameters have automatic posting enabled, this procedure will be initiated automatically once the document is Printed.
Once the procedure is started, Fluentis checks for the presence of warehouses and causes in the invoice lines and any presence of lots and serial numbers if required; if the procedure does not go well, the user will be notified with an error.
If the procedure is successful, a Warehouse Registration is created that moves the items of the document, and the Load flag is set in the header.

Items​

In this tab, all items with their related data are entered.

For everything that is not detailed in this document about the common functionality of forms, please refer to the following link Common Functionality, Buttons, and Fields.

The data is entered manually, with the help of the field help or can be proposed by the connected procedures.

To insert a New Item in the grid, simply position yourself on the line to fill in the various data or use the New button present in the ribbon bar. The available columns are as follows:

  • Line number: this field will automatically and progressively populate as data is entered in the line.
  • Line type: offers the possibility to select, from the combo-box, items with different characteristics:
  • Codified Item: items coded in the registry and can be recorded in analytical accounting and stored in the warehouse.
  • Uncoded Item: descriptive items that can be accounted for in analytical accounting but cannot be moved to the warehouse.
  • Charge Item: can be coded or uncoded items and are summarized distinctly in the summaries of documents; if the expense item is coded and of tax interest, it will be moved to the warehouse, if it is uncoded or not of tax interest, it will not be moved to the warehouse.
  • Note Item: descriptive notes reported in the document's print; they do not affect accounting and warehouse.
  • GiveAway Item: the gift item is managed as a coded or uncoded item for tax and warehouse purposes, but since it is a gift, it is counted separately in the document's summaries, and based on the VAT recovery flag, the VAT amount of the gift will be calculated either at the entity's expense or not.
  • OnAccount Invoice: the down payment article line is used to create down payment invoices.
  • OnAccount Invoice Reversal: the down payment reversal article line closes the down payment article line, and down payments can be selected through a down payment help. This data can be entered automatically when entering the class or serial number directly because the line type 'coded item' is automatically selected.
NOTE

If you start directly with item entry, its class, code, and line type - Coded item will be automatically entered.

  • Barcode: if the management of Barcodes has been enabled in the Invoice Parameters, the Barcode column will appear to select the data for the item from the Barcodes entered in Item Registry > Barcode.
  • Item Class/Code/Description: it is possible to enter manually or with the assistance of the field help, which will propose all the related data entered in the Item registry. After entering the item, its Description will be automatically retrieved from the registry. If the item has Variants, it will be possible to select the desired variant from the Item data tab.
  • Customer item: if the management of Customer Item has been enabled in the Invoice Parameters, the Customer Item column will appear, with the valid item code for the customer named in the document and entered in Item Registry > Customers.
  • Units of Measure: the main unit of measure of the item is proposed, but in the case where alternative units of measure are coded in the item registry, the user has the option to choose another one.
  • Quantity: represents the quantity of the main unit of measure and by default has the value 1; it can be manually modified or can be taken from the document considered for fulfillment.
  • Price: the price is proposed from the price list entered in the contact registry; the reference price list for the item itself is displayed in the Discounts/Price Lists tab; the same document may contain items with prices taken from different price lists if multiple cascading price lists are associated with the subject in the registry (see Register Printing). Through a double click in the Price list field (in the Discounts/Price Lists tab), the user has the option to select a different price list from the default one, from which the price of the entered item will be taken.
note

In the absence of a price list, the proposed data is the selling price retrieved from Item Registry > Costs tab or will be recovered based on the parameters document settings. In the absence of this data as well, the price will be reported as 0.

  • Origin amount: this field shows the Unit Price multiplied by the item quantity, net of discounts.

  • Item discounts: the sum of the discounts applicable to the item is displayed.

  • Item final discounts: the sum of the final discounts entered for the article in the document Summaries is displayed.

  • VAT: the data entered in the VAT field of the Contact Register is prioritized; if this is not present, the value from the Item registry is proposed, but the user has the option to enter another value. It is a mandatory field.
  • Sales Turnover: the data is proposed based on what was entered in the Item Registry > Generalities tab. If this is not present, no data is proposed, but when the invoice is accounted for, the value entered in the Default Counterpart Expense/Revenue field of the Customer Registry > Accounting Data > Administrative tab will be considered, or an error message will be generated. If this is not present, no data is proposed, but when the invoice is accounted for, the value entered in the Default Counterpart Expense/Revenue field of the Customer Registry > Accounting Data > Administrative tab will be considered, or an error message will be generated.

Specific Buttons​

Recalculate Recycle: if the Conai is enabled for the document, it is possible to recalculate the values with this button after any changes.

Update the Recycle values of the Item registry: if in the Conai Materials for the item tab, Unit of Measure and/or Weight are modified, it is possible to transfer these values into the Conai section of the item registry.

Packages management: allows opening the management of returns packaging used in the purchase document. The button becomes active if the document is saved but not loaded. Clicking this button opens the corresponding form where: the quantity can be entered, the line selected, and the transfer of the selected packaging into the item lines can be executed by clicking the Execute button. In this form, the items that have been entered with the nature Packaging and that are present in the Returns Packaging table are reported.

Update price lists: clicking the drop-down next to the button accesses two procedures. The first procedure is Refresh current price list, which aligns the article's price internally with the Price List, following any price change directly in the item line. Instead, with the second procedure, Create new price list with new validity, it is possible to create a new personalized price list for the customer named in the document; the start and end dates for the new price list will be requested in a pop-up.

Show/Hide details: clicking this button makes the internal tabs in Items either visible or hidden.

On-account management: Fluentis allows handling down payment invoices and their reversal, procedures that can be opened by clicking this button.

  • Create down payment invoice Down payment invoices can have a dedicated Document Type or not, as down payment management does not take place at the table level but at the article level. Therefore, managing down payments requires creating a regular sales invoice, for which Type, Customer, etc. are required. After filling in the Header data, it is possible to move to the Articles tab. In the articles grid, enter a Line Type 6 Down Payment Invoice, a Free Description, the Price, VAT, and a Revenue (which should have as its account Customer Advances), and any other data. It is this type of line that determines the amount of the down payment. Once the invoice is completed, it can be printed. At this point, the down payment invoice is confirmed. When creating other documents for this customer, Fluentis will notify me of the existence of a down payment invoice.
  • Reversal of down payment invoice To reverse a down payment invoice, it is necessary to create a new sales invoice addressed to the same customer. In the Articles tab, if the customer has at least one down payment invoice, the On-account management button will be active in the ribbon bar. Clicking it will open the homonymous procedure.
    In the On-account reversal tab, it is possible to select the down payments to be reversed; after selection, clicking the Create reversal invoice item button will create the reversal, which will be reported in the grid below. Upon closing the form, it will be asked whether to insert the new reversal value in the invoice. If confirmed, it will be possible to consult the reversal line in the invoice's Articles tab, which will show the details of the previously created down payment invoice.

Several tabs are then present, which we will analyze below.

3.1 Discounts/Price Lists​

In this tab, the price list and discounts associated with the item line can be consulted.

In the Price list section, the price list from which the item has been retrieved is proposed, along with the start/end validity date.
In the Bracket type, the default tier that the customer has associated for this price list is proposed; if no default tier is present, a discount tier can be manually selected to use; it is important to remember that price lists can have different discount tiers associated with the same item (quantity discounts, general discounts, etc.).

The Manual price flag not active means that the price list, price, and discounts of the line are all calculated automatically; if the user changes any of these, the flag will be activated.

In the Discounts grid, all discounts associated with the item are proposed, each with its own calculation base and assignment. Discounts can be retrieved from: the customer registry, the payment solution assigned to the document, from the price list via the price list-customer association. All proposed data can be modified.

Specific Button

Delete discount: allows you to delete the discount associated with the selected item in the above grid.

3.2 Item Data​

  • Variant: contains any variant of the item;
  • Alternative UM: in these fields, the alternative unit of measure will be displayed if this data is present in the Item registry in the Alternative UM tab (it takes the one with the Default flag set), and if the flags have been activated in the docUMent parameters: Manage double unit of measure and Automatic proposal alternative UM.
  • Alternative quantity: the value related to the alternative UM is proposed, calculated by UMltiplying or dividing the Operational quantity (related to the main UM) by the Conversion Factor set in the Item Registry > Alternative UM tab.
  • Alternative unit of measure price: this flag indicates to consider the alternative quantity for the item; the line amount will therefore be calculated as price for the alternative quantity.

  • Warehouse, Reason, and Location: proposes the warehouse and reason that will automatically appear when posting the related items from the warehouse. The data is taken from the Invoices types table;

  • ITEM: displays the selected item;

  • Project: is the project associated with the document or can be assigned with the help of field help;

  • VAT recourse: if set, the VAT of the gift is considered for the total invoice;

  • Detail declarations: contains any intent declaration of the customer;

  • Order reference: refers to the order from which the invoice was created;

  • Brand: represents the brand of the item, taken from its registry or the price list of the item;

  • Notes: provides the ability to enter notes for each item;

3.3 Agents​

  • Agent: the agent linked with the corresponding commission for the selected item; the data corresponds to that present in Header > Agents tab. The percentage can be changed.

Specific button

Delete agents: allows you to delete the agent associated with an item.

3.4 Lots and Serial Numbers​

In the two grids, the lots and serial numbers that must be posted from the warehouse and are linked to the item in the Item Registry > Lots and Serial Numbers can be entered, or they can be entered manually.

This operation is conditional on the presence of lots and serial numbers in the warehouse.

If the item does not provide for the management of Lots/Serial Numbers, this tab will be disabled.

Specific Buttons​

  • Delete Batch: allows you to delete the selected batch line.
  • Cancel serial number: allows for the deletion of the selected serial number line.

3.5 Analytical​

It can contain information about the cost/profit centers on which the values of the items are distributed.

This data can be entered manually or automatically (in case the cost/profit centers have been previously entered in the contact register, Item registry, or in the Chart of Accounts).

3.6 Extra Data​

The list of Extra data related to the item is displayed, with the possibility of adding new extra data useful only for the document in question. The To print flag allows you to choose which extra data to print.

3.7 Attached Documents​

The details of any Attached Document (name, type of document, any notes, our/their reference) are displayed. For instructions on how to attach a document, please refer to the article Attach Documents.

3.8 Values Section​

The section at the bottom right presents a summary of the costs that contribute to the formation of the final price of each selected item in the item grid. The fields present are:

  • Unit price: the value of the Price field;
  • Quantity: the value of the Quantity or Alternative quantity field, depending on the Alternative Measurement Unit Price flag;
  • Line amount: Item price * Item quantity;
  • Total discounts: the sum of the item discounts, including any final discounts;
  • Origin amount: Gross amount - Discounts;
  • VAT: Taxable amount * VAT rate of the item;
  • Total: Taxable amount + Tax.

Summaries​

In the various sections of this tab, the main information of the entire document and some specific buttons are presented.

4.1 VAT/Due Dates​

VAT Summaries​

The VAT summary of the document is proposed for each VAT code.

Due Dates Summary​

Represents the summary of the document deadlines, for each type and payment solution.

  • Number: progressive value of the line.
  • Payment: represents the alphanumeric code of the Payment type retrieved from Document Header > Payments tab.
  • Amount: Amount of the calculated deadline. It can be manually overridden, in which case the subsequent flag Manually edit is automatically activated. (Automatic controls and alerts regarding the alignment between the deadline values and the total invoice are triggered)
  • Expiry date: Date of the calculated deadline. It can be manually overridden, in which case the subsequent flag Manually edit is automatically activated.
  • Collection charges: Field in which the calculated collection fees are reported.
  • VAT: to be applied to collection fees (can also be set manually)
  • Payment template: it is possible to directly enter a ledger template in the invoice that leads to an automatic recording of collection/payment. Note: pay attention to the template of the template because it will use the accounts present even without detail account, which is why the following field is present.
  • Customer/Supplier detail account: account used to collect/pay (cash or bank, for example) the deadline, overriding the account present in the payment (or collection) ledger template.
  • Receipt no.: An eventual receipt number for the money received.
  • Single: activates the accounting of the deadline closure in the automated writing.
  • Discount type: Type of financial discount.
  • Mat. value: Value of the financial discount on collection.
  • Detail declarations: This is the reference to the declaration of intent. The VAT applied to collection fees could always be a plafond VAT, so it is also necessary to insert the related declaration of intent here (as for item lines and expense lines).

PURCHASE INVOICES:

  • Sign: only the deadlines that have this flag are then managed in payment with the template and account set.
  • Payment reference models: Model for creating the payment code. In some foreign locations, each deadline in the invoice requires a code assigned by the invoicer: this code is structured according to specific models (table MB_PaymentReferenceModels), in order to construct the code with an algorithm.
  • Payment model codes: This is the code (structured as per the previous model) to be reported in the transaction and then in the payments sent to the bank, so that the bank communicates to the beneficiary which deadline has been paid (thus automating the import from bank movements with transaction closure). From here it is populated inside the transaction and in the Sepa file.
  • Prepayment date limit: This is a field provided in the ES invoice trace, the deadline for being able to apply the financial discount.

Generally, due dates are recalculated if the payment is modified in the document header. The cases in which due dates are not updated if the payment is modified in the header are as follows:

  • When the invoice has the SDI link and has a state different from Not Examined, Controlled, Cancelled, Excluded
  • When there is at least one due date with the 'Manual Modification' flag active
  • When the invoice has a connection with one or more Effects or is linked with a row FSAdvanceInvoiceMaturity
  • When there is a discount in the due date that does not come from the payment
  • When the sum of the Amount in the Payments grid is greater than the Taxable Amount of the invoice
  • Or if the invoices have been modified outside of Fluentis

In these cases, it is necessary to click the button on the toolbar 'Recalculate and group due dates (Ricalcola e raggruppa scadenze)'.

4.2 Agents/Discounts/Expenses​

Final Discounts on Items​

The final discounts applied at the level of each individual item are distributed (or "spread") across each item line of the document. This means that the discount amount is proportionally divided among all the items present in the document, and the corresponding discount will be visible in the Items tab for each individual line.

  • Type/Description of discount: allows you to choose the types of discounts (preset in Discount Types), assigning the type the priority for discount application and whether the discount is calculated on the taxable amount or cascaded from previously applied discounts.
  • Priority: represents the priority of discount application; the ordering to be applied occurs in ascending order.
  • Cascade/Amount: to define whether the calculation of the discount uses as taxable the (price * quantity) - (discounts already calculated) or (price * quantity).
  • Value: numerical value of the final discount to be applied.

Expenses/Discounts​

Expenses entered in the contact register are proposed in the Charges/Discounts tab. In this grid, any expenses should be entered as positive, and any discounts as negative.

These elements are applied to the totality of the document and are not distributed among the article lines. They may include additional costs, global discounts, or surcharges applied to the entire document. If set in the item registry, they are automatically proposed at the time of document creation.

  • Type/Description: allows you to choose the types of expense (predefined in the table Expense Types), assigning a percentage of the expense to apply to the type.
  • Charge amount: indicates the value of the expense expressed in the currency of the document.
  • VAT: indicates the VAT rate to be applied to the entered expenses.
  • Percentage/Value: indicates whether to calculate expenses with a percentage or with a predefined monetary value. By selecting Value, the expense amount should be entered under the corresponding heading.
  • Percent Completed: numeric value of the expense percentage.

Other Fields​

Final notes: this is a free field that can be filled in by the user with the help of the 'Help for coded notes (Help note codificate)'.

4.3 Document Totals​

  • Items gross amount: represents the sum of the values of all items.

  • On-account: represents the value of any deposit received for the document.

  • Amount giveaway: represents the amount of items classified as gifts entered in the Items tab.

  • Total discounts applied: represents the total value of discounts applied to the items, excluding final discounts.

  • Items net amount: Items gross amount – Total discounts applied.

  • Final item discounts: represents the value of final discounts expressed as a percentage of the gross amount of the items.

  • Net amount of final discounts: Items net amount - Total final discounts.

  • Total charges items: represents the value of expenses entered in the previous tab as items of Charge type.

  • Collection charges: represents the sum of collection expenses entered in the Charges grid.

  • Stamp charges: represents the sum of stamp duty expenses entered in the Charges grid.

  • Total expenses/discounts/increases: represents the total value of expenses entered in the Charges grid.

  • Origin amount: Items net amount – Final discounts + Total charges items + Total expenses/discounts/increases.

  • VAT: represents the sum of the values contained in the VAT summaries.

  • Total: Origin amount + VAT.

  • Percentage Total discount: an additional final discount in percentage can be entered; entering this field automatically fills the next one.

  • Value Total discount: it is possible to enter a final discount in value.

  • Rounding: there is an additional field to round the document upwards.

  • Total to pay: finally, the definitive total obtained is reported.

Transport​

If the invoice is accompanying, it is necessary to fill in the Transport tab.
The present data are:

  • Recipient: the default recipient entered in the customer registry is proposed; if not present, the customer's address is taken.
  • Destination: the default destination of the recipient is proposed, if entered in the customer registry.
  • Tracking Number: free field.
  • Volume: the cumulative volume is proposed, resulting from the sum of the volumes of the items (the value is taken from the Item Registry > Weights/Dimensions), when the unit of measure of the item's volume corresponds to that set in the invoice parameters.
  • Net weight: the cumulative net weight is proposed, resulting from the sum of the weights of the items (the value is taken from the Item Registry > Weights/Dimensions), when the unit of measure of the item's weight corresponds to that set in the invoice parameters.
  • Gross Weight: the cumulative gross weight is proposed, resulting from the sum of the weights of the items (the value is taken from the Item Registry > Weights/Dimensions), when the unit of measure of the item's weight corresponds to that set in the invoice parameters.
  • Type of packaging: combo box that refers to the corresponding table.
  • Packages: the number of packages is proposed, based on the data entered in the Item Registry > Weights/Dimensions, in the Items present in one package or Packages for item fields. Only items with this field filled in are taken into account.
  • Values manually modified: with this flag, we allow modification of the Volume, Net Weight, Gross Weight, and Packages fields, which otherwise report data from the item registry without modification possibility.
  • Transport: it is necessary to select the figure who will take care of the transport, putting the flag on Sender, Recipient, or Carrier; based on the selection, the section below will change; if the transport is at the Sender's expense, it will be possible to enter Vehicle License Plate, Trailer, Start Date and Time of transport; if at the Recipient's expense, it will be possible to enter Vehicle License Plate, Trailer, Start Date and Time of transport; if at the Carrier's expense, the available fields will be Accounting Registry of the Carrier, License Plate, Trailer, Transport Date and Time, any Client, Loader, Owner, Loading Place.

Linked documents​

In this tab, it is possible to consult the attached documents. To attach documents, you can proceed in two ways:

  • using the toolbar button Documents you can choose whether to attach a document already coded in Fluentis or to create a new Document to attach.
  • directly in the grid, using the right mouse button and selecting Attach a file, you will create a new Document to attach.