RECEIVED INVOICES AND RECEIPTS

Received invoices and receipts are part of the Deals module; they can be found in the main menu under Deals->Received invoices and receipts. If they are not in the menu, make sure you have the Deals module enabled in Global settings->Deals->Deals and that you have been granted the necessary permissions to work with deals and billing in Users and groups->Users.

List of documents

The list with integrated search contains received accounting documents that you need to record in the billing of a deal:

• Receipts – cash register documents for services or goods that you received in connection with the implementation of a deal. The items are freely editable and can be re-invoiced to the customer via CDESK
• Received invoices – invoices, for example for services or goods, that you received in connection with the implementation of a deal. The items are freely editable and can be re-invoiced to the customer via CDESK

Individual documents can be edited by double-clicking on the document row, or using the Edit option from the context menu, or you can create new documents by clicking the New item button at the top of the window.

New document

In the first step, select the document type, which will make additional form fields available:

• Receipt records
• Received invoice

After filling in the document form and saving it, the Items tab becomes available, where you add items to the document, along with the Attachments tab.

Receipt records

Document type – Receipt records

Document number – generated automatically after saving

Note – a place to jot down notes about the document

Date of receipt – select the date according to the date the receipt was issued

Document currency – select the currency according to the received document. The list of allowed currencies can be edited in Global settings->Billing

Amount excl. VAT – calculated from the prices of the items on the document

Amount incl. VAT – calculated from the prices of the items on the document

Supplier – select a supplier. By clicking on > you open a list with advanced filtering; if you do not have such a supplier on record, you can create a new one using +

Supplier contact – select from contacts, or add a new contact by clicking +

By clicking Show more in the section heading, the fields with the supplier’s contact details expand. Clicking again hides these fields once more.

Received invoice

Document type – Received invoice

Document number – generated automatically after saving

Invoice number – enter the number of the received invoice

Document kind – select whether it is a Regular supply of goods or services, an Advance invoice, a Settlement invoice for an advance invoice, or a Credit note

Category – select the invoice category – the list can be edited in Global settings->Deals->Records/Billing

Note – a place to jot down notes about the document

Date of receipt – select the date according to the date on the invoice

Due date – select the date according to the date on the invoice

Delivery date – select the date according to the delivery date

Document currency – select the currency according to the received document. The list of allowed currencies can be edited in Global settings->Billing

Amount excl. VAT – calculated from the prices of the items on the document

Amount incl. VAT – calculated from the prices of the items on the document

Paid amount – used to record the amount in which the invoice was paid (for example, if you pay the invoice in instalments)

Shipping method – select the shipping method. The list can be edited in Global settings->Deals->Records/Billing

Payment method – select the payment method. The list of payment methods can be edited in Global settings->Deals->Records/Billing

Supplier – select a supplier. By clicking on > you open a list with advanced filtering; if you do not have such a supplier on record, you can create a new one using +

Supplier contact – select from contacts, or add a new contact by clicking +

After filling in the form, you save the document by clicking Save , which makes it possible to enter items.

Document items

You add a new item to the list of document items by clicking + . A form for entering items opens:

Customer – select the customer under which the deal for billing is recorded

Deal – select the deal

Item name – enter the item name

Quantity – enter the quantity

Unit of measure – enter the unit

Unit price – enter the unit price excl. VAT

VAT rate – enter the VAT rate for the received item

Re-invoice via CDESK – by switching the toggle to the on state , the item from the received invoice or receipt can be invoiced to the customer directly from CDESK – the item appears in the deal on the Billing tab, in the list of work – the type of work will be listed as Other to be invoiced

• Text for the invoice – enter the item name that should appear on the invoice
• Quantity – enter how many units will be invoiced to the customer
• Unit of measure – enter the unit
• Unit price – enter the price at which the item will be invoiced to the customer
• VAT rate – enter the VAT rate for the invoiced item

You add the item by clicking Save .

Added items can be edited in the document directly within the row, by clicking on the value you wish to edit. Items that have not yet been re-invoiced via CDESK can be removed by clicking the button.

Attachments

In this section you have the option to attach attachments (for example a scan of the document or its electronic version). By clicking + you display a field for uploading files – you attach a file either by dragging it with the mouse onto this field, or by clicking on it to select a file from disk. It is also possible to add several attachments. The list of attached files is then displayed below this field.