Creating and Sending Invoices


Create

Click the '+' in the lower left corner to create a new invoice. Fill out the invoice information; the actual invoice items go in the column fields. Each invoice line can refer to a product in the product list, in which case the price and VAT level default to the values in the product list. If an invoice line does not refer to an existing product, Economacs will create the invoice entries based on the information given for the default product in the product list. Even if you do use an existing product, you can change the price on the invoice item (without affecting the price in the product list or other invoices).

At the bottom there is a checkbox for 'rounding'. By selecting this checkbox, the total invoice amount will be rounded to be an integer amount of whatever currency you've selected for the invoice. Additional settings for the invoice can be found in the lower right corner. Here, four popup menus provide additional information:

The 'Add VAT' checkbox controls whether VAT is added to the invoice. If this is selected Economacs will add VAT according to the VAT rate specified for each invoice item on the invoice. If you are based in the EU and invoicing a company in a different EU country you can verify the validity of the recipient's VAT registration number. Enter the number on the invoice (including the initial two-letter country code), and then click 'Check VAT #'. This feature uses the EU-VIES service, which passes the request on to the tax authorities in the respective countries. The availability of this service is varied, especially with regards to Danish VAT numbers.

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Send

The 'Send' button marks the invoice as 'sent' in the application. The invoice is transferred to the folder for the corresponding fiscal year (if you haven't created a fiscal year containing the invoice date, you may need to do so under Settings / Fiscal Years. To send the invoice to the customer (by e-mail or on paper) use the invoice list for the fiscal year. Select the invoice there and choose File→Print… from the menu.

If your printer supports printing on C5-sized envelopes, Economacs can print a suitable envelope with your address and the customer's address. Select the invoice (either here before sending it or in the invoice list after sending it) and click the envelope icon at the bottom.