9
.. i18n: In OpenERP, the concept of “invoice” includes the following documents:
12
In OpenERP, the concept of “invoice” includes the following documents:
14
.. i18n: * The Customer Invoice
16
.. i18n: * The Supplier Invoice
18
.. i18n: * A Customer Credit Note or Customer Refund
20
.. i18n: * A Supplier Credit Note or Supplier Refund
23
* The Customer Invoice
25
* The Supplier Invoice
27
* A Customer Credit Note or Customer Refund
29
* A Supplier Credit Note or Supplier Refund
31
.. i18n: Only the invoice type and the representation mode differ for each of the four documents. But they are
32
.. i18n: all stored in the same object type in the system.
35
Only the invoice type and the representation mode differ for each of the four documents. But they are
36
all stored in the same object type in the system.
38
.. i18n: You get the correct form for each of the four types of invoice from the menu you use to open it. The
39
.. i18n: name of the tab enables you to tell the invoice types apart when you are working on them.
42
You get the correct form for each of the four types of invoice from the menu you use to open it. The
43
name of the tab enables you to tell the invoice types apart when you are working on them.
46
.. i18n: single: invoices; types
50
single: invoices; types
52
.. i18n: .. note:: Types of Invoice
54
.. i18n: There are many advantages in deriving the different types of invoice from the same object. Two of the
55
.. i18n: most important are:
57
.. i18n: * In a multi-company environment with inter-company invoicing, a customer invoice in one company
58
.. i18n: becomes a supplier invoice for the other,
60
.. i18n: * This enables you to work and search for all invoices from the same menu. If you are looking for an
61
.. i18n: invoicing history, OpenERP provides both supplier and customer invoices in the same list, as well
62
.. i18n: as credit notes.
65
.. note:: Types of Invoice
67
There are many advantages in deriving the different types of invoice from the same object. Two of the
70
* In a multi-company environment with inter-company invoicing, a customer invoice in one company
71
becomes a supplier invoice for the other,
73
* This enables you to work and search for all invoices from the same menu. If you are looking for an
74
invoicing history, OpenERP provides both supplier and customer invoices in the same list, as well
78
.. i18n: single: credit note
84
.. i18n: .. note:: Credit Note
86
.. i18n: A credit note is a document that enables you to cancel an invoice or part of an invoice.
91
A credit note is a document that enables you to cancel an invoice or part of an invoice.
93
.. i18n: To access customer invoices in OpenERP, use the menu :menuselection:`Accounting -->
94
.. i18n: Customers --> Customer Invoices`, and for supplier invoices, use the menu :menuselection:`Accounting -->
95
.. i18n: Suppliers --> Supplier Invoices`.
98
To access customer invoices in OpenERP, use the menu :menuselection:`Accounting -->
99
Customers --> Customer Invoices`, and for supplier invoices, use the menu :menuselection:`Accounting -->
100
Suppliers --> Supplier Invoices`.
102
.. i18n: Most of the time, invoices are generated automatically by OpenERP as they are generated from other
103
.. i18n: processes in the system. So it is not usually necessary to create them manually, but simply approve
104
.. i18n: or validate them. OpenERP uses the following different ways of generating invoices:
107
Most of the time, invoices are generated automatically by OpenERP as they are generated from other
108
processes in the system. So it is not usually necessary to create them manually, but simply approve
109
or validate them. OpenERP uses the following different ways of generating invoices:
111
.. i18n: * from Supplier or Customer Orders,
113
.. i18n: * from receipt or dispatch of goods,
115
.. i18n: * from work carried out (timesheets, see :ref:`ch-hr`),
117
.. i18n: * from closed tasks (see :ref:`ch-projects`),
119
.. i18n: * from fee charges or other rechargeable expenses (see :ref:`ch-services`).
122
* from Supplier or Customer Orders,
124
* from receipt or dispatch of goods,
126
* from work carried out (timesheets, see :ref:`ch-hr`),
128
* from closed tasks (see :ref:`ch-projects`),
130
* from fee charges or other rechargeable expenses (see :ref:`ch-services`).
132
.. i18n: The different processes generate \ ``Draft``\ invoices. These must then be approved by a suitable
133
.. i18n: system user and sent to the customer. The different invoicing methods are detailed in the following
134
.. i18n: sections and chapters.
137
The different processes generate \ ``Draft``\ invoices. These must then be approved by a suitable
138
system user and sent to the customer. The different invoicing methods are detailed in the following
139
sections and chapters.
141
.. i18n: It is also possible to enter invoices manually. This is usually done for invoices that are not
142
.. i18n: associated with an order (usually purchase orders) or Credit Notes. Also, if the system has not been
143
.. i18n: configured correctly you might need to edit the invoice before sending it to the customer.
146
It is also possible to enter invoices manually. This is usually done for invoices that are not
147
associated with an order (usually purchase orders) or Credit Notes. Also, if the system has not been
148
configured correctly you might need to edit the invoice before sending it to the customer.
150
.. i18n: For example, if you have not realized that the customer is tax-exempt, the invoice you generate from an
151
.. i18n: order will contain tax at the normal rates. It is then possible to edit this out of the invoice
152
.. i18n: before validating it.
155
For example, if you have not realized that the customer is tax-exempt, the invoice you generate from an
156
order will contain tax at the normal rates. It is then possible to edit this out of the invoice
157
before validating it.
159
.. i18n: Entering a Customer Invoice
160
.. i18n: ---------------------------
163
Entering a Customer Invoice
164
---------------------------
166
.. i18n: The principle of entering data for invoices in OpenERP is very simple, as it enables non-
167
.. i18n: accountant users to create their own invoices. This means that your accounting information can be
168
.. i18n: kept up-to-date all the time as orders are placed and received, and their taxes are calculated.
171
The principle of entering data for invoices in OpenERP is very simple, as it enables non-
172
accountant users to create their own invoices. This means that your accounting information can be
173
kept up-to-date all the time as orders are placed and received, and their taxes are calculated.
175
.. i18n: At the same time, it allows people who have more accounting knowledge to keep full control over the
176
.. i18n: accounting entries that are being generated. Each value proposed by OpenERP can be modified later
180
At the same time, it allows people who have more accounting knowledge to keep full control over the
181
accounting entries that are being generated. Each value proposed by OpenERP can be modified later
184
.. i18n: Start by manually entering a customer invoice. Use :menuselection:`Accounting -->
185
.. i18n: Customers --> Customer Invoices` and click on `New` button for this.
188
Start by manually entering a customer invoice. Use :menuselection:`Accounting -->
189
Customers --> Customer Invoices` and click on `New` button for this.
191
.. i18n: A new invoice form opens for entering information.
194
A new invoice form opens for entering information.
196
.. i18n: .. figure:: images/account_invoice_new.png
198
.. i18n: :align: center
200
.. i18n: *Entering a New Invoice*
203
.. figure:: images/account_invoice_new.png
207
*Entering a New Invoice*
209
.. i18n: The document is composed of three parts:
212
The document is composed of three parts:
214
.. i18n: * the top of the invoice, with customer information,
216
.. i18n: * the main body of the invoice, with detailed invoice lines,
218
.. i18n: * the bottom of the page, with detail about the taxes, and the totals.
221
* the top of the invoice, with customer information,
223
* the main body of the invoice, with detailed invoice lines,
225
* the bottom of the page, with detail about the taxes, and the totals.
227
.. i18n: To enter a document in OpenERP, you should always fill in fields in the order they appear on
228
.. i18n: screen. Doing it this way means that some of the later fields are filled in automatically from the
229
.. i18n: selections made in earlier fields. So select the `Customer`, and the following fields are
230
.. i18n: completed automatically:
233
To enter a document in OpenERP, you should always fill in fields in the order they appear on
234
screen. Doing it this way means that some of the later fields are filled in automatically from the
235
selections made in earlier fields. So select the `Customer`, and the following fields are
236
completed automatically:
238
.. i18n: * the invoice address corresponds to the customer contact that was given the address type of
239
.. i18n: `Invoice` in the partner form (or otherwise the address type of `Default`),
241
.. i18n: * the partner account corresponds to the account given in the `Accounting` which is found in a
242
.. i18n: tab of the partner form,
244
.. i18n: * a specific or a default payment condition can be defined for this partner in the
245
.. i18n: `Accounting` tab of the partner form. Payment conditions are generated by rules for the payment of
246
.. i18n: the invoice. For example: 50% in 21 days and 50% in 60 days from the end of the month.
249
* the invoice address corresponds to the customer contact that was given the address type of
250
`Invoice` in the partner form (or otherwise the address type of `Default`),
252
* the partner account corresponds to the account given in the `Accounting` which is found in a
253
tab of the partner form,
255
* a specific or a default payment condition can be defined for this partner in the
256
`Accounting` tab of the partner form. Payment conditions are generated by rules for the payment of
257
the invoice. For example: 50% in 21 days and 50% in 60 days from the end of the month.
260
.. i18n: pair: properties; field
264
pair: properties; field
266
.. i18n: .. note:: Properties Fields
268
.. i18n: The Properties fields on the Partner form or the Product form are multi-company fields. The value
269
.. i18n: that the user sees in these fields depends on the company that the user works for.
271
.. i18n: If you work in a multi-company environment that is using one database, you have several charts of
272
.. i18n: accounts. Asset and liability accounts for a partner depend on the company that the user works for.
275
.. note:: Properties Fields
277
The Properties fields on the Partner form or the Product form are multi-company fields. The value
278
that the user sees in these fields depends on the company that the user works for.
280
If you work in a multi-company environment that is using one database, you have several charts of
281
accounts. Asset and liability accounts for a partner depend on the company that the user works for.
284
.. i18n: single: navigating relationships
285
.. i18n: single: right-click
289
single: navigating relationships
292
.. i18n: .. tip:: Seeing Partner Relationships
294
.. i18n: You can reach more information from certain relation fields in OpenERP.
296
.. i18n: * In the web client in read-only mode, a relation is commonly a hyperlink
297
.. i18n: - it takes you to the main form for that entity, with all of the actions and links.
299
.. i18n: * In the web client in edit mode you can right-click in the field to get a
300
.. i18n: context menu with links and other options.
302
.. i18n: * And in the GTK client you can right-click the field to get that same
303
.. i18n: context menu.
305
.. i18n: So one way or another you can rapidly reach the partner's:
307
.. i18n: * current sales and purchases,
309
.. i18n: * CRM requests,
311
.. i18n: * open invoices,
313
.. i18n: * accounts records,
315
.. i18n: * payable and receivable accounts.
318
.. tip:: Seeing Partner Relationships
320
You can reach more information from certain relation fields in OpenERP.
322
* In the web client in read-only mode, a relation is commonly a hyperlink
323
- it takes you to the main form for that entity, with all of the actions and links.
325
* In the web client in edit mode you can right-click in the field to get a
326
context menu with links and other options.
328
* And in the GTK client you can right-click the field to get that same
331
So one way or another you can rapidly reach the partner's:
333
* current sales and purchases,
341
* payable and receivable accounts.
343
.. i18n: You can add more detailed additional information to the invoice and select the currency that you want to invoice in.
346
You can add more detailed additional information to the invoice and select the currency that you want to invoice in.
348
.. i18n: Once the invoice heading is saved, you must enter the different invoice lines. You could use either
349
.. i18n: of the two techniques:
352
Once the invoice heading is saved, you must enter the different invoice lines. You could use either
353
of the two techniques:
355
.. i18n: * enter the whole field manually,
357
.. i18n: * use a product to complete the different fields automatically.
360
* enter the whole field manually,
362
* use a product to complete the different fields automatically.
364
.. i18n: .. tip:: Invoice Line Description
366
.. i18n: The invoice line description is more of a title than a comment. If you want to add more detailed
367
.. i18n: comments you can use the field in the second tab `Notes`.
370
.. tip:: Invoice Line Description
372
The invoice line description is more of a title than a comment. If you want to add more detailed
373
comments you can use the field in the second tab `Notes`.
375
.. i18n: So select the product \ ``Basic PC`` \ in the product field in an invoice line. The
376
.. i18n: following fields are then completed automatically:
379
So select the product \ ``Basic PC`` \ in the product field in an invoice line. The
380
following fields are then completed automatically:
382
.. i18n: * `Description` : this comes from the product, in the language of the partner,
384
.. i18n: * `Account` : determined by the purchase or sales account defined in the
385
.. i18n: product properties. If no account is specified in the product form, OpenERP uses the properties of
386
.. i18n: the category that the product is associated with.
388
.. i18n: * `Unit of Measure` : this is defined by default in the product form,
390
.. i18n: * `Unit Price` : this is given by the sales price in the product form and is expressed
391
.. i18n: without taxes,
393
.. i18n: * `Taxes` : provided by the product form and the partner form.
396
* `Description` : this comes from the product, in the language of the partner,
398
* `Account` : determined by the purchase or sales account defined in the
399
product properties. If no account is specified in the product form, OpenERP uses the properties of
400
the category that the product is associated with.
402
* `Unit of Measure` : this is defined by default in the product form,
404
* `Unit Price` : this is given by the sales price in the product form and is expressed
407
* `Taxes` : provided by the product form and the partner form.
410
.. i18n: single: module; account_tax_include
414
single: module; account_tax_include
416
.. i18n: .. tip:: Managing the Price with Tax Included
418
.. i18n: By default, OpenERP invoices and processes the price without taxes – they are managed as a
419
.. i18n: separate amount.
420
.. i18n: OpenERP can manage tax inclusive prices when you check the `Tax Included in Price` field true when configuring
424
.. tip:: Managing the Price with Tax Included
426
By default, OpenERP invoices and processes the price without taxes – they are managed as a
428
OpenERP can manage tax inclusive prices when you check the `Tax Included in Price` field true when configuring
431
.. i18n: .. note:: Information about the Product
433
.. i18n: When you are entering invoice data, it can sometimes be useful to get hold of more information about
434
.. i18n: the product you are invoicing.
435
.. i18n: Since you are already in edit mode, you would use a right mouse-click
436
.. i18n: on the `Product` field
437
.. i18n: (in both the web and the GTK clients).
438
.. i18n: Then select the available reports. OpenERP provides three standard reports about the product:
440
.. i18n: * forecasts of future stock,
442
.. i18n: * product cost structure,
444
.. i18n: * location of the product in your warehouses.
447
.. note:: Information about the Product
449
When you are entering invoice data, it can sometimes be useful to get hold of more information about
450
the product you are invoicing.
451
Since you are already in edit mode, you would use a right mouse-click
452
on the `Product` field
453
(in both the web and the GTK clients).
454
Then select the available reports. OpenERP provides three standard reports about the product:
456
* forecasts of future stock,
458
* product cost structure,
460
* location of the product in your warehouses.
462
.. i18n: You can enter several invoice lines and modify the values that are automatically completed
466
You can enter several invoice lines and modify the values that are automatically completed
469
.. i18n: Once the invoice lines have been entered, you can click `Compute Taxes` on the invoice to get
470
.. i18n: the following information:
473
Once the invoice lines have been entered, you can click `Compute Taxes` on the invoice to get
474
the following information:
476
.. i18n: * details of tax calculated,
480
.. i18n: * total taxes,
482
.. i18n: * total price.
485
* details of tax calculated,
493
.. i18n: In the `Taxes` area at the bottom left of the invoice you will find the details of the totals
494
.. i18n: calculated for different tax rates used in the invoice.
497
In the `Taxes` area at the bottom left of the invoice you will find the details of the totals
498
calculated for different tax rates used in the invoice.
500
.. i18n: .. tip:: Tax Calculations
502
.. i18n: You can double-click one of the lines in the tax summary areas in the invoice.
504
.. i18n: OpenERP then shows you the detail of the tax charges which will form your tax
505
.. i18n: declaration at the end of the period.
507
.. i18n: It shows you the total that will be computed in the different parts of the legal declaration. This
508
.. i18n: enables you to manage the declaration in OpenERP automatically.
511
.. tip:: Tax Calculations
513
You can double-click one of the lines in the tax summary areas in the invoice.
515
OpenERP then shows you the detail of the tax charges which will form your tax
516
declaration at the end of the period.
518
It shows you the total that will be computed in the different parts of the legal declaration. This
519
enables you to manage the declaration in OpenERP automatically.
521
.. i18n: .. figure:: images/account_invoice_tva.png
523
.. i18n: :align: center
525
.. i18n: *Detail of tax charges on an invoice*
528
.. figure:: images/account_invoice_tva.png
532
*Detail of tax charges on an invoice*
534
.. i18n: Before approving the invoice you can modify the date and the accounting period, which are entered by
535
.. i18n: default as today's date. These fields are found on the second tab `Other Info`.
538
Before approving the invoice you can modify the date and the accounting period, which are entered by
539
default as today's date. These fields are found on the second tab `Other Info`.
542
.. i18n: single: invoice layout
543
.. i18n: single: module; account_invoice_layout
547
single: invoice layout
548
single: module; account_invoice_layout
550
.. i18n: .. note:: Invoice Layout
552
.. i18n: If you want to make your invoice layout more elaborate you can install the module
553
.. i18n: :mod:`account_invoice_layout`. This enables you to add various elements between the lines such as
554
.. i18n: subtotals, sections, separators and notes.
557
.. note:: Invoice Layout
559
If you want to make your invoice layout more elaborate you can install the module
560
:mod:`account_invoice_layout`. This enables you to add various elements between the lines such as
561
subtotals, sections, separators and notes.
563
.. i18n: Click `Validate` when you want to approve the invoice. It moves from the \ ``Draft`` \
564
.. i18n: state to the \ ``Open``\ state.
567
Click `Validate` when you want to approve the invoice. It moves from the \ ``Draft`` \
568
state to the \ ``Open``\ state.
570
.. i18n: When you have validated an invoice, OpenERP gives it a unique number from a defined sequence. By
571
.. i18n: default it takes the form \ ``Journal Code/Year/Sequence Number`` \ for example, \ ``SAJ/2010/005`` \. You cannot modify an
572
.. i18n: invoice number, but instead, you should modify the sequence numbers through the menu :menuselection:`Administration --> Configuration --> Sequences --> Sequences`.
575
When you have validated an invoice, OpenERP gives it a unique number from a defined sequence. By
576
default it takes the form \ ``Journal Code/Year/Sequence Number`` \ for example, \ ``SAJ/2010/005`` \. You cannot modify an
577
invoice number, but instead, you should modify the sequence numbers through the menu :menuselection:`Administration --> Configuration --> Sequences --> Sequences`.
579
.. i18n: Accounting entries corresponding to this invoice are automatically generated when you approve the
580
.. i18n: invoice. You see the details by clicking the entry in the `Journal Entry` field and searching
581
.. i18n: there for the account moves generated by that invoice number.
584
Accounting entries corresponding to this invoice are automatically generated when you approve the
585
invoice. You see the details by clicking the entry in the `Journal Entry` field and searching
586
there for the account moves generated by that invoice number.
588
.. i18n: Tax Management
589
.. i18n: --------------
595
.. i18n: Details on the product form determine the selection of applicable taxes for an
596
.. i18n: invoice line. By default, OpenERP takes account of all the taxes defined in the product form.
599
Details on the product form determine the selection of applicable taxes for an
600
invoice line. By default, OpenERP takes account of all the taxes defined in the product form.
602
.. i18n: Take the case of the following product
605
Take the case of the following product
607
.. i18n: * Applicable taxes:
609
.. i18n: - TVA: 19.6% type TVA
611
.. i18n: - DEEE: 5.5, type DEEE
616
- TVA: 19.6% type TVA
618
- DEEE: 5.5, type DEEE
621
.. i18n: single: DEEE tax
627
.. i18n: .. note:: DEEE Tax
629
.. i18n: The DEEE tax (disposal of electronic and electrical equipment) is an ecological tax that was
630
.. i18n: imposed in France from 2009. It is applied to batteries to finance their recycling and is a fixed
631
.. i18n: sum that is applied to the before-tax amount on the invoice.
636
The DEEE tax (disposal of electronic and electrical equipment) is an ecological tax that was
637
imposed in France from 2009. It is applied to batteries to finance their recycling and is a fixed
638
sum that is applied to the before-tax amount on the invoice.
640
.. i18n: If you trade with a company in your own country, and your country has a DEEE-type tax, the
641
.. i18n: applicable taxes for this invoice could be:
644
If you trade with a company in your own country, and your country has a DEEE-type tax, the
645
applicable taxes for this invoice could be:
647
.. i18n: * DEEE: 5.5,
649
.. i18n: * TVA: 19.6%.
656
.. i18n: If you sell to a customer in another company in the community (intracommunity), instead, then tax is
657
.. i18n: not charged. In the partner form, in the tab `Accounting`, the field `Fiscal Position`
658
.. i18n: maintains information whether the customer is within the region or not. When you create an invoice for this customer, OpenERP will calculate the following taxes on the product:
661
If you sell to a customer in another company in the community (intracommunity), instead, then tax is
662
not charged. In the partner form, in the tab `Accounting`, the field `Fiscal Position`
663
maintains information whether the customer is within the region or not. When you create an invoice for this customer, OpenERP will calculate the following taxes on the product:
665
.. i18n: * DEEE: 5.5,
667
.. i18n: * TVA intracommunity: 0%.
672
* TVA intracommunity: 0%.
674
.. i18n: If you have not entered the parameters in the customer form correctly, OpenERP will suggest incorrect
675
.. i18n: taxes in the invoice. That is not a real issue, because you can always modify the
676
.. i18n: information directly in the invoice before approving it.
679
If you have not entered the parameters in the customer form correctly, OpenERP will suggest incorrect
680
taxes in the invoice. That is not a real issue, because you can always modify the
681
information directly in the invoice before approving it.
683
.. i18n: .. tip:: Occasional Invoices
685
.. i18n: When you create an invoice for a product that will only be bought or sold once, you do not have to
686
.. i18n: encode a new product.
687
.. i18n: Instead, you will have to provide quite a bit of information manually on the invoice line:
689
.. i18n: * sales price,
691
.. i18n: * applicable taxes,
695
.. i18n: * product description.
698
.. tip:: Occasional Invoices
700
When you create an invoice for a product that will only be bought or sold once, you do not have to
701
encode a new product.
702
Instead, you will have to provide quite a bit of information manually on the invoice line:
710
* product description.
712
.. i18n: Cancelling an Invoice
713
.. i18n: ---------------------
716
Cancelling an Invoice
717
---------------------
719
.. i18n: By default, OpenERP will not allow you to cancel an invoice once it has been approved. Since
720
.. i18n: accounting entries have been created, you theoretically cannot go back and delete them. However, in
721
.. i18n: some cases, it is more convenient to cancel an invoice when there is an error than to produce a credit
722
.. i18n: note and reconcile the two entries. Your attitude to this will be influenced by current legislation
723
.. i18n: in your accounting jurisdiction and your adherence to accounting purity.
726
By default, OpenERP will not allow you to cancel an invoice once it has been approved. Since
727
accounting entries have been created, you theoretically cannot go back and delete them. However, in
728
some cases, it is more convenient to cancel an invoice when there is an error than to produce a credit
729
note and reconcile the two entries. Your attitude to this will be influenced by current legislation
730
in your accounting jurisdiction and your adherence to accounting purity.
732
.. i18n: OpenERP accommodates either approach. Install the account_cancel module. Then allow cancelling an invoice by checking the box
733
.. i18n: `Allow Cancelling Entries` in the Journal corresponding to this invoice. You will then be allowed to
734
.. i18n: cancel the invoice if the following two conditions are met:
737
OpenERP accommodates either approach. Install the account_cancel module. Then allow cancelling an invoice by checking the box
738
`Allow Cancelling Entries` in the Journal corresponding to this invoice. You will then be allowed to
739
cancel the invoice if the following two conditions are met:
741
.. i18n: #. The accounting entries have not been reconciled or paid: if they have, then you will have to cancel
742
.. i18n: the reconciliation first.
744
.. i18n: #. The accounting period or the fiscal year has not already been closed: if it is closed then no
745
.. i18n: modification is possible.
748
#. The accounting entries have not been reconciled or paid: if they have, then you will have to cancel
749
the reconciliation first.
751
#. The accounting period or the fiscal year has not already been closed: if it is closed then no
752
modification is possible.
754
.. i18n: Cancelling an invoice has the effect of automatically modifying the corresponding accounting
758
Cancelling an invoice has the effect of automatically modifying the corresponding accounting
761
.. i18n: To be able to cancel invoices, you should install the module :mod:`account_cancel`. You can cancel an invoice if the :guilabel:`Allow Cancelling Entries` function has been activated in the journal and the entries have not yet been reconciled. You could then move it from \ ``Cancelled`` \
762
.. i18n: to the \ ``Draft`` \ state to modify it and regenerate it.
765
To be able to cancel invoices, you should install the module :mod:`account_cancel`. You can cancel an invoice if the :guilabel:`Allow Cancelling Entries` function has been activated in the journal and the entries have not yet been reconciled. You could then move it from \ ``Cancelled`` \
766
to the \ ``Draft`` \ state to modify it and regenerate it.
768
.. i18n: .. tip:: Numbering Invoices
770
.. i18n: Some countries require you to have contiguously numbered invoices (that is, with no break in the sequence).
771
.. i18n: If, after cancelling an invoice that you are not regenerating,
772
.. i18n: you find yourself with a break in the numbering you would have to go and modify the sequence,
773
.. i18n: redo the invoice and replace the sequence number with its original value.
775
.. i18n: You can control the sequences using the menu :menuselection:`Administration --> Configuration -->
776
.. i18n: Sequences --> Sequences`.
779
.. tip:: Numbering Invoices
781
Some countries require you to have contiguously numbered invoices (that is, with no break in the sequence).
782
If, after cancelling an invoice that you are not regenerating,
783
you find yourself with a break in the numbering you would have to go and modify the sequence,
784
redo the invoice and replace the sequence number with its original value.
786
You can control the sequences using the menu :menuselection:`Administration --> Configuration -->
787
Sequences --> Sequences`.
789
.. i18n: Cancelling an invoice will cause a break in the number sequence of your invoices. You are
790
.. i18n: strongly advised to recreate this invoice and re-approve it to fill the hole in the numbering if you can.
793
Cancelling an invoice will cause a break in the number sequence of your invoices. You are
794
strongly advised to recreate this invoice and re-approve it to fill the hole in the numbering if you can.
796
.. i18n: .. tip:: Duplicating a Document
798
.. i18n: The duplication function can be applied to all the system documents: you can duplicate anything –
799
.. i18n: a product, an order, or a delivery.
802
.. tip:: Duplicating a Document
804
The duplication function can be applied to all the system documents: you can duplicate anything –
805
a product, an order, or a delivery.
807
.. i18n: .. note:: Duplicating Invoices
809
.. i18n: Instead of entering a new invoice each time, you can base an invoice on a similar preceding one
810
.. i18n: and duplicate it. To do this, first search for a suitable existing invoice. In the web client, show
811
.. i18n: the invoice in read-only (non-editable) form view, then click `Duplicate`. In the GTK client,
812
.. i18n: select :menuselection:`Form --> Duplicate` from the top menu.
814
.. i18n: The duplication creates a new invoice in the ``Draft`` state. That enables you to modify it before
815
.. i18n: approving it. Duplicating documents in OpenERP is an intelligent function, which enables the
816
.. i18n: duplicated invoice to be given its own sequence number, today's date, and the draft state, even if
817
.. i18n: the preceding invoice has been paid.
820
.. note:: Duplicating Invoices
822
Instead of entering a new invoice each time, you can base an invoice on a similar preceding one
823
and duplicate it. To do this, first search for a suitable existing invoice. In the web client, show
824
the invoice in read-only (non-editable) form view, then click `Duplicate`. In the GTK client,
825
select :menuselection:`Form --> Duplicate` from the top menu.
827
The duplication creates a new invoice in the ``Draft`` state. That enables you to modify it before
828
approving it. Duplicating documents in OpenERP is an intelligent function, which enables the
829
duplicated invoice to be given its own sequence number, today's date, and the draft state, even if
830
the preceding invoice has been paid.
832
.. i18n: .. note:: Saving Partner Preferences
834
.. i18n: OpenERP has many functions to help you enter data quickly. If you invoice the same products
835
.. i18n: frequently for the same partner you can save the last invoice preferences using conditional
836
.. i18n: default values.
838
.. i18n: To test this functionality, create an invoice for a partner and add some lines
839
.. i18n: (from the GTK client). Then right-click on the `Invoice Line` field and select
840
.. i18n: `Set Default`. Check the box that indicates this default should apply only to you.
842
.. i18n: Then the next time you create an invoice, these invoice lines will be
843
.. i18n: automatically created and you will only have to modify the quantities before confirming the invoice.
845
.. i18n: For taxes, you could put the default amount in the invoice lines (in France it would be
846
.. i18n: 19.6%, in Belgium 21%, in the UK 17.5% or 15%). Doing this, you will not forget to add tax when you are
847
.. i18n: manually entering invoices.
849
.. i18n: (The capabilities of the GTK client are more extensive than those of the web client.
850
.. i18n: You can set defaults for multiple lines in the GTK client but only a single line in the web client,
851
.. i18n: so you need to be quite sure what is possible before you use this functionality routinely.)
854
.. note:: Saving Partner Preferences
856
OpenERP has many functions to help you enter data quickly. If you invoice the same products
857
frequently for the same partner you can save the last invoice preferences using conditional
860
To test this functionality, create an invoice for a partner and add some lines
861
(from the GTK client). Then right-click on the `Invoice Line` field and select
862
`Set Default`. Check the box that indicates this default should apply only to you.
864
Then the next time you create an invoice, these invoice lines will be
865
automatically created and you will only have to modify the quantities before confirming the invoice.
867
For taxes, you could put the default amount in the invoice lines (in France it would be
868
19.6%, in Belgium 21%, in the UK 17.5% or 15%). Doing this, you will not forget to add tax when you are
869
manually entering invoices.
871
(The capabilities of the GTK client are more extensive than those of the web client.
872
You can set defaults for multiple lines in the GTK client but only a single line in the web client,
873
so you need to be quite sure what is possible before you use this functionality routinely.)
875
.. i18n: .. note:: Getting Information by Navigating to it
877
.. i18n: As you are creating an invoice you will often find you need extra information about the partner to
878
.. i18n: help you complete the invoice. As described earlier, you can navigate to other
879
.. i18n: information linked to this partner by right-clicking, such as:
881
.. i18n: * Monthly Turnover
883
.. i18n: * Benefit Details,
885
.. i18n: * Most Recent Invoices,
887
.. i18n: * Latest Orders - Sales Order, Purchase Order.
889
.. i18n: Do the same to get information about the products you are invoicing. For example: is there enough
890
.. i18n: stock? When will you be getting more stocks in? What are the costs and normal list prices for this
893
.. i18n: By making this information easily accessible while you are invoicing, OpenERP greatly simplifies
894
.. i18n: your work in creating the invoice.
897
.. note:: Getting Information by Navigating to it
899
As you are creating an invoice you will often find you need extra information about the partner to
900
help you complete the invoice. As described earlier, you can navigate to other
901
information linked to this partner by right-clicking, such as:
907
* Most Recent Invoices,
909
* Latest Orders - Sales Order, Purchase Order.
911
Do the same to get information about the products you are invoicing. For example: is there enough
912
stock? When will you be getting more stocks in? What are the costs and normal list prices for this
915
By making this information easily accessible while you are invoicing, OpenERP greatly simplifies
916
your work in creating the invoice.
918
.. i18n: Creating a Supplier Invoice
919
.. i18n: ---------------------------
922
Creating a Supplier Invoice
923
---------------------------
925
.. i18n: The form that manages supplier invoices is very similar to the one for customer invoices. However,
926
.. i18n: it has been adapted to simplify rapid data entry and monitoring of the amounts recorded.
929
The form that manages supplier invoices is very similar to the one for customer invoices. However,
930
it has been adapted to simplify rapid data entry and monitoring of the amounts recorded.
932
.. i18n: .. tip:: Entering Data
934
.. i18n: Many companies do not enter data on supplier invoices, but simply enter accounting data corresponding to
935
.. i18n: the purchase journal.
937
.. i18n: This particularly applies to users that have focused on the accounting system rather than all the
938
.. i18n: capabilities provided by an ERP system.
939
.. i18n: The two approaches reach the same accounting result: some prefer one and others prefer the other
940
.. i18n: depending on their skills.
942
.. i18n: However, when you use the Purchase Management functions in OpenERP you should work directly on
943
.. i18n: invoices because they are provided from Purchase Orders or Goods Receipt documents.
946
.. tip:: Entering Data
948
Many companies do not enter data on supplier invoices, but simply enter accounting data corresponding to
949
the purchase journal.
951
This particularly applies to users that have focused on the accounting system rather than all the
952
capabilities provided by an ERP system.
953
The two approaches reach the same accounting result: some prefer one and others prefer the other
954
depending on their skills.
956
However, when you use the Purchase Management functions in OpenERP you should work directly on
957
invoices because they are provided from Purchase Orders or Goods Receipt documents.
959
.. i18n: To enter a new supplier invoice, use the menu :menuselection:`Accounting --> Suppliers --> Supplier Invoices`.
962
To enter a new supplier invoice, use the menu :menuselection:`Accounting --> Suppliers --> Supplier Invoices`.
964
.. i18n: Everything is similar to the customer invoice, starting with the `Journal`
965
.. i18n: unless the default is acceptable, and then the `Supplier`, which will automatically complete the following fields
968
Everything is similar to the customer invoice, starting with the `Journal`
969
unless the default is acceptable, and then the `Supplier`, which will automatically complete the following fields
971
.. i18n: * `Invoice Address`,
973
.. i18n: * Partner `Account`.
980
.. i18n: Unlike the customer invoice, you do not have to enter payment conditions – simply a `Due
981
.. i18n: Date` if you want one.
982
.. i18n: If you do not give a due date, OpenERP assumes that this invoice will be paid in cash.
983
.. i18n: If you want to enter more complete payment conditions than just the due date, you can use the `Payment
984
.. i18n: Term` field which you can find on the second tab `Other Info`.
987
Unlike the customer invoice, you do not have to enter payment conditions – simply a `Due
988
Date` if you want one.
989
If you do not give a due date, OpenERP assumes that this invoice will be paid in cash.
990
If you want to enter more complete payment conditions than just the due date, you can use the `Payment
991
Term` field which you can find on the second tab `Other Info`.
993
.. i18n: You must also enter the invoice `Total` with taxes included. OpenERP uses this amount
994
.. i18n: to check whether all invoice lines have been entered correctly before it will let you validate the
998
You must also enter the invoice `Total` with taxes included. OpenERP uses this amount
999
to check whether all invoice lines have been entered correctly before it will let you validate the
1002
.. i18n: Indicate the `Currency` if the invoice is not going to use the default currency, then you can enter
1003
.. i18n: the `Invoice lines`.
1006
Indicate the `Currency` if the invoice is not going to use the default currency, then you can enter
1007
the `Invoice lines`.
1009
.. i18n: Just like the customer invoice, you have the choice of entering all the information manually or use
1010
.. i18n: a product to complete many of the fields automatically. When you enter a product, all of the following
1011
.. i18n: values are completed automatically:
1014
Just like the customer invoice, you have the choice of entering all the information manually or use
1015
a product to complete many of the fields automatically. When you enter a product, all of the following
1016
values are completed automatically:
1018
.. i18n: * the product `Account` is completed from the properties of the product form or the
1019
.. i18n: `Category` of the product if nothing is defined on the product itself,
1021
.. i18n: * the `Taxes` come from the product form and/or the partner form, based on the same
1022
.. i18n: principles as the customer invoice,
1024
.. i18n: * the `Quantity` is set at 1 by default but can be changed manually,
1026
.. i18n: * set the `Unit Price` from the total price you are quoted after deducting all
1027
.. i18n: the different applicable taxes,
1030
* the product `Account` is completed from the properties of the product form or the
1031
`Category` of the product if nothing is defined on the product itself,
1033
* the `Taxes` come from the product form and/or the partner form, based on the same
1034
principles as the customer invoice,
1036
* the `Quantity` is set at 1 by default but can be changed manually,
1038
* set the `Unit Price` from the total price you are quoted after deducting all
1039
the different applicable taxes,
1041
.. i18n: Click `Compute Taxes` to ensure that the totals correspond to those indicated on
1042
.. i18n: the paper invoice from the supplier. When you approve the invoice, OpenERP verifies that the total
1043
.. i18n: amount indicated in the header corresponds to the sum of the amounts without tax on the invoice lines
1044
.. i18n: and the different applicable taxes.
1047
Click `Compute Taxes` to ensure that the totals correspond to those indicated on
1048
the paper invoice from the supplier. When you approve the invoice, OpenERP verifies that the total
1049
amount indicated in the header corresponds to the sum of the amounts without tax on the invoice lines
1050
and the different applicable taxes.
1052
.. i18n: OpenERP automatically completes the `Date Invoiced` and the accounting period.
1055
OpenERP automatically completes the `Date Invoiced` and the accounting period.
1058
.. i18n: single: declarations
1062
single: declarations
1064
.. i18n: .. note:: Dates and Accounting Periods
1066
.. i18n: Accounting periods are treated as legal period declarations. For example, a tax declaration for an
1067
.. i18n: invoice depends on the accounting period and not on the date of invoicing.
1069
.. i18n: Depending on whether your declarations are made monthly or quarterly, the fiscal year contains
1070
.. i18n: either twelve or four accounting periods.
1072
.. i18n: The dates are shown in the document you created in the accounting system. They are used for
1073
.. i18n: calculating due dates.
1076
.. note:: Dates and Accounting Periods
1078
Accounting periods are treated as legal period declarations. For example, a tax declaration for an
1079
invoice depends on the accounting period and not on the date of invoicing.
1081
Depending on whether your declarations are made monthly or quarterly, the fiscal year contains
1082
either twelve or four accounting periods.
1084
The dates are shown in the document you created in the accounting system. They are used for
1085
calculating due dates.
1088
.. i18n: pair: accounts; due date
1092
pair: accounts; due date
1094
.. i18n: The two pieces of information do not have to have the same date. If, for example, you receive an
1095
.. i18n: invoice dated 5th January which relates to goods or services supplied before 31st December, the
1096
.. i18n: invoice may be coded into the December accounting period and thus be recognized in that period for
1097
.. i18n: the tax declaration, while the invoice can remain 5th January which remains the basis of the due
1098
.. i18n: date for payment.
1101
The two pieces of information do not have to have the same date. If, for example, you receive an
1102
invoice dated 5th January which relates to goods or services supplied before 31st December, the
1103
invoice may be coded into the December accounting period and thus be recognized in that period for
1104
the tax declaration, while the invoice can remain 5th January which remains the basis of the due
1107
.. i18n: You can find that the amounts do not correspond with what your supplier has given you on paper for
1108
.. i18n: reasons that can include:
1111
You can find that the amounts do not correspond with what your supplier has given you on paper for
1112
reasons that can include:
1114
.. i18n: * the supplier made a calculation error,
1116
.. i18n: * the amounts have been rounded differently.
1119
* the supplier made a calculation error,
1121
* the amounts have been rounded differently.
1123
.. i18n: .. tip:: Rounding Tax
1125
.. i18n: It often happens that a supplier adds 1 to the total because the tax calculation has been rounded
1126
.. i18n: upwards. Some tax amounts are not valid because of this rounding.
1128
.. i18n: For example, it is impossible to arrive at the amount of 145.50 if you are working to a precision of 2
1129
.. i18n: decimal places and a rate of 19.6%:
1131
.. i18n: * 121.65 x 1.196 = 145.49
1133
.. i18n: * 121.66 x 1.196 = 145.51
1136
.. tip:: Rounding Tax
1138
It often happens that a supplier adds 1 to the total because the tax calculation has been rounded
1139
upwards. Some tax amounts are not valid because of this rounding.
1141
For example, it is impossible to arrive at the amount of 145.50 if you are working to a precision of 2
1142
decimal places and a rate of 19.6%:
1144
* 121.65 x 1.196 = 145.49
1146
* 121.66 x 1.196 = 145.51
1148
.. i18n: In this case you can modify a value in the lines that the total is based on, or the total amount of
1149
.. i18n: taxes at the bottom left of the form: both are editable so that you can modify them to adjust the
1153
In this case you can modify a value in the lines that the total is based on, or the total amount of
1154
taxes at the bottom left of the form: both are editable so that you can modify them to adjust the
1157
.. i18n: When the totals tally, you can validate the invoice. OpenERP then generates the corresponding
1158
.. i18n: accounting entries. You can manage those entries using the `Account` fields on the
1159
.. i18n: invoice and on each of the invoice lines.
1162
When the totals tally, you can validate the invoice. OpenERP then generates the corresponding
1163
accounting entries. You can manage those entries using the `Account` fields on the
1164
invoice and on each of the invoice lines.
1167
.. i18n: single: Credit Notes
1171
single: Credit Notes
1173
.. i18n: Credit Notes / Refunds
1174
.. i18n: ----------------------
1177
Credit Notes / Refunds
1178
----------------------
1180
.. i18n: Entering a customer credit note is almost identical to entering a customer invoice. You just start
1181
.. i18n: from the menu :menuselection:`Accounting --> Customers --> Customer Refunds`.
1184
Entering a customer credit note is almost identical to entering a customer invoice. You just start
1185
from the menu :menuselection:`Accounting --> Customers --> Customer Refunds`.
1187
.. i18n: Similarly, entering a supplier credit note is the same as that of the supplier invoice, and so you
1188
.. i18n: use the menu :menuselection:`Accounting --> Suppliers --> Supplier Refunds`.
1191
Similarly, entering a supplier credit note is the same as that of the supplier invoice, and so you
1192
use the menu :menuselection:`Accounting --> Suppliers --> Supplier Refunds`.
1194
.. i18n: It is easy to generate a credit note quickly from an existing invoice. To do this, select a customer
1195
.. i18n: or supplier invoice which is in ``Open`` or ``Paid`` state and click the `Refund` button. OpenERP
1196
.. i18n: opens a new payment invoice form for you in the \ ``Draft``\ state so that you can modify it before
1200
It is easy to generate a credit note quickly from an existing invoice. To do this, select a customer
1201
or supplier invoice which is in ``Open`` or ``Paid`` state and click the `Refund` button. OpenERP
1202
opens a new payment invoice form for you in the \ ``Draft``\ state so that you can modify it before
1206
.. i18n: pair: multiple; selection
1207
.. i18n: pair: multiple; action
1211
pair: multiple; selection
1212
pair: multiple; action
1214
.. i18n: .. tip:: Crediting Several Invoices
1216
.. i18n: You can credit more than one customer invoice using the menu :menuselection:`Accounting --> Customers -->
1217
.. i18n: Customer Payment`. You can find the `Invoices and outstanding transactions` and `Credits` for the particular customers.
1218
.. i18n: Enter the amount in the field `Paid Amount` and validate it.
1221
.. tip:: Crediting Several Invoices
1223
You can credit more than one customer invoice using the menu :menuselection:`Accounting --> Customers -->
1224
Customer Payment`. You can find the `Invoices and outstanding transactions` and `Credits` for the particular customers.
1225
Enter the amount in the field `Paid Amount` and validate it.
1234
.. i18n: An invoice is automatically marked as ``Paid`` by OpenERP once invoice entries have been reconciled
1235
.. i18n: with payment entries. You yourself do not have to mark the invoices as paid: OpenERP manages that
1236
.. i18n: when you reconcile your payments.
1239
An invoice is automatically marked as ``Paid`` by OpenERP once invoice entries have been reconciled
1240
with payment entries. You yourself do not have to mark the invoices as paid: OpenERP manages that
1241
when you reconcile your payments.
1243
.. i18n: .. tip:: Reconciling a Credit Note
1245
.. i18n: Generally, you reconcile the invoice's accounting entries with their payment(s).
1246
.. i18n: But you can also reconcile an invoice with the entries from the corresponding credit note instead,
1247
.. i18n: to mutually cancel them.
1250
.. tip:: Reconciling a Credit Note
1252
Generally, you reconcile the invoice's accounting entries with their payment(s).
1253
But you can also reconcile an invoice with the entries from the corresponding credit note instead,
1254
to mutually cancel them.
1256
.. i18n: You have seen the `Payment` button in the invoice form which is in ``Open`` state.
1257
.. i18n: This lets you enter payments and get entries reconciled very quickly.
1260
You have seen the `Payment` button in the invoice form which is in ``Open`` state.
1261
This lets you enter payments and get entries reconciled very quickly.
1263
.. i18n: You can also manage the payment of invoices when you are entering bank statements and cash
1264
.. i18n: transactions. These allow better control of financial transactions and permit greater flexibility in
1265
.. i18n: areas such as:
1268
You can also manage the payment of invoices when you are entering bank statements and cash
1269
transactions. These allow better control of financial transactions and permit greater flexibility in
1272
.. i18n: * advance and partial payments of invoices,
1274
.. i18n: * payment of several invoices by several payments,
1276
.. i18n: * fine-grained management of different due dates on the same invoices,
1278
.. i18n: * management of adjustments if there are different amounts to those on the invoice.
1281
* advance and partial payments of invoices,
1283
* payment of several invoices by several payments,
1285
* fine-grained management of different due dates on the same invoices,
1287
* management of adjustments if there are different amounts to those on the invoice.
1289
.. i18n: .. Copyright © Open Object Press. All rights reserved.
1292
.. Copyright © Open Object Press. All rights reserved.
1294
.. i18n: .. You may take electronic copy of this publication and distribute it if you don't
1295
.. i18n: .. change the content. You can also print a copy to be read by yourself only.
1298
.. You may take electronic copy of this publication and distribute it if you don't
1299
.. change the content. You can also print a copy to be read by yourself only.
1301
.. i18n: .. We have contracts with different publishers in different countries to sell and
1302
.. i18n: .. distribute paper or electronic based versions of this book (translated or not)
1303
.. i18n: .. in bookstores. This helps to distribute and promote the OpenERP product. It
1304
.. i18n: .. also helps us to create incentives to pay contributors and authors using author
1305
.. i18n: .. rights of these sales.
1308
.. We have contracts with different publishers in different countries to sell and
1309
.. distribute paper or electronic based versions of this book (translated or not)
1310
.. in bookstores. This helps to distribute and promote the OpenERP product. It
1311
.. also helps us to create incentives to pay contributors and authors using author
1312
.. rights of these sales.
1314
.. i18n: .. Due to this, grants to translate, modify or sell this book are strictly
1315
.. i18n: .. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
1316
.. i18n: .. written authorisation for this.
1319
.. Due to this, grants to translate, modify or sell this book are strictly
1320
.. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
1321
.. written authorisation for this.
1323
.. i18n: .. Many of the designations used by manufacturers and suppliers to distinguish their
1324
.. i18n: .. products are claimed as trademarks. Where those designations appear in this book,
1325
.. i18n: .. and Open Object Press was aware of a trademark claim, the designations have been
1326
.. i18n: .. printed in initial capitals.
1329
.. Many of the designations used by manufacturers and suppliers to distinguish their
1330
.. products are claimed as trademarks. Where those designations appear in this book,
1331
.. and Open Object Press was aware of a trademark claim, the designations have been
1332
.. printed in initial capitals.
1334
.. i18n: .. While every precaution has been taken in the preparation of this book, the publisher
1335
.. i18n: .. and the authors assume no responsibility for errors or omissions, or for damages
1336
.. i18n: .. resulting from the use of the information contained herein.
1339
.. While every precaution has been taken in the preparation of this book, the publisher
1340
.. and the authors assume no responsibility for errors or omissions, or for damages
1341
.. resulting from the use of the information contained herein.
1343
.. i18n: .. Published by Open Object Press, Grand Rosière, Belgium
1346
.. Published by Open Object Press, Grand Rosière, Belgium
added
removed
i18n/zh_CN/source/book/3/3_7/invoicing.rst
