Creating a sales invoice

This wizard creates a sales invoice for the active administration. It is initially saved as a pro forma. You need an active Billnado licence, a customer, a trade name and a sales journal.

Step 1: Customer

Select the receiving Client. Billnado copies the VAT number and default address; the address fields are read-only here. Update the customer record first if required data is missing.

Field	Meaning
Customer reference	The customer’s reference, such as a purchase-order number.
Project	Links the complete invoice to a customer project. It becomes available after selecting a customer.
Parameters	Extra key-value pairs for document content. Customer parameters are copied as a starting point and known keys are suggested.

Step 2: Document

Field	Meaning and default
Date	Invoice date; today by default.
Expiration date	Payment deadline, calculated from the customer’s payment terms or the administration default.
Comment	Customer-facing text on the document.
Enable customer portal	Makes the invoice available through a unique guest link; enabled by default.
Self-billing invoice	Indicates that the customer issued the invoice and adds a required PDF step.
Structured payment reference	Generates a structured reference and locks the reference field. Disable it to enter a normal Payment reference.
VAT rate	Default VAT treatment for new lines; the customer setting takes precedence over the administration setting.
Default account	Ledger account copied to lines that do not yet have one.
Trade name	Sender and company identity shown on the invoice.
Journal	Sales journal used for grouping and subsequent numbering.
Internal note	Internal information that is not intended as customer text.

Step 3: Lines

An invoice has at least one line. Article identifies a product, service or combined article. Selecting an existing article may copy its price, unit and configured description. Quantity, Unit price and VAT rate drive the totals; editing an amount excluding or including VAT recalculates the related values.

Show extra fields reveals Base price, Discount, calculated VAT amount, Unit, Serial number, Warranty, a line-specific Project, Ledger account and Remark. Hide on PDF keeps the complete line internal, while Hide price on PDF shows it without a price. Use Add line, Up, Down and Delete to manage order and content; the last line cannot be deleted.

Copyright royalties

When copyright royalties are enabled in company settings, the following fields appear with the regular line details for lines with 21% VAT, 6% VAT or VAT exemption. You do not need to open Show extra fields.

Field or setting	Meaning
Copyright royalties	Indicates that part of the line is copyright remuneration. It is disabled on a new line; enabling it sets the percentage to 30%.
Copyright royalty percentage	The share of the line amount excluding VAT after discount. The percentage is greater than 0% and no more than 30% for remuneration combined with a service; the remaining part is the service.

The selection applies per line and does not change its total or VAT treatment. Your organisation handles the declaration and payment of withholding tax; the customer pays the full invoice amount. This percentage is not a withholding tax rate. Disabling the selection on the line or switching to an unsupported VAT type clears the share.

Self-billing PDF and saving

For a Self-billing invoice, select exactly one PDF received from the customer. The wizard cannot finish without it. For a normal invoice, Billnado generates the document after saving, so the PDF may appear shortly afterwards.

Choose Create sales invoice to save the pro forma and open its details. It remains editable until you finalise it.

Related documentation

• Copyright royalties on sales invoices
• Viewing sales invoices
• Viewing and managing a sales invoice