Invoicing integrated in the accounting file

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The integrated invoicing feature of Banana Accounting Plus uses the customer invoice recording system directly in the Transactions table. It allows you to create prints, including customizable ones, based on customer transaction records.

You can print both invoices for Switzerland with a QR payment slip and international invoices for other countries, even in foreign currency without a QR payment slip.

Creating Invoices

The Transactions table is the heart of Banana Accounting and is also used to issue invoices. Nothing could be simpler: To create an invoice, enter a normal transaction that charges the customer.

Banana Accounting also allows you to create invoices in foreign currency.

customer transactions

The main columns for invoicing:

  • Date - Invoice date
  • Invoice - The invoice number.
  • Description - Description of the item to be invoiced.
    If there is more than one item to be invoiced, use another row that has the same customer number.
  • Debit - Customer account.
  • Credit - Profit account.
  • Amount - Invoice amount 
    You can also indicate the quantity, the unit price and the programme calculates the amount.
  • VAT code- VAT code of the profit

Advantages

With Banana Accounting's integrated invoicing you simplify your administrative work, reducing the time needed to manage invoices, customers and accounting transactions:

  • Invoice transactions are always the same for both invoicing and accounting, reducing the possibility of errors and omissions.
  • Banana Accounting automatically generates the related accounting documents, such as VAT registers, customer accounts, receipts registers.
  • You have a more accurate and real-time view of your customers with constantly updated balances.   
  • Lots of automation to make your work easy and with immediate professional results:
    • Automatic retrieval of addresses from contacts so that the data do not have to be re-entered on the invoice.
    • No manual calculations. All calculations are automatic, always accurate and up-to-date.
    • Setting of the language, currency, number of decimals and rounding for each individual invoice.
    • Deadline display.
    • Invoice archiving for a tidy history that is always available for tax audits.

Items Table

The Items Table allows you to manage the article catalogue, keep track of available quantities, sales and purchase prices.

Data for managing articles or services to be invoiced are entered in this table. Each article is assigned an ID, and groupings of articles and services in the same category can be created.
Various columns are available for complete and detailed information:

  • Article (IdArticle): the code of the article.
  • Description: the description of the article.
  • Group membership
  • Account (for accounting)
  • VAT code of the sale
  • Unit: an abbreviation to define the type to which the quantity refers (pieces, hours...)
  • Sale: the unit sales price.
  • Purchase cost.

The Items table is linked to the Items columns of the Transactions table.

The use of the Articles table speeds up the entry of invoice data into the Transactions table. By entering the ID (article code), the programme automatically takes over the description, unit and unit price. By entering the Quantity, the total price to be invoiced is calculated and entered.

aggiungere tabella articoli

Print invoice with Swiss QR Bulletin

After entering the invoice data in the Transactions table, you can create and print invoices with the Print Layouts.

From the Menu,  Reports > Customers > Print Invoices:

If you use this layout, the bulletin with Swiss QR will be printed on the invoice and the reference data will appear on the statements. You can import customer payment data from the bank with the Bank statement extension Camt ISO 20022 Switzerland (Banana+). You have invoice receipts under control.

It is possible to print the invoice with a QR bulletin even without an amount and without an address, leaving an empty box to manually insert the data. More information is available on the QR-Code Customization page, section Include/Exclude from printing.

With the same registration, from the Print Invoices dialogue box, under Preferences Layout > Print as you can also choose to print Delivery Notes, Offers and Reminders.

Print International Invoices

After entering the invoice data in the Transactions table, you can create and print invoices with the Print Layouts.

From the Menu,  Reports > Customers > Print Invoices:

With the same registration, from the Print Invoices dialogue box, under Preferences Layout > Print as you can also choose to print Delivery Notes, Offers and Reminders.

Invoice Structure

In this image you can see how the invoice is structured:

preview print invoice 

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Logo

Insert a personalized logo from menu file → Logo setup

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Heading

The heading of the invoice will be identical to the one entered 
menu File → File and accounting properties → Address tab

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Customer Address

The customer's address will be retrieved from Accounts table, see Setting up customer accounts.

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Invoice data

The contents of the invoice must be entered in the Transactions table, learn how to enter invoices.

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Free texts

Insert begin text, notes and greetings using the Column Type, and ending texts from menu Reports→ Clients → Print Invoices → Option layout.

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Settings Swiss QR-Code

Settings can only be defined for Switzerland and with the [CH10] Swiss QR Code layout .

Customer Management

Customer Management allows you to record, organise and manage customer information, keeping track of customer transactions and payments, payment due dates and contact information. You can track customer payments, update the payment status of issued invoices as well as enter and print invoices.

In Banana Accounting the customer data is set up in the Accounts table.

In order to create invoices, it is necessary to:

With a range of functions you can manage the:

Creating an invoice from a profit centre

When the customer ledger is set up with profit centres (cash method management), the profit centre column CC3 is used in the invoice transactions.

In the appropriate columns of the Transactions table indicate:

  • The date.
  • The invoice number.
  • The description of the invoice item, which you want to appear on the invoice.
    If there is more than one item to be invoiced, use another row with the same customer number.
  • In the Debit account do not record any account
  • In the Credit account do not record any account
  • The amount. You can also enter the quantity and the unit price and the programme will calculate the amount.
  • In column CC3 enter the customer's profit centre account (Accounts table).

Invoice with coster center

 Features currently not available

These features, although requested by some users, are not available at the moment:

  • Automated invoice sending by email.
  • Creation of estimates.
    The programme allows you to print an invoice with the indication 'Estimate'.
  • Creation of delivery notes.
    The programme allows an invoice to be printed with the indication 'Delivery Note'.
  • Link with Inventory application.
  • Link with Timesheet.
  • Creation of invoices in foreign currency with VAT in base currency (e.g. invoices in EUR with VAT in CHF).
     

Estimates and Invoices application

If you want to issue invoices separately from accounting (useful for cash accounting) and also prepare estimates, you may use: 

This also allows you to add additional information more easily.

Insights

Related topics:

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