You are here

Entering transactions

Displaying the Invoice column in the Transactions table

The invoice number has to be entered in the Invoice column (DocInvoice) which, in the default settings, is not visble in the Transactions table.

In order to display the column:

  • Select the Transactions table
  • Data menu
  • Columns setup command
  • Activate the Visible option for the DocInvoice column

The Invoice columns becomes visible.

Tabella registrazioni

The Open Invoice link and Extract invoice rows commands, described hereunder, are linked to the Invoice column (right click on the Invoice column's cell).

Autocomplete of invoice data

When a payment is being recorded or an issued invoice is being corrected, the program proposes suggestions to complete the transaction automatically. Proceed as follows:

  • Create a new transaction row and add the date
  • In the Invoice column, press the F2 key; the list of open invoices will appear. If you write an invoice number or an account number, the list will be filtered based on the entered text.  
  • Select the desired invoice and press Enter. The program automatically completes the transaction with the description, debit or credit account and the amount. As usual, these data can be manually modified. 
  • Apart from the date, it is possible to also indicate the Customer account before pressing F2 in order to display the list of open invoices; in this case the list will be filtered based on the Customers account of the transaction row.
Note

The list displayed in the Invoice column includes both the Customers' and Suppliers' invoices. A supplier's invoice can have the same number as the invoice of another supplier, because the display criterium takes, apart from the invoice number, also the number of the Supplier's acccount into consideration.  

Pagamento fattura

The Open Invoice link and Extract invoice rows commands, described hereunder, are linked to the Invoice column (right click on the Invoice column's cell).

Recording an issued invoice

Emissione fattura
 

Recording a payment

  • Insert the transaction date
  • Place yourself in the Invoice column cell and click on the F2 button. If the F2 button doesn't work, you need to activate your customers/suppliers settings, by entering your register's group (ex.: Account2 menu, Customers, Settings). A list of all open invoices will appear.
  • As an alternative you can also start to enter the invoice number, the customer/supplier name or the amount, and the program will show you the list of the open invoices according to your search data.
  • Select the desired invoice and press Enter.
  • The program completes the Transaction with the Description column, the Credit account and the Amount.

Pagamento fattura

Enter the account into which the invoice amount has been transferred

Pagamento fattura
 

Recording a credit note

In order for the amount to be deducted from the original invoice, the same invoice number needs to be used. If the corrective document (for example, a credit note) presents a different number that needs to remain available, such a reference can be entered in another column, like Doc. Original.

Nota di credito
 

Extract invoice rows and Open invoice link commands

The Extract invoice rows command displays the transactions of the selected invoice.
The command is available by clicking on the small blue arrow at the upper right corner of the cell or with the right mouse button.

Comandi contestuali
 

Comandi contestuali

 

Scheda fattura

The Open Invoice link command establishes the text that has been defined in the Customers' settings (Account 2 - Customers - Settings - Link to the Invoice document).

For example, if the invoices have been created with Winword and saved in the Documents folder, these files can directly be opened by setting up the command line with the text 'C:\Users\myname\Documents\<DocInvoice>.doc' . The program substitutes <DocInvoice> with the text corresponding to the column and executes the command.

In the command line, it is possible to also indicate other columns of the table by using their XML names.

If the message 'File with extension considered unsecure' appears, add the extension (for example .doc) through the command Tools - Program Options, Advanced, File extension.

 

Share this article: Twitter | Facebook | Email


Help us improve the documentation

We welcome feedback on how to improve this page.
Tell us what theme needs a better explanation or how to clarify a topic.