Last updated: 24.08.2023

Applies from: 2023.04.00 and later

Default settings for invoices

In order to create invoices in Opter, you first have to create number series for the different types of invoices you will use, and then link the number series to the invoice types in Opter. Then the default report (template) for invoices can be specified, and whether to make exceptions and use other reports for reminders and specific types of invoice. It is also possible to choose whether to print freight bills together with the invoice, and how attachments should be treated when the invoice is printed.

Also shown below is how to set up the invoice design for offices, if exceptions are to be defined and different invoice designs used for certain customers and projects.

For instructions on how to create invoices, see Invoicing.

Step 1: Create number series for different invoice types

Create invoice number series, e.g. for standard invoices, correction invoices, interest invoices, manual invoices and commission discount invoices. For more information, see Invoice number series, window.

Note:

It is possible to reuse the same number series for several invoice types, but doing so makes it more difficult to work with different types of invoices in parallel because there must not be gaps in the numbering. For example, it is not possible to delete a Manual invoice if there are later regular invoices in the same number series.

  1. Click on Economy > Invoices > Invoice number series.

  2. Click on to create a new invoice number series. Give the number series a descriptive Name, for example "Interest invoice".

  3. Select the number range of the series in the Start number and Last number fields, for example "700001" and "800000".

    Tips!

    Make sure the number series is long enough so that it does not clash with old invoices from another series in the future.

  4. In the Description free text field, the invoice number series can be described if desired. The description is not displayed anywhere else but here.

  5. Click on to save all changes.

  6. Repeat steps 2-5 above to create number series for each invoice type that is used.

Step 2: Define the number series for an invoice type

Set which invoice number series a certain invoice type should use, for example, the invoice type "Commission discount invoice" should use the invoice number series that has been created for Commission discount invoices. For more information, see Invoice types, window.

Note:

It is possible to reuse the same number series for several invoice types, but doing so makes it more difficult to work with different types of invoices in parallel because there must not be gaps in the numbering. For example, it is not possible to delete a Manual invoice if there are later regular invoices in the same number series.

  1. Click on Economy > Invoices > Invoice types.

  2. Click on the invoice type in the list on the left, for example Commission discount invoice.

  3. To use an archive prefix for this type of invoice, enter this in the Archive prefix field. For example “2023”.

  4. In the Number series drop-down list , select the invoice number series to be used for this type of invoice.

  5. To ensure that the invoice number series in the Number series drop-down list above the table applies to all regions, select [None] in the Invoice number serie column for all your regions. ([None] is already preselected).

    To set different invoice number series for different regions, do this in the table using the drop-down list in the Invoice number serie column.

    Varning!

    It is only advisable to set up different invoice number series for different regions if you work with several different companies (legal entities) in the same Opter system. For more information, see Offices and regions, and there is a Separate invoice numbers for regions checkbox on the Invoice settings tab in the office settings.

  6. In the Invoice text free text field, the invoice type series can be described if desired. The text is available for printing but is not used in the default appearance.

  7. Click on to save all changes.

  8. Repeat steps 2-7 above to associate an invoice number series to each invoice type that is to be used.

Step 3: Define the design for an invoice type

Set which report (template) is to be used by default, and whether to make exceptions and use other reports for reminders and specific types of invoice. It is also possible to choose whether to print freight bills together with the invoice, and how attachments should be treated when the invoice is printed. For more information, see Invoice template scheme, window.

  1. Click on Economy > Invoices > Invoice design.

  2. In the list on the left of the Invoice template scheme window, click on the invoice design for which settings are to be configured. To create a new invoice design, click on and give the invoice design a Name and select a Standard report.

    To add a new report or modify an existing one, click on . For more information, see Reports (window).

  3. To make exceptions for reminders and special types of invoice, use the fields in the Report, Specification, Attachments and Print freight bills columns in the table. For example, it is possible to select a different report for interest invoices, define that freight bills are printed together with the invoice, and specify how attachments should be treated when the invoice is printed. For more information, see Invoice template scheme, window.

  4. Click on to save all changes.

Step 4: Define the invoice design for office, customer and project

Set the invoice design to be used as the default setting for the office, then it is possible to make exceptions for certain customers and certain projects.

  1. Click on Settings > Offices. In the list on the left, click on the office for which a setting is to be made.

  2. Click on the Invoice settings tab and use the Invoice template scheme drop-down list to set the invoice design to be used as the default setting for the office. Then it is possible to make exceptions for certain customers and certain projects, see below.

  3. Click on to save all changes.

To make an exception to the basic office setting for a particular customer, proceed as follows:

  1. Click on Register > Customers and find the customer for which the setting is to be configured.

  2. Click on the Invoice information tab and use the Invoice design drop-down list to set the invoice design to be used for the customer.

  3. Click on to save all changes.

To make an exception for a particular project, proceed as follows:

  1. Click on Register > Customers and find the customer for which the setting is to be configured.

  2. Click on the Customer menu at the top of the window Customers and select Projects.

  3. In the list on the left, click on the project for which a setting is to be made.

  4. Click on the Invoice information tab and use the Invoice design drop-down list to set the invoice design to be used for the project.

  5. Click on to save all changes.

See also