Direct Sales Invoice

Entering Sales Invoices

Table of Contents

The online accounting program mKsiegowa.pl includes a number of built-in features related to sales: online offers, e-invoices, online settlements with clients, and many others. Entering e-invoices is available in the modules Accounting and Sales.

Additionally, the program automatically creates a Direct Delivery for each invoice.

The instructional video posted next to this text demonstrates how to enter an e-invoice.

1. Types of Sales Invoices

A sales invoice can be entered in several ways:

issue an invoice directly using the menu item VAT Sales Invoice (or Receipt in the version for associations)
enter a Direct Delivery and then issue an invoice based on that document
issue an invoice for previously entered WZ documents using the menu item VAT Invoice for WZ
issue an invoice based on a previously prepared template using the menu item VAT Invoice for Model Order
in particular, invoices can also be posted as standard accounting documents (although this is not recommended)

The description below applies to entering a sales invoice directly from the menu. In this case, the Direct Delivery will be generated automatically:

as a Goods Issue document for goods and products
as a service completion confirmation document named Direct Delivery when selling services

Each invoice in the system is associated with an appropriate order document. This document contains delivery details (e.g., delivery address), which are used when printing the sales invoice. If the order document or pro-forma invoice is not issued, the system creates it automatically.

2. Invoice Header

In the invoice header, in the Customer field, we select the entity with which we are conducting the transaction. If the entity is not on the drop-down list or we want to change the buyer’s details, You can do so by clicking on the icon e-invoice .

It is possible to disable the use of customer branches in the program. To enable or disable this feature, contact us.

Customer Search

If the configuration (Company Setup) is set to Sear Customer List, you may search contractors by:

NIP (Tax ID)
Name
Short name

After selecting the contractor, their data will automatically populate in the invoice header.

A new program window then appears. By default, this window displays the client that was previously selected from the list. To add a client, select the first item at the top of the drop-down list New Client. For each new client, the program requires the creation of at least one branch. The first branch will be created automatically.

Editing clients is also available in the Sales module:

Clients Add/Edit

If the contractor has a currency other than PLN set, the currency symbol and the currently entered Exchange Rate in the system appear on the screen. Exchange Rates are saved automatically in the program and can be viewed in the Accounting module -> Exchange Rates.

In the header, we have a preview of the Current Credit. Clicking on the amount redirects to a screen showing previous transactions with that entity.

a. Invoice Numbering

The record number is an internal document number in the system, and also the invoice number. The program generates the number automatically based on the last number saved in numbering settings - type = Sales Invoice.

We can create multiple sales invoice numbering sequences. The method for defining sequences is described in Numbering Settings. In particular, numbering can be created by month.

If a previously issued invoice was deleted, and we want to reuse its number, the program allows finding "gaps" in the numbering using the Alt-R key combination.

Note: it is possible to add an additional field for the invoice number if invoices are issued in another program. Please contact us if such a field is needed.

b. Incoterms

If inventory management is enabled in the program, the invoice screen allows selecting the delivery method Incoterms (International Commercial Terms). Available options in the program (according to Incoterms 2010):

CFR Cost and Freight
C&IF; Cost Insurance and Freight
C&IR; Carriage and Insurance Paid
C&RT; Carriage Paid to
DAP Delivered At Place
DDU Delivered Duty Unpaid
DD&R; Delivered Duty Paid
DAF Delivered at Frontier
DEQ Delivered ex Quay
DES Delivered ex Ship
FCA Free Carrier
FAS Free Alongside Ship
FOB Free on Board
EXW Ex Warehouse

c. Intrastat

For intra-Community supply (WDT) invoices (the customer belongs to the tax group EU Contractor), the program allows entry of the Intrastat classification. Intrastat is a statistical information system regarding the export and import of community goods that are not subject to customs declaration.

The Intrastat field is available only if warehouse management is enabled in the program.

d. Payment Terms, Price List, Current Credit

Next, we define the payment terms:

initially, the default payment terms assigned to this contractor are displayed,
the list of allowed payment terms can be restricted for each user via the point of sale settings.

Possible payment methods may include:

Bank transfer
Cash
Card, etc

You can configure them in the payment terms.

In the header, you can select the price list.

In the Current Credit field, the program shows the customer's current debt reduced by the credit granted in the customer card. The link leads to a screen showing all unpaid invoices.

e. Dates on the Sales Invoice

The program provides several dates, which have different meanings:

Issue Date – the date the invoice is issued
Delivery or Service Date – the date of delivery of goods or provision of service; the invoice is recorded in the journal with this date;
VAT Settlement Date – this field appears only if the VAT Accrual Account is configured; in this field, you can specify the VAT period to which the invoice will be posted;

The way invoices are recorded in the sales VAT register therefore depends on the program configuration.

f. Notes

Invoices can be entered only within the selected fiscal year; the fiscal year is set in the Settings module -> General Settings
The invoice issue date must be later than the date specified in Journal Closing

3. Invoice Content

Below, in the Invoice Items section, we select goods or services previously prepared in the item catalog. Items can be selected using a code or from a dropdown list. After specifying the quantity and price, click Add Item on the right side.

Previously entered items can be modified. To do this, click the icon Online invoicing program - edit e-invoice on the right side of the selected row.

To add an item, use the e-invoice button. Each item includes:

Name of the product/service
Code
VAT rate
Item category
Units of measure

If the invoice is issued in a currency, exchange rates will be applied automatically.

Items used on the invoice can be defined in:

item catalog - services, goods, products,
Item Identification Codes - barcodes, bulk packaging codes, etc.,
Sales Kits - allows creating sets.

Note: Goods and products are removed from the warehouse after the invoice is issued. The program also allows configuration to sell goods and products from different warehouses on a single invoice. Please contact us if you need such a configuration.

4. Alternative Units of Measure

In the Units tab of the item catalog, additional units of measure can be defined. If additional units of measure are defined for an item, the selection list of these units appears when issuing a sales invoice in the corresponding field. The program converts the quantity in the alternative unit to the base unit.

a. Delivery Fee

The amount entered in the Delivery Fee field is posted to the Transport Settlement Account set in System and General Ledger Settings.

5. Sales Prices

The program offers extensive capabilities for calculating sales prices, defining price lists, and individual discounts.

a. Price Lists

In the Goods and Warehouses module -> Sales Prices, you can define price lists. In the invoice header, you can select a price list. If a price for the item or service entered on the invoice is recorded in the selected price list, the program will suggest the price from the list.

Note: After selecting an item on the invoice, if the customer is changed, the prices are reset because prices may differ for another customer.

b. Calculating the Sales Price Based on Purchase Prices

The calculation algorithm is as follows:

The sales price is calculated based on the purchase price if no sales price is defined in the price list.
The average purchase price is used for the calculations.
In the General Settings module, you can specify the method for calculating the sales price:
- markup calculation ("from base") - the price is calculated using the formula: purchase price * (100% + markup)
- margin-based calculation ("in hundred") - the price is calculated using the formula: purchase price * (1 + markup/(100%-markup))

The markup can consist of 2 elements:

general markup set in General Settings
markup depending on the item category

c. Percentage Discount on the Invoice

The default discount for a given customer can be set in the customer records.

When creating new customers, the default discount for a given customer group can be applied.

Additionally, each customer group can have an individual discount defined for a specific item category.

d. Amount Discount on the Invoice

With the appropriate program configuration, amount-based discounts can also be applied to invoices:

The ability to enter amount-based discounts is set by the program administrator.
A separate item record must be defined for amount discounts (e.g., named discount).
Enter an invoice item with a negative sign.

6. Item Quantity Preview

In the item selector, you can enable item quantity preview in the selected warehouse.

7. Invoice Footer

At the bottom, in the Delivery Details field, you can select the delivery address and various other details. The list of fields may vary depending on the chosen subscription.

Delayed payments (from bank accounts) are registered in the Sales module -> Customer Payments.

8. What else can be specified in the invoice footer?

If cash payment is selected in the header, the program allows automatic generation and posting of the corresponding invoice payment document. To do this, check the box next to Register Customer Payment:. The checkbox can be pre-selected in System and General Ledger Settings, in the field Cash Receipt for Sales Invoice by default.

In the footer, you can also:

select a shipping company from the list of transport companies;
enter the cost associated with shipping goods; this cost can be calculated in sales reports;
select a bank account number. This number will appear on the invoice printout. The first entry is the number assigned to the customer in the customer record.

Finally, click the Add Invoice button at the bottom of the screen.

9. Printing the Invoice

Invoices can be printed (downloaded in pdf) from multiple locations in the program:

directly after issuing an invoice, a screen appears with a link to print the invoice
in the Customer Transactions, Corrections screen, a print icon appears for each invoice on the right side of the row
in the Sales Report menu in the Sales module, you can print a single invoice or a range of invoices; you can choose to print Original, Copy, or Duplicate. You can also print a duplicate invoice.

Invoice printing can be easily configured in the program.

You may change in System and General Ledger Settings

Company logo
Footer notes
Default Bank account (can be also selected in the invoice)

After completing the invoice entry, it can be sent via email to the customer. Invoices are sent as PDF attachments.

10. Other options available after saving the invoice

The invoice can be modified after it has been issued.
The language in which the invoice will be printed (currently available: Polish and English) is set in the Contacts tab in customer table.

11. Sales Invoice Posting Scheme

The sales invoice is posted immediately after it is issued according to the following scheme:

Account Name	Where it can be set	Side
Receivables Account	Customers	Debit
Sales Account	Item Catalog	Credit

Notes:

The sales account in the customer branches catalog should be set to Use Account by Items
If the Customer has a Tax Group set to Domestic Customers (or similar) and VAT is configured in the program, VAT is posted to the appropriate account on the Credit side.
Sales invoice postings can be viewed in the Journal Inquiry. Document Type = Sales Invoice.
Posting of the amount specified in the Transport Cost field is done to the account set in System and General Ledger Settings in the Transport Cost Settlement Account field.

12. VAT Register Entry

If the program has configured VAT handling, sales invoices are usually recorded in the VAT sales register – it all depends on the setting of the checkbox Save to VAT register.

The recording method depends on the settings of the customer's tax group and the inventory items used on the invoice.

All VAT invoices automatically go into the JPK_V7 file with appropriate VAT markers.

13. Reverse Charge / OSS / EU Invoices

The system supports:

Reverse charge
Intra-community supply of goods (WDT)
Intra-community acquisition (WNT)
EU services
OSS settlement scheme

VAT rules depend on selected transaction type.

14. Invoice Payment

The program provides full support for settling issued invoices. Payments can be recorded from cash registers, bank accounts, and other settlement accounts (e.g., electronic payments). The available options for recording payments and settlements are as follows:

The invoice has an option Generate cash receipt automatically, useful for cash payments (description above);
In the Sales and Accounting modules, there is an option Customer Payments, used to register bank transfer payments for invoices;
In the Accounting module, there is also an option Deposits; this option is recommended when registering a transfer, but the invoice has not yet been issued;
Later "matching" of a payment with an invoice can be done in Payment Settlement.

15. Invoice with Split Payment

If the invoice amount exceeds the amount specified in the VAT law, the program displays the message: For invoices exceeding PLN 15,000, make sure whether the split payment option should be selected.

If the invoice should be issued with a split payment note, the corresponding procedure marking should be selected in the VAT Register tab: MPP: Transaction subject to mandatory split payment mechanism.

16. Cash Accounting Method

The program allows issuing invoices using the cash accounting method.

17. Electronic Archive

If a subscription with the additional electronic archive option is purchased, after entering a document, an additional menu item Add attachment will appear.

Viewing and adding attachments is also available in the Settings module -> Accounting documents - adding copies of source documents.

18. Sending Invoice to KSeF

After entering and saving the invoice, it can be sent to the KSeF server. If the KSeF module is configured, a checkbox for sending the invoice to KSeF will appear at the bottom.

If the document has not been saved in the KSeF system, on the screen showing additional actions after issuing the invoice, an additional link should appear as in the illustration below.

This link will appear if the communication module with the KSeF server has been configured.

Clicking the link will make the program attempt to send the document to the KSeF server.

The document can also be sent to the KSeF server at any time in Transaction Overview, Corrections.

19. Importing Sales Documents

Importing sales invoices is possible in several ways:

from text files (CSV) using the import function;
from a JPK_VAT file (send us a request).