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This guide describes how you can use Pagero Online to manually create invoices to send to your customers. To access it, simply click 'Create document' in the top menu. Alternatively, you can access it via the Shortcuts section, located on the bottom left part of the Home page.
Table of Contents
1. Create invoice
Using the Create document feature you can either create a new invoice or create an invoice from template. to send to your customers. Once you have created an invoice, you can save it as a template to use again later.
By using a previously made template you can adjust only the data that differs for this invoice, rather than entering every detail again. Please note that templates are specific to each recipient.
To use a template, simply mark the template you wish to use and then click Create invoice from template.
To create a new invoice you first must choose the recipient and the invoice type. Use the dropdown menus to see your options. If you cannot find your intended recipient in the dropdown menu, you will need to add them to your customer directory first.
You will now see the different fields available for your invoice. Some fields will be automatically filled in based on information in the system, while others you will need to add yourself.
Required fields are marked with a red asterisk, such as the screenshot below. You must fill these in to save or send your invoice.
Any field not marked with the red asterisk is optional, though some recipients or formats may have additional requirements.
In the right hand column on the page, you can see the invoice summary. This will update as you fill in your invoice.
Recipient details
The recipient details are automatically filled in based on the information in the customer directory. You can edit some of these details by clicking the Edit button next to the field.
Please note that the edits made here are only applicable to the invoice itself and will not be reflected in the customer card in your Network in Pagero Online.
Invoice details
Here you update the invoice details. This section by default shows some fields, but more are available to add as needed.
The general requirements here are that you must include an invoice number, invoice date as well as a due date.
For additional fields you can click Add fields which will open up a menu in the right hand column with further details to add. Mark those you wish to include in your invoice by ticking the box next to them. This will add an additional field for you to edit.
Articles
Here you add the invoice rows with article information.
The general requirement for this section is that each invoice must include at least one invoice row with an article name, a quantity, unit, unit price and VAT rate. The net amount will then be calculated and automatically added by Pagero Online.
If your article is excluded from VAT, you must still include the VAT rate as well add the VAT exemption field.
To add more rows simply click Add row as often as required.
To remove a row click the trash can symbol after the row.
Note that to process the invoice, you cannot have an empty article row so if you added more rows than you needed you must remove the overflow.
To add an additional field to a single row you can press the + symbol at the end of the row.
To add an additional field to all rows click the Add fields to all rows button.
This will then bring up the available additional fields to the right.
If you have added more fields to your article rows you can click Expand all to show all fields on each row, or collapse all to only see the default fields. You can also click the arrow marker to the left of the row to expand or collapse a specific row.
Discounts and charges
If your document includes any discounts or charges on document level, you can add those here by clicking the relevant option.
This will then bring further fields to fill in according to your needs. These work the same way as the article rows, allowing you to add additional fields or rows as needed.
Invoice Total
The invoice total shows the invoice summary as calculated according to the information added in previous sections.
Use the currency dropdown menu to choose currency.
Use the tick box to enable rounding if applicable.
Click Add fields to include VAT in other currency if needed.
Sender Details
Some sender details will be filled in based on the information on your company account. You can edit some of these by clicking the Edit button.
To send your invoice it must include at least one account under sender details.
Click Add account and fill in the relevant information. To add more accounts simply click Add account as often as required.
To process the invoice each account row must be filled in. If too many rows were added, simply remove the superfluous rows by clicking the trash can symbol.
Attachments
If you wish to add attachments to your invoice you can do so here.
Choose Add attachment to upload a file from your computer. You can only upload one file at a time, though you can add multple attachments one at a time.
Click Choose file to open your file explorer and choose the file to upload.
Note that you must remove any superfluous rows before being able to send your invoice. If you added too many lines simply click the trash can symbol to remove them.
Once you have filled in the information in each section, your invoice is ready. Use the bottom menu to choose how to proceed.
Cancel invoice allows you to delete the draft you have created.
Save as template allows you to save this invoice as a template for this recipient. You will then be able to use this for future invoices and only edit any data that has changed instead of creating the invoice from scratch each time. To save as template you will be prompted to fill in a template description.
Preview allows you to look at the PDF presentation as a preview of this invoice. The PDF will then be downloaded to your computer.
Send (Production) will process your invoice and sent to the recipient. If you wish to send the invoice as a test you can click the arrow button which will open up a drow down menu with the different modes and descriptions.
If any required information is missing from your invoice when you click Send a notification will pop up in the bottom right corner of your screen.
Whatever field is missing will then be highlighted with a red line and an x symbol.
Once the invoice is sent you will see a notification in the bottom right corner of your screen.
You can then view your sent documents to verify the status of the invoice. See Documents for more information.
Note that documents are only available in Pagero Online for 90 days unless you have the archive agreement.
2. Upload
Here you can manually upload a document from your system to Pagero Online for processing.
This feature requires an additional agreement with Pagero Online, reach out to your sales contact or use the Pagero Store for more information.
Click Choose file to upload a file from your computer to Pagero Online.
Use the dropdown menu to choose the appropriate document type.
To send the document, simply click the Send (Production) button. To see other send modes and information first, click the arrow to open up the drop down menu.
3. Settings
Here you can configure settings specific to the invoice portal. These settings will then apply to all new invoices you create in the portal. Please note that any changes made here will not be applied to saved templates however.
Under General you can set a default due date by entering a numeric value under Days until due.
Under accounts, you can configure your bank accounts.
Click Add account to add a new account, then fill in the applicable information.
Once a change has been made, a bar will show up at the bottom of your screen prompting you to save your changes.