Invoices: issuing, sending and credit notes

An invoice from an order

1. 1 On the order page, press “Create invoice”. In the order list, the same button is “INV”.
2. 2 If Prekio cannot find the payment method in the order, the window “Choose the payment method” opens. Choose the payment method there.
3. 3 Prekio creates the invoice with the status “Draft”. For a buyer in Lithuania, Prekio uses the LT series. For a buyer in another country, it uses the OSS series with that country's VAT rate.
4. 4 Check the invoice and press “Issue invoice”.

While an invoice is a draft, Prekio updates it each time you change the order.

Sending it to the buyer

On the page of the issued invoice, press “Send to customer”. The buyer gets an e-mail with the invoice PDF. If the parcel already has a number, the e-mail also has a tracking link. Prekio sends OSS invoices in English.

The e-mail needs a sender and the buyer's e-mail address. The article “Company details, e-mail and colleagues” tells you about the sender.

The “Send by e-mail” button sends the invoice to your own list of recipients, for example your accountant. Enter the recipients on the “E-mail” page, on the “E-mails and recipients” tab, in the “Invoice to accounting” card. That card also has the “Send” switch. When it is on, Prekio sends each issued invoice to these recipients automatically.

A paid invoice

In the “Finance” menu, open the “Customer invoices” tab. In the “Status” column, choose “Paid”. Prekio saves the change at once. The order status does not change because of it.

Only invoices paid by bank transfer or cash, and invoices without an order, need marking. Marketplace and card orders are paid at checkout, so Prekio does not wait for their invoices. The filter “Waiting for payment (bank transfer, cash)” shows the waiting ones; the “Mark as paid” button marks all of them issued up to a chosen day.

A credit note

1. 1 On the page of the issued invoice, press “Credit note”.
2. 2 Tick the lines and quantities that the buyer returns.
3. 3 Enter the reason.
4. 4 Press “Create and issue”.

A credit note does not change stock. To put the goods back into the warehouse, set the order status to “Returned”.

An invoice without an order

In the “Finance” menu, on the “Customer invoices” tab, press “New invoice”. Choose the series and the buyer, and enter the lines. Prekio suggests the number, but you can change it. Save with “Save as draft”, or press “Issue invoice” at once.

The OSS report

On the “Reports” page, open “OSS report”. It shows sales to buyers in other EU countries by country and VAT rate.

The finance overview

The “Overview” tab of the “Finance” menu shows how much customers still owe, how much you have to pay suppliers, this month's totals and six months side by side. The “To do” list leads to what needs a person: supplier invoices not yet confirmed, overdue payments and invoices not yet issued.

Supplier invoices and profit are shown to administrators and to colleagues for whom an administrator switched on “Sees costs”. Others see customer invoices only.