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Creating a Factura document

(Factura - Documents: from order to delivery note)
 

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Creating a Factura document 
direct: Creating an invoice 
Search in Factura documents  Factura document templates  Detail view with functions 
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Factura documents are all structured in more or less the same way. They contain three elements: customer details, article details, footer. You will find the instructions for these three elements in the first column of the following chapter. The other three columns contain links to the instructions for individual document properties.

On this page:

Entering customer data 
Article posting 
Finalizing your document 
Generating a document 
Offers
Orders
Invoices 
Delivery notes
Reminders
Credit notes
Pro forma invoices
Commission

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Entering customer data

(Creating a Factura document)

The instructions for entering customer data refer to all Factura documents where customer data is entered. That is why you will find the instructions here, in one central point, and not separately for each document.

 
On the top left of the document overview, you will find the button +Create document, where document refers to the document type that you are currently editing (offer, invoice ...).

Click this button. 

 

 

 
This opens the input window for document data. The top area is reserved for the document recipient details. Below it, you will find the input fields for the articles that are posted to the document.

First, select the contact who is the customer in this case. 

For this purpose, click the field Enter customer.

 

 
This opens an input field, where you can enter a sequence of characters. The field behaves like a search field: After entering the first three characters, the WBS will search your contact database for contacts containing this character string. To facilitate input, it does not distinguish between uppercase and lowercase.

 

 
In  our example, we entered the character string ade, because we are searching for the customer Konrad Adenauer. After a few moments, the WBS displays a list containing three contacts. As expected, one of these contacts is Konrad Adenauer. The other three contacts do not contain this character string in their name, but are from Baden-Wuerttenberg. Now you can see clearly how the search works.

The more characters you enter, the shorter the list of found contacts.

When entering your character string, do not enter a character sequence that appears too often in your contacts. Example: If you are looking for Mr Sax, you will not find him easily if you search for his name, as there are many contacts in Germany living in the federal states of Saxony, Lower Saxony or Saxony-Anhalt.

 

 
After entering a document recipient, you can start posting the articles. If this article is not part of your standard inventory, select 'Once-off article' and use the other fields to describe the article in more detail.

 

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Article posting

(Creating a Factura document)

The instructions for the posting of articles refer to all Factura documents where items are posted. That is why you will find the instructions here, in one central point, and not separately for each document.

 
Start by selecting the article. Click the Product field and select the desired article from the drop-down menu.

 

 
Enter all the other relevant data and click Post article.

You will now see the article in the article list below the input window. In our example, the WBS has automatically added another entry to the list. It refers to the effects of a previously created promotion. In this promotion, a discount of ten percent is granted on all articles. This discount appears in the list as a deduction. You can use the recycle bin icon to the right of the list to remove the discount entry.

 
 
Select additional articles, if necessary ... 
 

 
... and post them to the article list in your document. 

Here, you will once again see the general discount that is granted in the course of the promotion

Use the EDIT button to the right of the list to effect changes to the article, e.g. change the description etc.

 

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Finalizing your document

(Creating a Factura document)

In all documents, it is possible to enter explanatory text underneath the article list. There are two text fields that can be used for this purpose. What you cannot change is the order of the text fields. The first field is a multiline text field, which you can use to enter detailed explanatory notes about your document. This could be in the form of individual text, or excerpts from your terms and conditions, or similar.

A single-line text field can be included underneath, which can be used for specifying, for example, the period of validity for an offer, the payment due date for an invoice, or the planned delivery date etc. As a rule, this only requires one line.

A joint text module file is available for the two text fields, which can be used for entering recurring text and inserting this text into your documents.

These two text fields allow great flexibility in the design of your footer.

 
a) This is the area of the multiline text field. It contains the control fields for the text module file, as well as an input area for a multiline text, which can also be enlarged as required.

b) This is a structurally identical area for a single-line text field. 

c) This area is for adding additional individual and general document data. Its structure and content is dependent on the document type (offer, invoice, etc.).

d) Use the Update button to save your document

e) Use the Finalize button to lock the document, so that it cannot be changed afterwards. This ensures the consistency of your business processes.

f) Use the Finalize and send button to finalize your document and email it to the recpient in the same work step.

 

 
Using text fields

Here you can find out how to use the text module file effectively. 

a) These are the control fields for the multiline text field. These include (from left to right): the selection box for existing text modules, the Apply button for adding the selected text module to the text field in your document, and the Edit text button, which allows you to edit the text module file.

b) This is the multiline text field. If the text contains more lines than the field height permits, you have two options: You can either navigate with the scroll bar which appears in this case, or ...

c) you can enlarge the text field by dragging the bottom corner until the text field has the required size.

d) Selection box for text modules, as in a)

e) Single-line text field for adding a text module, possibly supplemented by manual entry.

f) and g) These are the two buttons described in a)

 

 
Using text modules

Clicking the Edit text button opens the input window for the text module file. 

a) Here you can enter the name of a new text module. 

b) Here you can enter the text. 

 

 
c) Save the text module. Use Apply to save the text module and insert it into your document at the same time.

 

 
d) Select an existing text module and ... 

e) insert the text into your document. 
 

 

 
f) In our example, we have added this text in the form of a text module.

g) This part of the text was modified manually. 

h) Use Update to save your document and changes.

 

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Generating a document

(Creating a Factura document)

Each industry has its own business procedures. A sales procedure may only require a single document in the form of an invoice, but it could also require an offer, an order, an order confirmation, a delivery note, an invoice, a credit note and a reminder. The WBS Factura module allows you to customize your sales procedures according to individual requirements.

Depending on your business procedures, the Factura documents are created in a certain order. One particularly elegant method of creating documents would be to have the documents generated directly by WBS Factura. The data that is required for a document will be entered at the start of the business procedure. If you start with an offer, you can then also generate all the subsequent documents automatically. For each of the documents described below, you will find an appropriate follow-up document in the list of creatable documents.

This allows you to generate an invoice based on your offer. You cannot create an offer from an invoice, but you can create a delivery note from an invoice instead.

Generating a new document from an existing document is done via a button in the multi-function menu, as described in detail in the detail view with functions

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Offers

(Creating a Factura document)

Often, an offer is the first step in a sales process. Open the document list and enter the customer details - see Entering customer data on this page. Post the articles for your document - see Article posting on this page, then enter the final text - see Finalizing your document on this page

 
Continue by entering the following details:

a) Delivery address

b) Document template

c) Delivery date

d) Due date

 



 

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Order confirmation

(Creating a Factura document)

If you have not cloned the document or generated the document from an existing document, please enter the customer details first - see Entering customer data on this page. Post the articles for your document - see Article posting on this page, then enter the final text - see Finalizing your document on this page

 
Continue by entering the following details:

a) Invoice address

b) Delivery note address

c) Document template

d) Delivery date

e) Due date

 


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Invoices

(Creating a Factura document)

If you have not cloned the document or generated the document from an existing document, please enter the customer details first - see Entering customer data on this page. Post the articles for your document - see Article posting on this page, then enter the final text - see Finalizing your document on this page

 
Continue by entering the following details:

a) Payment type

b) Invoice address

c) Delivery address

d) Document template

e) Delivery date

f) Due date


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Delivery notes

(Creating a Factura document)

If you have not cloned the document or generated the document from an existing document, please enter the customer details first - see Entering customer data on this page. Post the articles for your document - see Article posting on this page, then enter the final text - see Finalizing your document on this page

 
Continue by entering the following details:

a) Invoice address

b) Delivery address

c) Document template

d) Delivery date

e) Due date

 


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Reminders

(Creating a Factura document)

Creating reminders manually

The dunning run automatically generates reminders for overdue invoices. However, reminders can also be created manually.

a) List of all invoices, including their respective status, and other details.

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b) If you would like to create a reminder for a particular invoice, use this quick-search function to search for your invoice.

c) Use the advanced search to search for all unpaid invoices. Detailed instructions on how to search in invoices can be found here: Advanced search

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a) Activate the checkboxes in the first column for all invoices for which you want to create a reminder.

b) Select the function 'Send reminder'.

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This opens a window where you can select the reminder template. To send the reminders, simply click the button 'Send reminder'.

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Credit notes

(Creating a Factura document)

If you have not cloned the document or generated the document from an existing document, please enter the customer details first - see Entering customer data on this page. Post the articles for your document - see Article posting on this page, then enter the final text - see Finalizing your document on this page

 
Continue by entering the following details:

a) Invoice address

b) Document template

c) Due date

 


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Pro forma invoices

(Creating a Factura document)

If you have not cloned the document or generated the document from an existing document, please enter the customer details first - see Entering customer data on this page. Post the articles for your document - see Article posting on this page, then enter the final text - see Finalizing your document on this page

 
Continue by entering the following details:

a) Invoice address

b) Delivery address

c) Document template

d) Delivery date

e) Due date

 


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Commission

(Creating a Factura document)

If you have not cloned the document or generated the document from an existing document, please enter the customer details first - see Entering customer data on this page. Post the articles for your document - see Article posting on this page, then enter the final text - see Finalizing your document on this page

 
Continue by entering the following details:

a) Document template

b) Due date

 


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