Quick Start Manual

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Manual

Intro
BizFusion Trial
User Interface
Contacts Module
Products Module
Discount Rules
Inventory Module
Sales Module
Purchase Module
Bills & Receipts
Projects
Subscriptions
Credit note / Returns
VAT Module
VAT over margin
European Trade
Foreign Trade
VAT Shifted
US Sales Tax
VAT Correction
Manufacturing
Assets Module
Current Account
Accounting Basics 1
Accounting Basics 2
Accounting Advanced
Year End
Owner Equity
Income Tax
Banking Module
Payments
Loans
Financial Lease
Cross Payment
CSV Statement
Data Import
Data Export
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Plugin: LightSpeed




 

Sales


Now that you've created your customers and products, you're ready to start
creating invoices.

Go to: 'Income > Invoice'

Example Invoice


The address blocks are automatically filled in when you select a customer.
However, you can still change them.




Invoice Number


Each invoice is assigned a unique invoice number.
The default seed value for this number has been set to 100, but you can easily change this.

Go to: 'Setup > Config. Panel' to change the first invoice number.
This is handy if you're switching from another accounting system.




Discount Rules


If you created a price or quantity rule, then you should note that these rules are only applied once you click
on the 'Save & Post' button. This will finalize the invoice and the system will check if the customer is entitled
to any discounts. If that's the case, then the system will automatically adjust the prices for you.
This way you can never forget if a customer was entitled to a discount or not.
The system will always show a message if one or more prices were adjusted.




Posting


You will see the 'Save & Post' button in a lot of places. So what does this button do?
Invoices are an example of a financial document.
A financial document needs to be entered in your accounting system.
This is done by translating the document into a journal entry.
Transforming a financial document into a journal entry is what accounting is all about.
But you, thankfully, don't have to know how to do this.
BizFusion does this transformation automatically for you when you click on the 'Post' button.




Unpost


The opposite of posting is 'unposting'.
This action removes the journal entry that was created for the financial document and sets the
document status back to concept. You can then make changes to the document and click on post again.

Note that you can't always unpost a document.
E.g. you can't unpost an invoice once the VAT on the invoice has already been remitted.
You also can't unpost an invoice that has linked shipments.




Posted Invoices


Notice that the UI changes when an invoice has been posted.
The top of the page shows an extra set of menu options.
The bottom of the page also shows a payments table.
You can only add payments to posted invoices.

Example of a Posted Invoice


The system also indicates that no prices were adjusted.
This means that the customer wasn't entitled to any discounts based on the existing
set of discount rules.




Print Invoices


Click on the 'Preview' link to open up a PDF version of the invoice.
You can then save and/or print the invoice.




Shipments


You can create shipments once an invoice has been posted.
The invoice menu contains the options: 'Ship all items' and 'Partial shipment'.

Click on 'Ship all items'.
This will create a shipment for all open items on the invoice.

The sytem will warn you if not all items are currently in stock.
Use the 'Partial Shipment' option if you can't fully ship an invoice.

Example Partial Shipment


You will be returned to the invoice record once you click on 'Save & Post Shipment'.




Company Dashboard


Your invoices can contain services and physical products.
Your BizFusion dashboard immediately reflects income from invoiced services.
But the same isn't true for physical products that you invoice.
Invoiced physical products are only seen as income when you ship them.
That's why it's important to always ship open items on an invoice.

Keep this in mind when you consult your dashboard.




Payments


Once you post an invoice, you will see a payments table at the bottom of the invoice.
You can only receive payments for invoices that have been posted.
Click on the 'Add Payment' button to create a payment for the invoice.

Example Payment Record


You will be returned to the invoice once you click on the 'Save & Post' button.
The newly created payment is linked to the invoice.
You can also see that the open amount is now zero.

Example Paymens Table





Delete Invoice


You need to unpost an invoice before you can delete it, but you can't always delete the invoice.
If the invoice wasn't the last created invoice, then you can't delete it.
Why isn't this possible?

Each invoice gets a unique invoice number. Tax agencies require that you number your invoices
sequentially. Your invoice number doesn't need to start from one, but every subsequent
invoice must be numbered one higher than the previous one.
And you're not allowed to have any gaps in this number sequence.

That's why you can't delete an invoice in the middle of a sequence.
However, you can still cancel the invoice.




Cancel Invoice


You can always cancel an invoice.
Just click on the 'Cancel Invoice' button in the invoice menu.

You still need to manually register a credit payment if the invoice already had linked payments.




Nullify Invoice


Sometimes, you just want re-enter an invoice.
You don't want to cancel the invoice, you just want to revert it to "concept".
This is possible if the VAT on the invoice hasn't been remitted.

Open the invoice that you want to revert to concept and click on menu item: "Nullify".

Note: all payments, shipments, returns and credit notes will be removed.
The invoice gets status "concept" and can now be changed.

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