Invoices are the primary sales documents that record transactions between your company and its customers. In Sapera the invoice screen covers two connected parts: the invoice overview (the list of all invoices) and the invoice editor (the individual document you edit or create).
From the overview you can create, post, credit, send and manage invoices. The editor gives access to all details: header fields, invoice lines, attachments and a number of tabs with related information.
1. Open the Financial app.
2. Click Sales in the left menu.
3. Select Invoices.
You are now on the invoice overview.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The overview shows a paginated list of invoices with the option to search, filter and sort.
The most important columns are:
Invoice date: The date the invoice was issued.
Due date: The calculated or manually adjusted due date based on the payment terms.
Invoice no.: The auto-generated invoice number.
Customer reference: The customer's own reference or order number.
Subject: Short description or purpose of the invoice.
Customer: The customer's name.
Serial number item: Linked product instance, if the invoice concerns a serial number item.
Org. unit: The organizational unit the invoice belongs to.
Status: The invoice's current state (see the section on states below).
Remaining amount: The amount not yet paid or settled on the invoice.
Total / Total excl. VAT: The invoice amount with and without VAT.
Created / Created by: Timestamp and user for the creation.
Delivered as: Indicates whether the invoice was delivered by email, EAN, downloaded as a file or printed.
Sales orders: Linked sales orders.
Based on subscription: Indicates whether the invoice originates from a subscription.
Payment blocked: Indicates whether payment is blocked.
Posting error: Marks invoices with errors in the posting process.
ePay payment status / ePay payment captured by / ePay payment transaction ID: ePay-related payment information.
Has automatic serial number: Indicates whether the invoice contains an item with an auto-generated serial number.
Additional columns can be shown and hidden via the column settings in the grid.
Rows with a yellow background color are credit notes (negative amount with a reference to an original invoice). Rows marked in red indicate invoices with posting errors. The colors are explained in the legend text at the bottom of the overview.
Use the search field at the top of the toolbar for free-text search across invoice number, customer name, reference and more. You can also filter the list via the column filters in the grid, including filtering on status, customer and date range. If you only want to search on the invoice number, you can put a + in front of the search text. See also How to search in lists for more about searching and filtering.
Click the checkbox on the far left of a row to mark it. Click the checkbox header to mark all rows on the current page. Marked rows can be posted together or exported as a batch.
Click + (the blue plus icon) in the top right of the invoice overview.
A dialog opens where you choose:
Create new — creates an empty new invoice.
From sales order — select one or more existing sales orders, and invoice lines are created automatically based on the orders' lines.
Click OK to continue to the invoice editor.
The editor shows the invoice document's header fields at the top, invoice lines in the middle and a number of tabs at the bottom.
Invoice no.: The auto-generated invoice number. The field is read-only.
Org. unit: The organizational unit the invoice belongs to. Mandatory field.
Status: The invoice's current state, shown as a badge with a tooltip in case of posting errors or an active posting process. The field is read-only.
Payment ident.: A payment identification linked to the invoice — for example for prepayments via ePay or another payment gateway. The field is read-only and is filled in automatically by the system.
Customer: Autocomplete lookup in the actor register. You can search by name, company registration number or customer number. The field is mandatory. If sales order lines are already linked to the invoice, the customer field is locked.
Other payer: Shown when other-payer functionality is configured. Here you can specify an alternative actor who is to pay the invoice instead of the customer. The visibility of the field is controlled by the system setup.
First name / Last name: The customer contact person's first and last name.
Company name: The customer's company name.
Address: The customer's delivery address. Edited in the address editor. The system automatically offers to fetch the address from the actor register when you select a customer.
Contact person: Shown when the contact person role is enabled in the setup. Specifies the customer's contact person from the actor register. May be required depending on the customer setup.
Requisitioner: Shown under the same setup as contact person. Specifies the orderer/requisitioner from the actor register. May, like contact person, be required depending on the customer setup.
Customer reference: The customer's own reference or order number. May be mandatory depending on the customer setup.
Re. serial number item: Autocomplete for product instances. Only shown when product instances (serial number setup) are enabled in the system. Used to link the invoice to a specific serial number item.
Invoice date: The date the invoice is issued. The field is colored and shows a tooltip if the date falls outside the allowed posting window.
Currency: Currency for the invoice. For foreign currency a tooltip with exchange rate information is shown.
Payment term: Selection menu with payment deadline agreements, e.g. net 14 days. Controls the automatic calculation of the due date.
Due date: Calculated automatically from the invoice date and payment term, but can be adjusted manually. The field is required if the invoice amount is positive and the invoice is not a credit note.
Email: The customer's email address for electronic sending of the invoice.
Phone: The customer's phone number.
Requisition number: The customer's requisition or order number.
Subject: Short description or purpose of the invoice (max. 255 characters).
Note (printed): A note that appears on the printed/sent invoice itself. Edited as rich text (max. allowed text length).
Internal note: A note that is only visible to the company's employees and does not appear on the invoice. Also rich text.
Credit note of [link]: Shown only on credit notes. Specifies the original invoice the credit note was created from. If you click the link, the original invoice opens.
Created by / Created: Shown at the bottom for existing documents and specifies who created the invoice and when.
The system shows contextual warnings and error panels in the editor:
Credit limit warning: Shown if the customer's credit limit is reached or exceeded at the current invoice amount.
Actor notice: Any warnings from the actor register about the customer.
Posting error panel: In case of posting errors, a detailed error description is shown along with the button Post - try again to retry the posting.
Stock reservation error: Shown if the stock reservation for one or more lines failed during posting.
Billwerk payment info: Shown on invoices originating from Billwerk subscription invoicing, with settlement status.
Do not perform automatic sending: Shown when automatic sending (e.g. automatic EAN) is turned off for the invoice.
The invoice lines grid shows the products and services being invoiced. Lines can be added, edited and deleted as long as the invoice is in draft.
Item number: The product's item number.
Name: The product's name.
Account: The accounting account for the line.
Sales order ref.: Reference to the sales order line this invoice line is based on (when imported from a sales order).
Quantity: Number of units.
Price excl. VAT / Price incl. VAT: Unit price with and without VAT.
Discount% / Discount amount / Discount excl. VAT / Discount incl. VAT: Discount columns in various formats.
Net price: Price after discount, per unit.
Total excl. VAT / Total: The line's total amount without and with VAT.
VAT rate / VAT: VAT percentage and VAT amount for the line.
Action code: Action code that controls account setup and behavior at posting.
Contra account: Offsetting account for the line.
Debtor (contra): Debtor contra account.
Cost price / Margin amt. / Margin% / Markup%: Cost price and contribution margin columns. Shown only when Show cost price is enabled via the editor toolbar.
Stock location: The location the item line is drawn from.
Availability: The stock availability for this product.
Product locations: Overview of locations for the product.
Used-goods VAT: Indicates used-goods VAT calculation for used items (e.g. used machines).
Is currency primary: Indicates whether the line's currency is the primary currency.
Type: Line type (item, text, subtotal etc.).
Additional columns can be shown and hidden via the column toolbar in the grid.
Below the invoice lines a total panel is shown with a breakdown, subtotals and totals incl. and excl. VAT.
The toolbar above or beside the invoice lines grid contains actions that can be performed on selected lines:
+ (New line): Adds a new empty invoice line.
Delete line: Removes the selected invoice line.
Move up / Move down: Changes the order of the invoice lines.
Notes: Opens a popup where you can edit Note (printed) and Internal note for the selected line. Line notes are printed on the invoice at the relevant line.
Edit action code: Changes the action code on selected lines.
Change location: Changes the stock location for the selected line.
Exempt VAT (line): Sets VAT exemption specifically for the selected line.
Fixed price: Opens the fixed-price dialog, where you can set a fixed price for selected lines.
Clear fixed price: Resets the fixed-price group for the selected line.
Discounts: Opens discount management for the selected lines.
Add gift card: Adds gift card lines to the invoice.
Show lines' account setup: Shows the account setup (action code accounts) for the selected lines.
Repair line: An administrative repair tool to fix data errors on the selected line. Intended primarily for support use.
An invoice goes through the following states:
Draft is the starting point when the invoice is created. Here all fields and lines can be edited freely.
Posting is a temporary state while the posting is processed in the background.
Posting started / Posting failed are transitional states during asynchronous posting. If the posting fails, an error description and the option to try again are shown.
Posted is the normal state after successful posting. Contact information can still be edited by users with a special permission. The invoice can be sent as email or EAN from this state.
Not settled is a posted invoice where a payment has been registered but not yet fully settled against the debtor.
Paid indicates that the invoice is fully settled.
Cancelled is a draft invoice that has been cancelled. The state is terminal and cannot be undone.
Converted is a historical invoice imported from an older system.
Post: Posts the selected invoice (or the checked invoices for batch posting). Requires that the invoice is in draft with valid lines and correct account information. A keyboard shortcut exists (see the article Hotkeys - Invoice).
Re-post: Re-posts an already posted invoice. Requires a special permission (Re-post).
Move to draft: Moves a posted invoice back to draft state. Only available on posted invoices and requires appropriate permissions.
Cancel: Cancels a draft invoice permanently. Cannot be undone.
Capture payment: Captures a prepaid payment, e.g. an ePay transaction that is reserved but not yet captured. Active when there is an uncaptured payment on the invoice.
Pay: Opens the POS payment dialog so you can receive payment for the invoice directly at the till.
Credit (dropdown): Contains two choices:
Select Credit to create a credit note that automatically offsets the invoice's full amount. The invoice must be posted.
Select Credit & new to create a credit note and at the same time create a new invoice (e.g. for a price reduction on an already invoiced order). See the section on credit notes below.
Email (dropdown): Sends the invoice as email to the customer's registered email address. Active when the customer has an email and the customer setup allows invoice by email.
EAN: Creates and sends an EAN requisition. Active when the invoice is posted and the customer has an EAN number. The button changes to Resend EAN if an EAN requisition has already been sent. See the EAN requisition dialog below.
Export: Opens the export dialog with the option for report/PDF export in various formats.
Copy: Creates a new draft invoice as a copy of the selected invoice.
Show voucher: Opens the accounting voucher linked to the invoice. Active when the invoice has a posting voucher or stock voucher.
Settle: Opens the settlement window, where you can settle accounting entries for the invoice against received payments. Active when the invoice is posted.
Send payment link: Sends a payment link to the customer's registered contact information. Active when the invoice is posted or in the Not settled state.
Add sales order: Links an existing sales order to the invoice and imports its lines. Active when the invoice is in draft and a customer is selected.
Show sales order: Opens a popup with the sales orders linked to the invoice. Shown when the invoice has linked sales orders.
Show dispatches: Opens a popup with dispatches linked to the invoice. Shown when dispatches are enabled in the system and the invoice has linked dispatches.
Show credit note: Opens a popup with credit notes created on the basis of this invoice. Shown when the invoice is posted.
Show cost price (toggle): Toggles the display of cost price, margin and margin% columns on and off in the invoice lines grid.
Without VAT (toggle): Sets VAT exemption for the entire invoice. Turn on to create a VAT-free invoice.
Cost price (toggle): Switches the invoice to a cost-price invoice, where the item lines' prices are set to cost price.
Post - try again: Retries posting on an invoice with a posting error. Active when the invoice is in the Posting failed state.
Reset accounts: Resets the accounting accounts set on the invoice's lines to the default setup. Administrative tool.
Repair posting status: Repairs the invoice's posting state if it has become stuck in an intermediate state. Administrative tool for support use.
Repair accounting data: Repairs accounting data on the invoice. Administrative tool for support use.
Refresh: Reloads the invoice list.
Search: Free-text search in the list.
Click the ... icon (the more menu) in the list toolbar to access:
Show voucher — as described above.
Settle — as described above.
Re-post — as described above.
Collective invoicing — opens the mass invoicing dialog (see below).
Post and send — opens the mass posting dialog (see below).
Move to draft — as described above.
Save: Saves the changes on the invoice without closing the editor.
Save and close: Saves and closes the editor, returning you to the invoice overview.
Cancel changes: Aborts the editing without saving.
A credit note is the document that credits an invoice — i.e. "reverses" an invoiced amount back to the customer. Credit notes are shown in the invoice overview in yellow.
An invoice cannot be cancelled once it is posted. Instead a credit note is created. Typical reasons are:
The invoice was issued by mistake and must be neutralized.
The customer complains, and the item must have a price reduction.
The customer returns an item.
1. Mark the posted invoice in the overview or open it in the editor.
2. Click Credit in the dropdown button.
Sapera automatically creates a credit note for the full amount. The credit note is shown in the invoice overview and contains a reference to the original invoice.
Use this variant when you want to credit and at the same time issue a corrected invoice — for example for a price reduction after posting.
1. Mark the posted invoice and click Credit → Credit & new.
2. The credit note date dialog opens. Here you select the financial date for the credit note:
Select Invoice date to use the original invoice's date.
Select Today's date to use today's date.
Select Choose date to specify a specific date manually.
3. Click OK. The credit note is created automatically, and a new draft invoice opens with the same lines, which you can adjust before posting.
The mass invoicing dialog makes it possible to create invoices from several sales orders at once.
1. In the invoice list: click ... → Collective invoicing.
The dialog shows the sales orders that are ready for invoicing. Mark the desired sales orders and click Create invoice.
The system creates the invoices and confirms when the process is complete.
With the mass posting dialog you can post and send many invoices at once.
1. Optionally check the invoices in the overview that you want to process.
2. Click ... → Post and send.
In the dialog you choose the delivery method:
Mass post and send EAN: Posts and sends the invoices as EAN requisitions.
Mass post and send as email: Posts and sends the invoices via email to the customers.
Mass post and download printout: Posts and downloads the invoices as a PDF file.
Mass post with printout: Posts and sends to the printer.
The system processes the invoices in the background and shows progress.
EAN is used to send invoices electronically to public authorities and companies with an EAN location number.
Click EAN in the toolbar on a posted invoice. The button is called Resend EAN if a requisition has already been sent.
Before sending, the EAN requisition dialog opens, which checks and lets you correct:
EAN number: The customer's EAN location number.
Company registration number: The customer's company registration number.
Correct any errors and click OK to send the requisition.
EAN-sent invoices are registered under the tab EAN Invoices at the bottom of the editor.
The invoice editor contains a number of tabs at the bottom that show related information for the open invoice.
The primary tab, which contains the invoice lines grid as described above.
Shows files attached to the invoice.
You can add attachments by clicking Add attachment or by dragging files from your computer directly over the invoice editor — the system automatically opens the attachments tab and uploads the file.
Delete attachment: Removes the selected file from the invoice.
Download attachment: Downloads the selected files to your computer.
Shows an overview of SMS messages sent to the customer in connection with this invoice.
Shows an overview of emails sent from the invoice, including timestamp and recipient. From here previous emails can be resent.
Internal notes on the invoice. Here employees can add and read notes that are not visible to the customer.
Shows payment links linked to the invoice, including the status of each link (queued, sent, failed etc.).
Shows the EAN requisitions sent from the invoice, incl. status and any error messages.
Shows stock movements related to the invoice — i.e. the stock entries that arose at posting.
Shows sales and customer subscriptions linked to the invoice. Relevant for subscription invoicing via Billwerk.
Open subscription / Open subscription contract: Jumps directly to the linked subscription.
Show voucher (subscription): Shows the voucher for the subscription.
Re-run Billwerk sync: Retries synchronization to Billwerk if the synchronization has failed.
The tab also shows the Billwerk settlement status when the invoice originates from subscription invoicing.
Shows rental contracts for product instances linked to the invoice — used for renting out machines, bicycles and the like.
Open product instance: Jumps to the linked product instance in Inventory.
Draft: The invoice is being prepared. All fields can be edited. Can be cancelled.
Posting: Posting is initiated and being processed. The editor is locked during the process.
Posting started / Posting failed: Transitional states in asynchronous posting. In case of an error, an error description and the option to retry posting with Post - try again are shown.
Posted: The invoice has been successfully posted and registered in the accounts. Contact information can be changed by users with permission for it. Can be credited, sent and settled.
Not settled: The invoice is posted, and a payment has been received, but not yet fully settled against the debtor account.
Paid: The invoice is fully paid and settled.
Cancelled: The invoice has been cancelled from the draft state. Terminal state.
Converted: A historical invoice imported from another system.
If you have any questions, you are welcome to contact support.
Want to know more?
You can customize how this area works under the settings:
Invoice settings
A walkthrough of all settings under the Invoice category in Financial, including payment deadline, display on invoice lines, posting behavior, credit notes, stock locations and due date calculation.
