Usage#
Customer and supplier invoices can be found under the menu item.
Setting a party’s invoice address#
Tryton lets you mark which Addresses, and also Contact Mechanisms, should be used with Invoices.
Tip
If you don’t set an invoice addresses or contact mechanisms, then the party’s first address or contact mechanism is used.
Setting default accounts#
Receivable and payable#
You can set the default receivable and payable Accounts that are used for the invoice totals, for customers and suppliers respectively, in the Account Configuration.
A Party can override these default accounts and normally allows you to set which accounts you want to use with that party.
Revenue and Expense#
The default revenue and expense accounts for the Products that appear on the invoice’s lines are also set in the Account Configuration.
These default accounts are used unless the product overrides them. Normally this is done by setting the revenue and expense accounts in the product’s Account Category.
Tax#
The accounts that are used for any Taxes are set on the taxes themselves.
Creating payment terms#
Any Payment Term that you want to use must be created before you can use them. You can do this at the point where you need to use them, or beforehand.
The payment term defines when payment for an Invoice
is expected.
Each part of a payment term allows you specify an amount and a date by adding
months, weeks and days to the invoice date, and also setting a day of the
month, month of the year, or day of the week that the payment is due.
This calculation is done using python-dateutil’s relativedeltas.
One payment term that is sometimes used is “30 Days”, this means you expect payment 30 days after the date on the invoice. In Tryton you would set this up by creating a payment term like this:
Name: 30 Days
Line 1:
Type: Remainder
Number of Days: 30
You may want to request payment at the end of the month that the invoice was raised in, you can do this with:
Name: End Of Month
Line 1:
Type: Remainder
Day of Month: 31
You can also define payment terms in which the payment is expected in stages. For example, to require a fixed amount of 100 immediately, then 50% of what is left after 7 days and the remaining amount after 14 days you would use:
Name: Payment in Stages
Line 1:
Type: Fixed
Amount: 100
Number of Days: 0
Line 2:
Type: Percentage on Remainder
Ratio: 50%
Number of Days: 7
Line 3:
Type: Remainder
Number of Days: 14
Tip
For complex payment terms if you want to check what dates and amounts it will generate you can try it out using the Test Payment Term wizard.
Invoicing customers#
If your Company has sold some things and you want to issue an invoice to the customer, then in Tryton you need to create a customer Invoice.
Tip
Tryton provides additional modules that can be used to automatically create customer invoices. These modules normally create draft invoices for you with almost all the data already filled in.
If you need to manually create a new customer Invoice you will need to enter in a few details such as the name of the Party, the Currency and the lines that make up the invoice. Most of the other fields are optional or have sensible default values.
Tip
If the invoice you want to create is almost the same as an existing invoice then you can use the Duplicate item from the form’s menu to avoid creating it from scratch.
You should post the invoice before you issue it to your customer. Once the invoice has been posted the Invoice report can be printed out or saved, and sent to your customer.
Tip
The Invoice report generates a Pro forma invoice for invoices that are validated, but not yet posted.
Tip
The Invoice report is saved for posted customer invoices. This means that every time you print it you will get an identical copy of it.
Handling supplier invoices#
Supplier Invoices are issued to your Company by a supplier for things that you purchase.
For each invoice that you receive you need a new supplier invoice in Tryton.
Tip
Tryton provides additional modules that automatically create, or help create, supplier invoices. If you are using these modules then the supplier invoices or invoice lines are often automatically created for you.
Tip
If the invoice you want to create is almost the same as an existing invoice then you can use the Duplicate item from the form’s menu to avoid creating it from scratch.
Once you have created, or found, the supplier invoice on Tryton you should check that it matches the one provided by the supplier. If you see any differences due to the way the taxes have been calculated then these can be fixed once all the lines are entered. You can do this by manually changing the tax amounts on the supplier invoice on Tryton.
When you are happy the supplier invoice is correct, and it matches the one on Tryton you can post it.
Paying an invoice#
Each Invoice tracks how much still needs to be paid. Once an invoice has been fully paid it automatically updates its state to indicate that it is now paid.
If you are manually registering payments against invoices, you must configure at least one Payment Method then you can use the invoice’s Pay button to run the Pay Invoice wizard and register a cash payment against the invoice.
When doing this you will need to have already setup an appropriate Invoice Payment Method. This then makes it easy to use consistent Journals and Accounts when manually entering payments.
Note
Some of the other accounting modules allow you to automatically register payments against invoices. So, if you are using those modules you will not normally need to do this manually.
Correcting invoices#
Invoices can only be changed when they are in a draft state.
Once an invoice has been posted you will need to credit it, and reissue it by creating a new invoice with the correct information on.
Tip
If you need to create a new invoice that is almost the same as an existing invoice you can use the Duplicate item from the form’s menu to copy the existing invoice. The duplicate invoice will be created in a draft state, so you can change anything that was incorrect.
Cancelling invoices#
Most Invoices can be cancelled up to the point they are paid. Once they are paid you need to credit them instead. You do this by creating a credit note for them.
Note
Legislation may not allow you to cancel a posted customer invoice. If this is the case, then you should instead create a credit note for it.
You can allow posted invoices to be credited by changing the setting in your Company.
Cancelling an invoice removes its effect on your accounts by either removing its Account Move, or negating it with a cancelling move.
Crediting customers and suppliers#
In Tryton you credit customers and suppliers by creating Credit Notes. These are just Invoices with negative totals. You can create a credit note manually or create one based on an existing invoice.
To credit existing invoices you must first select the invoices that need to be credited. Next you run the Credit invoice wizard from the Launch action menu.