Create a document
You can create a new invoice or credit note in Pagero Online with a few easy steps. Below, you'll find a comprehensive instructions on each section in the document creation process.
- Create invoice Using theCreate documentfeature you can either create a new invoice or create an invoice from a template. To send to your customers. Once you have created an invoice, you can save it as a template to use again later. By using a previously made template you can adjust only the data that differs for this invoice, rather than entering every detail again. Please note that templates are specific to each recipient.
- To use a template, simply select the template you want to use and then selectCreate invoice from the template.To create a new invoice, you need to first select the recipient and the invoice type (debit or credit). Use the dropdowns to see your options. If you can't find your intended recipient in the dropdown, you will need to add them to your customer directory first.
- TheRecipient detailsare automatically filled in Recipient details based on the information in the customer directory. You can edit some of these details by selecting theEditbutton next to the field. Please note that the edits made here are only applicable to the invoice itself and won’t be reflected in the customer card in your Network in Pagero Online.
- You will now see the different fields available for your invoice. Some fields will be automatically filled in based on information in the system, while others you will need to add yourself. Required fields are marked with a red asterisk (*). You need to fill these in to save or send your invoice. Any field not marked with the red asterisk is optional, though some recipients or formats may have additional requirements. In the right hand column on the page, you can see the invoice summary. This will update as you fill in your invoice.
- Here you update theinvoice details. This section by default shows some fields, but more are available to add as needed. The general requirements here are that you need to include an invoice number, invoice date as well as a due date. For additional fields you can selectAdd fieldswhich will open up a dropdown in the right hand column with further details to add. Select those you want to include in your invoice by ticking the checkbox next to them. This will add an additional field for you to edit.
- InArticles,you add the invoice rows with article information. The general requirement for this section is that each invoice need to include at least 1 invoice row with anarticle name, a quantity, unit, unit price, and VAT rate. The net amount will then be calculated and automatically. If your article is excluded from VAT, you must still include the VAT rate as well add theVAT exemption field. To add more rows simply clickAdd rowas often as required. To remove a row click thetrash can symbolafter the row. Note that to process the invoice, you cannot have an empty article row so if you added more rows than you needed you must remove the overflow. To add an additional field to a single row you can press the+symbol at the end of the row. To add an additional field to all rows click theAdd fields to all rowsbutton. This will then bring up the available additional fields to the right. If you have added more fields to your article rows you can clickExpand allto show all fields on each row, or collapse all to only see the default fields. You can also click the arrow marker to the left of the row to expand or collapse a specific row.
- Discounts and charges. If your document includes any discounts or charges on document level, you can add those here by clicking the relevant option. This will then bring further fields to fill in according to your needs. These work the same way as the article rows, allowing you to add additional fields or rows as needed.
- TheInvoice Totalshows the invoice summary as calculated according to the information added in previous sections. Use the currency dropdown menu to choose currency. Use the checkbox to enable rounding if applicable. ClickAdd fieldsto include VAT in other currency if needed.
- Sender DetailsSome sender details will be filled in based on the information on your company account. You can edit some of these by clicking theEditbutton. To send your invoice it must include at least one account under sender details. ClickAdd accountand fill in the relevant information. To add more accounts simply clickAdd accountas often as required. To process the invoice each account row must be filled in. If too many rows were added, simply remove the superfluous rows by clicking the trashcan symbol.
- AttachmentsIf you wish to add attachments to your invoice you can do so here. ChooseAdd attachmentto upload a file from your computer. You can only upload one file at a time, though you can add multiple attachments one at a time. ClickChoose fileto open your file explorer and choose the file to upload. Note that you must remove any superfluous rows before being able to send your invoice. If you added too many lines simply click the trashcan symbol to remove them.
- Once you have filled in the information in each section, your invoice is ready. Use the bottom menu to choose how to proceed. Once you are ready with your invoice, you have four options at the bottom of the page:Cancel invoiceallows you to delete the draft you have created.Save as templateallows you to save this invoice as a template for this recipient. You will then be able to use this for future invoices and only edit any data that has changed instead of creating the invoice from scratch each time. To save as template you will be prompted to fill in a template description.Previewallows you to look at the PDF presentation as a preview of this invoice. The PDF will then be downloaded to your computer.Send (Production) will process your invoice and sent to the recipient. The other two send modes (Certification & Test) are used for testing purposes and you can read more about it here.
- If any required information is missing from your invoice when you clickSenda notification will pop up in the bottom right corner of your screen. Whichever mandatory field is missing will then be highlighted with a red line and anXsymbol. Once the invoice is sent you will see a notification in the bottom right corner of your screen. You can then view your sent documents to verify the status of the invoice. Note that documents are only available in Pagero Online for 90 days unless you have an archive agreement.
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