Under Main menu / Cash register / Balance statement / New you create a balance statement for a partner: you choose the partner, add the partner's invoices, and the sheet totals the net, VAT and gross value, the amount already paid and the remaining balance. You can close the finished document, download it as a PDF or send it to the partner by email. You can open an existing balance statement from the Balance statement / List page with the Open button. Note: the screenshots are from the Hungarian interface; Hungarian labels are shown in parentheses in the image descriptions where useful.
Which page to use when?
For a new document click Main menu / Cash register / Balance statement / New. For an existing one open the List page, select the row and click Open. At the top of the sheet you see three tabs: Actions, Additional functions and View and layout, and the CRM link on the right. The image shows a closed balance statement, so the editing buttons are dimmed; for a draft they are active.
Below the tabs you find the header data:
On the Items tab you add an invoice with the New button. Choose the partner first: if none is selected, a warning appears (in the Hungarian interface: "Partner választani kell!", meaning that a partner must be chosen). In the window that opens, pick the partner's invoice from the Document number list and click Add (to leave, use Close). The table shows the invoice data: Document number, Due date, Net value, VAT value, Gross value, Paid, Open and Currency. To remove an unneeded item, select its row and click Delete. The totals at the bottom are updated with every change.
On the Customer comment and Internal comment tabs you can write a comment in a text editor; you can also choose a previously saved comment from the dropdown above. On the Settings tab you set the Billing address (required), the Job number, the Department number and the Template; the + button next to the job number and department number opens a new page to create a new record.
On the Actions tab you find these buttons:
On the Additional functions tab you find Sent items (only for a closed document), New email (External mail client or Internal mail client), New partner (opens in a new tab), New task and Partner card. On the View and layout tab you find the Interface and behavior settings, and the CRM link on the right opens the notes belonging to the document.
On the Related documents tab you see the documents the balance statement is linked to (Document number, Document date, Document type, Issuing employee); if there are none, the list is empty. On the Tasks, Files and Custom fields tabs you manage the tasks, attached files and custom fields of the document.
When you save, the data is recorded; finalization happens when you close. First save as a draft, check the items and amounts with the PDF preview, and only then close the document.
| Field / Element | Required | Description |
|---|---|---|
| Document number | The identifier of the document; assigned by the system, not editable. | |
| Status | Draft, Closed, Cancellation or Cancelled; not editable. | |
| Document date | The day the document was created; not editable. | |
| Currency | The currency of the document. | |
| Performance date | The day of performance. | |
| Period | The start and end of the period (two dates). | |
| Partner company name | The partner the balance statement is made for. It must be chosen before you can add an invoice. | |
| Partner contact person | The contact person chosen at the partner. | |
| Items (Document number) | At least one added invoice is needed to save. | |
| Customer comment, Internal comment | Free-text comments, with the option to choose a previously saved text. | |
| Billing address | Your company's billing address on the Settings tab. | |
| Job number, Department number | Master data that can be searched by typing; you can create a new one with the + button. | |
| Template | The print template of the document. |
The columns of the Items table (filled in from the invoice data, not editable):
| Field / Element | Required | Description |
|---|---|---|
| Document number, Due date | The identifier and payment deadline of the added invoice. | |
| Net value, VAT value, Gross value | The values of the invoice. | |
| Paid | The amount already recorded as settled against the invoice. | |
| Open | The difference between the gross value and the paid amount. | |
| Currency | The currency of the item. |
There are two possible reasons. If no partner is selected, a warning appears: first choose a partner in the Partner company name field. If the document is already closed, the items cannot be modified and the New and Delete buttons are dimmed.
To save the document you must add at least one item (invoice) and fill in the required fields: Currency, Performance date and, on the Settings tab, the Billing address. If any of these are missing, the document is not saved.
PDF, CSV and Sent items are only available for a closed document. For a draft, close the document first; until then you can use PDF preview and XLSX.
After closing, the document is finalized and no further modification is possible. If it is wrong, you can delete it with the Delete button (it gets the Cancelled status) and create a new one.
When you add an invoice, the system fills them in from the invoice data: Paid is the amount already recorded as settled against the invoice, Open is the difference between the gross value and this. When you save, the totals of the balance statement are recalculated from the current data of the invoices.
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