Invoices and payments

You create a sales invoice with Add invoice, or from an order, the POS or a periodic process. Count-IT supports sales and purchase invoices, both as draft and as final invoice.

1. Choose Add invoice or create the invoice from an order, the POS or a periodic process.
2. Select the customer, date, payment terms and lines.
3. Check VAT, price, discount, cost unit and any order reference.
4. Finalise the invoice when it is ready.
5. Send it with the right email template and attachments.
6. Register, match or synchronise the payment.

A draft invoice can still be changed. A final invoice is administratively complete; changes then go through a correction or credit note.

It is best to create a credit note from the original invoice, so that Count-IT can link the credit to it.

1. Open the original invoice.
2. Choose the credit function.
3. Keep only the lines and quantities you want to credit.
4. Finalise the credit note.
5. Match the credit note automatically or manually against the original invoice.

With the setting Match credit automatically, Count-IT automatically links a credit note created from the original invoice to that invoice. You can also match invoices and credit notes against each other on the Match invoices page.

You send an invoice with a payment link using an email template that contains the payment action. You need:

• an active online payment provider, such as Mollie or Pay.;
• a payment method set up for it;
• general permission for online payment;
• permission for online payment on invoices (or orders);
• an email template or public view with a payment link.

You will find the settings under Settings › Financial › Online payment. A disabled setting for a document type overrides the general permission, and linking a provider to a payment method does not switch these settings on automatically. Send a test to an internal address first.

You register a down payment or partial payment on the order or invoice for which partial payments are allowed; the remaining amount simply stays outstanding.

With the setting Allow payment on order, a customer can pay before invoicing. When you create the invoice later, the order payment must be correctly carried over or matched. Check this before collecting again.

If you use a down payment as a negative product amount, the order PDF (when payments are visible) first shows the total, then the down payment and finally Still to pay. The down payment is deducted only once.

Yes. With partial payments, a customer can settle one POS transaction with several payment methods, for example partly in cash and partly by card.

1. Switch on the partial payment buttons in the POS settings.
2. Choose the first payment method and enter the partial amount.
3. Repeat this for the remaining amount.
4. Only complete the sale when the total is correct.

The Same amount button quickly fills in the remaining amount. For period postings to the journal, Count-IT splits the turnover and VAT of such a receipt proportionally across the payment methods used.

Count-IT has payment reminders in three stages: reminder 1, 2 and 3. For each stage you set after how many days an invoice is ready for that reminder. You send the reminders yourself by email; Count-IT automatically picks the template for the next level.

You will find this in the invoice settings under Reminder 1, 2 and 3 after number of days. This lets you build a stepped follow-up of outstanding invoices. Before sending, check whether recently received payments have already been processed or matched, so that a customer does not receive an unjustified reminder.

Yes. The setting Allow mandate payment enables direct debit via a valid customer mandate.

Direct debit is one of the payment methods you can set up in Count-IT. Make sure the IBAN and BIC of your organisation are filled in under the company details; they are used on invoices, direct debits and payment instructions. Customers can also see their mandates in the customer portal.

You import a bank file on the Match invoices page; Count-IT then makes suggestions, but never posts anything automatically.

1. Open the sales invoice overview, choose Match invoices and open Match bank transactions.
2. Click Import next to Filter and choose the file. Supported are CAMT.053 (single XML or ZIP), MT940/STA and the ABN AMRO TAB, XLS and XLSX export.
3. Check the counterparty, description, amount and suggested invoice for each line.
4. Confirm with Match, or choose Ignore.

Suggestions are based on the invoice number, amount and an IBAN stored with the customer, among other things. Transactions that were already imported are recognised, even from a different format. A PDF statement is only suitable for checking. Set up the Payment method for matching bank transactions for this.

A bank transaction without a suggestion stays in the default list with the status New; you can leave it, choose an invoice yourself or ignore it.

Ignore sets the transaction to Ignored, without a payment. Ignored by mistake? Choose Ignored in the status filter and then Mark as new. After confirmation it is back under New, without any payment being posted. This is not possible for a transaction that has already been matched.

A matching partial payment is allowed. A transaction with the wrong sign, a different currency or an amount higher than the outstanding invoice amount is not processed.

Do not quietly change a final transaction; correct it by cancelling, a reversing entry, a return or a credit note, depending on the document type and the payment provider.

Was it a terminal payment? Then first check with the payment provider whether the provider transaction succeeded, and only then make the administrative correction. Do not simply restart a payment when the result is unknown, to avoid charging the customer twice.

Yes. Count-IT sends sales invoices via Peppol through the integration with Scrada. You can see the sending status of the invoice, and Count-IT looks up the Peppol registration (Peppol ID) of the recipient.

How to set it up:

• enter the Peppol ID of your own organisation in the company details;
• switch on the setting Send invoices via Peppol in the invoice settings. This enables manual and, where applicable, automatic Peppol sending.

Count-IT uses Peppol for sending invoices. Would you like to know whether Peppol suits your situation? Please contact us.

Count-IT checks a VAT number in two steps: first the format and, where available, the check digit for the chosen country, and then online via the European Commission's VIES service.

An error in the format or check digit must be corrected first. A correct check digit does not prove that the number is actually registered for VAT; VIES remains the final check for that. If only the online check does not confirm the number, Count-IT can ask for confirmation to continue anyway. Greek VAT numbers are stored with the country code EL.

Count-IT has VAT reports for the Netherlands and Germany. Can't see the VAT report under Reports? Ask us to activate it.

If you use an accounting package, you can also synchronise invoices and payments through an integration, for example with Exact Online, e-Boekhouden.nl or Moneybird. See the options on the integrations page.

When reports differ, always check that the period, VAT display, document status, department and sales channel are the same.

With the “on account” route, sales are not settled immediately but are put periodically on one invoice per customer.

• At the POS, Process on account as determines whether the POS uses an order, an invoice or another configured route.
• Period customer and group by customer determines for which customer periodic invoices are created.
• The periodic invoice settings determine the period, number and date information, payment terms and whether the invoice is finalised immediately.
• For customer orders, choose the On account option under Invoice sales order automatically.

On a collective invoice, the customer's references or PO numbers are combined with commas; empty and duplicate values are skipped.

Yes. Count-IT supports customer subscriptions and periodic services that you link to a customer, depending on your subscription.

For recurring deliveries you use repeat orders. Create a repeat definition with the customer, lines, interval, start date and preferred payment method, and set whether the order is emailed or invoiced automatically. Check the first order created before the process continues unattended.

Read more about invoicing business customers on the B2B page.