Invoices

Open2b includes invoice management with the option to export them and then import them into a system for sending electronic invoices. Proforma invoices, accompanying invoices, and credit notes are also managed.

Invoices you want to view or edit can be identified more easily using menus and filters. You can therefore:

• Change invoice sorting by selecting the corresponding header: status, number, type, issue date, due date, billing name, total including VAT, last modified date, and payment status.
• Search for an invoice using the dedicated search, for example by entering the invoice number you want to view.
• Filter invoices by status (Open, Sent, etc.), issue date (today, yesterday, current week, etc.), and payment status.

An invoice can be in the following status:

• Open: it has been put in progress.
• Sent: it has been sent to the customer.
• Disputed: it has been disputed by the customer.
• Archived: it has been archived.
• Cancelled: it has not been processed or has been cancelled.

You can change an invoice status at any time.

Electronic invoicing

Open2b lets you export invoices so you can import them into the Fatture e Corrispettivi system of the Agenzia delle Entrate and into the Electronic Invoicing service of Aruba PEC.

Export electronic invoices

1. Go to the Sales section.
2. Go to the Invoices subsection.
3. Select the checkboxes on the right of the invoices you want to export. If you select a single invoice, an XML file will be exported for that invoice. If you select multiple invoices, a ZIP file will be exported containing one XML file for each invoice.
4. Click Export electronic invoice draft... and select where the electronic invoice drafts will be imported.
5. Save the file on your computer.

Create a new invoice

1. Go to the Sales section.
2. Go to the Invoices subsection.
3. Click New Invoice and select the type of invoice you want to create. A new window will open to choose the customer.
4. Select the customer to whom to issue the invoice. Use search and filters to help find the customer.
5. Enter the invoice number. A number is suggested based on the last number entered.
6. Fill in the remaining fields as desired.
7. Click Add.

Create an invoice from an order (or other document)

1. Go to the Sales section.
2. Go to the Orders subsection.
3. Click the order for which you want to create the invoice.
4. Click New document and select the type of invoice you want to create.
5. Enter the invoice number. A number is suggested based on the last number entered.
6. Edit the remaining fields as desired.
7. Click Add.

Associate an invoice with a customer

1. Go to the Sales section.
2. Go to the Invoices subsection.
3. Click the invoice to associate with the customer.
4. Click Edit.
5. Next to Customer click the text field. A new window will open.
6. Select the customer you want to associate with the invoice (use search and filters to help find the customer).
7. Once selected, a window will open. If you want to also update the invoice billing and shipping addresses with those of the selected customer, click OK.
8. Click Save.

Associate a customer suggested by Open2b with an invoice

1. Go to the Sales section.
2. Go to the Invoices subsection.
3. Click the invoice to associate with the customer.
4. Click Edit.
5. Click Suggest. A new window will open.
6. Open2b suggests, if available, customers who share one or more elements with the invoice billing data among Tax Code, VAT Number, and email address. Select the customer you want to associate with the invoice.
7. Once selected, a window will open. If you want to also update the invoice billing and shipping addresses with those of the selected customer, click OK.
8. Click Save.

Associate a new customer record with an invoice

1. Go to the Sales section.
2. Go to the Invoices subsection.
3. Select the invoice to associate with the customer.
4. Click Edit.
5. Click Create from Billing. Open2b will create a new customer record based on the billing data in the invoice.
6. Click Save.

Send an invoice to the customer

1. Go to the Sales section.
2. Go to the Invoices subsection.
3. Select the invoice you want to send to the customer.
4. Click Send invoice; a new window will open.
5. Fill in the fields as desired. If you want to send a copy to another address, enter it in the CC field.
6. If you want to change the invoice status to Sent and add a note to the invoice to record that it was sent to the customer, leave Set the invoice as sent and add a note selected; otherwise click to deselect it.
7. Click Send.

Print an invoice

1. Go to the Sales section.
2. Go to the Invoices subsection.
3. Select the invoice you want to print.
4. Click Print. The invoice will be displayed in printable format and a new window will open to start printing.

Delete one or more invoices

1. Go to the Sales section.
2. Go to the Invoices subsection.
3. Select the checkboxes on the right of the invoices you want to delete.
4. Click Delete Cancelled. A new confirmation window will open.
5. Verify you selected the correct invoices and click OK.