# Quotations, invoices and credit notes

Your three sales documents live in the same place, under **Ventes, Documents** (Sales, Documents): the quotation, the invoice and the credit note. The menu gives you a shortcut to each of the three, and the screen lets you cross a type with a status.

## Drawing up a document

1. open **Ventes, Documents**, then **Nouveau devis** (New quotation) or **Nouvelle facture** (New invoice);
2. fill in the header: **Client** (customer), **Devise du document** (document currency), **Date du document** (document date), and if you wish **Référence du client** (your customer's reference), **Observations** (notes) and **Conditions de règlement** (payment conditions);
3. add your lines: **Article du catalogue** (catalogue item, optional), **Désignation** (description), **Détail** (details), **Unité** (unit), **Quantité** (quantity), **Prix unitaire HT** (unit price excluding tax), **TVA (%)** (VAT rate);
4. each line is added with **Ajouter la ligne** (Add the line), and can be removed while the document is a draft.

Calling a catalogue item picks up its description, its unit, its price in the document currency and its default VAT rate. You remain free to adjust every line.

## The draft, then the issue

A new document is a **Brouillon** (draft): it can be changed and deleted freely, and it does not carry a number yet. When it is ready, the **Émettre** (Issue) button freezes it.

At issue, five things happen at once:

* the **number** is drawn in the series of the company, the document type and the financial year, in the form `FAC-2026-00001`;
* the **due date** is calculated from the customer's payment terms, failing that from the company's;
* the **exchange rate** of the day is taken and frozen, when the document currency differs from the bookkeeping currency;
* the customer's **billing identity** and your **legal mentions** are copied as they stand that day;
* the **totals** are settled.

The series is **continuous**: numbers follow one another without gaps, an abandoned draft consumes no rank, and the financial year carries the year it opens in (a year running from October 2026 to September 2027 is financial year 2026).

An issued document stays available to read, to print and to export; it is corrected by a credit note, which leaves both pieces readable.

## VAT, line by line

Tax is calculated **on each line**, then added up. That is what makes the right-hand column of your invoice, added by hand, land exactly on the total at the bottom, and the tax of a VAT band equal the sum of the tax on its lines.

Rates are entered as percentages, decimals included, and are printed as such on the piece.

## Converting a quotation into an invoice

From the quotation, **Transformer en facture** (Convert into an invoice) creates a brand new invoice, at the **prices of the quotation**, with its lines copied over. The quotation keeps its number and its copy, the invoice takes its own, and the link between the two is written both ways.

## Raising a credit note

From the invoice, **Établir un avoir** (Raise a credit note) opens a credit note in its own series:

* a **full** credit note cancels the invoice;
* a **partial** one leaves it issued and reduces its balance;
* the amounts on a credit note are written **positive**, as on paper: it is its type that says it takes away.

## Printing and sending

The **PDF** button, on the document, produces the piece ready to send, in the **language** and under the **template** of the issuing company. You send it to your customer, and you can add an online payment link to it: see [Payments and reminders](/en/erp/encaissement.md).

## Invoicing in several currencies

Each document carries **its** currency, and your company keeps its books in **its own**. The rate taken on the day of issue stays attached to the document, so the counter-value of an invoice already sent does not move. The difference between that rate and the one of the day the money arrives is recognised when the payment is allocated.

## Exporting for your accountant

From your sales screens, four spreadsheet exports are at hand, with **Exporter en CSV** (Export to CSV): documents, parties, catalogue and payments.

The files open straight in a spreadsheet, amounts come out **exact**, without thousands separators or symbols, with the currency in a column of its own and the frozen exchange rate in its exact form. Your accountant redoes the calculation and lands on the same number.