Skip to main content

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.

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.