Sales

The Sales tab contains all documents related to completed sales, such as invoices, receipts, and fiscal receipts, as well as planned sales, i.e. pro forma invoices, orders, and quotes.

The document list displays the following information:

  • invoice number or Draft status,

  • document issue date,

  • contractor name,

  • amount — the amount required for the document. For example, for an invoice this is the gross amount, and for a credit note the difference resulting from the correction. The amount is also displayed in different colours:

    • green — the document is fully paid,
    • orange — the document is unpaid and the payment deadline has not yet passed,
    • red — the document is unpaid and the payment deadline has passed.

  • sharing status as an icon:

    • sent — the document was sent by email,
    • printed — the document was printed,
    • shared — the document was shared to an external app,
    • fiscal — the document was printed on a fiscal printer.

  • KSeF status:

    • Ready — the invoice has been issued but not yet sent to KSeF
    • Approved — the invoice was successfully transmitted to KSeF
    • Error — the invoice was not transmitted to KSeF

To issue one of the documents, tap the icon, select the document type.1 Fill in the individual fields in the open form.

When you have finished entering data for the document, tap Save. If the document is missing required fields — for example, no contractor has been selected — the app will only allow saving as a Draft. If the document is fully and correctly filled in, you will be asked to choose whether to save it as a final document and send it to KSeF, save it as a final document without sending to KSeF (it can be sent later), or leave it as a Draft for further editing or to issue at a later date.

Inventory Management

MyInvoice supports warehouse management. If a product is of the Goods type, at least one warehouse has been created, and the product has been received into the warehouse at least once, inventory tracking will be maintained for it. When adding goods to a sales document, the app verifies that the required quantity is available, thereby preventing negative stock levels.

A sale automatically creates a goods issue document (WZ) or a reservation (for Orders and Pro Forma invoices). If a WZ document was issued before the sale, it is recommended to create the sales document from the WZ document using the Create Invoice action available on the WZ form. It is also possible to delete the linked WZ document and manually recreate it.

Sales Documents

  1. Basic Invoice (formerly Invoice or VAT Invoice). Since 2014 the invoice has also replaced the previous Bill document for businesses that are not VAT payers. To use invoices for non-VAT taxpayers, go to account settings in Account → Manage Accounts… (on macOS) or by tapping the account name on the main screen and Manage Accounts… (macOS and iOS), and then disable the VAT Payer option. This document reduces stock levels.
  2. Credit Note. A credit note can be issued for any type of invoice. To issue a correction, select the document to be corrected and then choose Create Correction from the toolbar. This document does not create a correction of stock levels — a WZ/PZ document must be created manually.
  3. Advance Invoice. Issuing an Advance Invoice in accordance with legal regulations requires providing an order number. Therefore, to issue such a document, you must first create an Order document and then issue an Advance Invoice from it by selecting the Create Invoice action. A Final Invoice is issued in the same way by creating an invoice from the last Advance Invoice. Since MyInvoice 3 you can issue a credit note for an advance invoice. If the subject of the order has changed, modify the Order and then issue a credit note for it by selecting Create Correction. If the advance amount has changed, select the advance invoice document you want to modify and then select Create Correction.
  4. Final Invoice. A Final Invoice is issued against an Order or a Credit Note. Select the appropriate document and choose Create Invoice from the menu. You can also issue a correction by selecting Create Correction.
  5. Margin Invoice. An invoice for entrepreneurs who make sales based on a margin (commission agents, travel agencies, etc.). A margin invoice can contain items subject to margin as well as regular services taxed at the standard VAT rate. You can also issue a correction by selecting Create Correction.
  6. Receipt. Receipts are primarily intended for use with POS terminals and fiscal printers. This document type is currently temporarily unavailable.
  7. Internal Proof. Internal proof of sale. This document reduces stock levels (internal documents).
  8. Pro Forma. An invitation to the client to place an order. This document creates a reservation of stock levels.
  9. Order. A document of order placement by the client. This document creates a reservation of stock levels. An order is required to issue an Advance Invoice or a Final Invoice.
  10. Quote. A document similar to an Order but without creating stock reservations.

Deleting Documents

It is possible to delete an issued document by enabling the Allow Dangerous Operations option in MyInvoice → Settings (macOS) or Settings → Global (iOS). To prevent accidental deletion of documents, this option is activated for 1 hour only.

Form Field Descriptions

Seller
Selection of the Seller’s data for the document being issued.
Contractor
Selection of the contractor purchasing the goods or service (this field is not visible for documents that do not require a buyer, e.g. receipts).
Recipient
A field intended for JST (local government units) recipients, VAT groups, factors, etc. Do not use this field as a delivery address — enter such data in the Notes field, because the entity shown in the Recipient field will gain access to this invoice, which is not always appropriate (risk of disclosing discounts, margins, suppliers, etc.).
Payment Method
The expected payment method for the document.
Currency
Selection of the document currency. The currency may be enforced by the selected Seller, where you can specify the types of permitted currencies, e.g. due to a foreign currency bank account.
Exchange Rate
The currency exchange rate according to the NBP rate from the day preceding the purchase document issue date. Manual entry of a custom rate is also possible.
Exchange Rate Source
Information about the source of the exchange rate. For rates fetched from NBP this is the NBP table number and table date.
Price Type
The method of entering item amounts and performing invoice summary calculations.
Dates
Selection of dates related to the document.
  • Issue Date — the date the document was issued. For documents covered by KSeF this field cannot be edited.
  • Sale Date — selection of the type of sale date.
  • Delivery Date — the date of completion of delivery or performance of the service, or a date range.

Payment

  • Payment Type — the expected payment type
  • Payment Due Date — the expected payment deadline
Line Items
The list of document line items.
Correction Reason
This field is visible only when issuing a credit note and is mandatory.
Notes
In this field you can enter any text to be placed on the document. Previously defined texts can be inserted here automatically — Settings → Snippets.
Add Comment
You can select an existing comment from the database of custom texts — Settings → Snippets.
Order Number
You can enter an order number from an external sales system. When issuing documents from existing pro forma invoices, orders, or quotes, this field will be filled in automatically.

Details

  • Reverse Charge. Mark the invoice for the reverse charge method.
  • Split Payment Mechanism. Mark the invoice for the split payment mechanism (MPP). This field is also set automatically when a product marked with the split payment mechanism is added.
  • Cash Accounting Method. Mark the invoice as using the cash accounting method.

Options Available After Saving the Document

Preview

  • PDF Preview — display the document.
  • XML Preview — display the document in structured invoice format as sent to KSeF.
  • UPO Preview — display the Official Acknowledgement of Receipt document.

Print

  • Depending on the app configuration, various printing options are available:

    • on AirPrint™ printers (all types of non-fiscal documents)
    • on Woosim thermal printers (all types of non-fiscal documents — temporarily unavailable)
    • on Posnet and Elzab fiscal printers (invoice and fiscal receipt — temporarily unavailable)

Email The document will be attached as a PDF file to an email message. The recipient field will be filled in according to the Email field in the contractor’s details.

Share Allows you to pass the PDF document to another app that supports PDF files. Using this option you can save the document to the cloud (e.g. iCloud, Dropbox, Google Drive, OneDrive) or print it on a printer that does not support AirPrint but has dedicated iOS software (e.g. HP Smart).

Actions
A set of options for quickly creating related documents (corrections, invoice from receipt, invoice from order, duplicate). The available actions depend on the type of document being edited.
  • Create Similar — creates a new document by copying information from the existing document, with a new issue date.
  • Create Duplicate — creates a duplicate of the document with the current issue date (not available for KSeF invoices).
  • Create Correction — creates a correction (credit note) for the selected document. The correction document can only modify line item fields such as description, quantity, price and tax, in accordance with legal regulations.
  • Create Invoice — creates an invoice or advance invoice from a non-accounting document such as a pro forma, order, or quote.
Payments
A list of payments for the document, or Add Payment to make a full or partial payment or create an offset against cost documents.

KSeF

Sales documents issued by other users or in other invoicing applications are automatically imported from KSeF.

After issuing a sales document it must be sent to KSeF. To do this, tap the blue aeroplane icon to send the document to KSeF and obtain the UPO for it. Please note that KSeF documents must be sent on the same day as the issue date. Due to the irreversibility of this operation, sending to KSeF must be performed manually for each document.

  1. You can restrict the list of available documents on the Settings/[Account]/Document Types tab. ↩︎