Shared contract types, contract groups, sales accounts and cost centers help keep contract and customer information consistent. In this guide, you will maintain classifications and check the details, processing status and PDF file of an existing contract invoice in the browser.

Permissions

A local administrator creates, edits and deletes classification records. Viewing sales accounts and cost centers requires permission to read customer information. Viewing contract types, contract groups and contract invoices requires permission to read contracts and the contract feature to be enabled. Saving invoice details also requires permission to edit contracts.

Creating and editing classification records

  1. In the browser, open Settings and expand Customer and contract settings.
  2. Open Contract types, Contract groups, Sales accounts or Cost centers. Select the corresponding create button in the list, such as Create new contract type or Create new sales account. To open an existing record, click the pencil icon on its row.
  3. On the Basic info tab, enter a name and, if needed, a description. A sales account also requires an Account number, and a cost center requires a Cost center number.
  4. Save a new record using the form's create button, or save changes using Save. Reopen the record and check that the name and number are correct.

The name of a contract type or contract group must be unique within its own list. Sales account numbers and cost center numbers must be unique within their respective lists. A sales account's Account number identifies the account in the accounting system.

The External system ID for a contract type or contract group is optional. Enter it according to the agreed integration specification; the identifier must not already be used by another record of the same type.

Linking classifications to records

On the Contracts tab of a contract type or contract group form, you can select Link to contract, select the contracts and save the classification record. You can also select the classification in the contract's Basic info section using the Contract group and Contract type fields. A contract group is required for a new contract; a contract type is optional.

On the Customers tab of a sales account or cost center form, link customers using Connect to the customer. After making your selection, save the classification form as well. Finally, reopen the record to check the links. You can view user links on the user accounts tab of an existing record.

Classifications can affect invoice transfers: the LemonERP integration can restrict the contract invoices to be transferred by contract group and contract type. If both restrictions are set, the invoice's contract must meet both. Confirm the transfer policy before changing classifications.

A sales account for a product and a cost center for a warehouse

In the browser's Manage warehouses menu, open Products or Warehouses, then open the form for the item you want to change. You can select a Sales account in the product's basic information and a Cost center in the warehouse's details. You can search the selection by name or number. Save the product or warehouse for the link to take effect.

Changing the link for an existing product or warehouse requires permission to edit that item, as well as permission to read customer information to use the selection list. If the required classification record is missing, check your read permission and ask a local administrator to check the shared list.

A product can have one sales account, and a warehouse can have one cost center. Both are optional: you can change the selection or remove it by selecting the empty option and saving. This changes the classification link; the product or warehouse remains. Reopen the item and check the saved selection.

The product's sales account and the sales account on a contract billing row are separate pieces of information. LemonERP contract invoice transfers use the billing row's sales account or, if it is missing, the customer's sales account. The cost center comes from the customer. Therefore, check the billing rows and customer information even if classifications have already been selected for the product and warehouse.

See also entering a product's basic information and defining a warehouse and storage locations.

History and restrictions on deletion

A local administrator can open the History tab on a sales account or cost center form. It shows changes to the classification record and events involving customer and user links. Sales account history also shows product links, and cost center history shows warehouse links. By default, events from the last month are displayed; you can use the history time filter to select a longer or custom period.

Product removed from target means that the sales account link was removed or changed to another sales account. Product destroyed (removed from target) means that the product itself was deleted. Warehouse links have corresponding separate events. When a link changes, it appears as a removal in the old classification record's history and as an addition in the new record's history.

To delete an unnecessary record, click the trash icon on its row in the list and confirm the deletion. Deletion is prevented in the following situations:

  • A sales account is used by a customer, user account, product or contract billing row.
  • A cost center is used by a customer, user account or warehouse.
  • Contracts are linked to a contract type or contract group.

Change or remove the necessary links in the linked records before deleting the classification record. Simply deactivating a product or warehouse does not remove the link. When deleting multiple sales accounts or cost centers, records that are in use also remain. After deletion, check the list to see which records were deleted.

Opening and checking a contract invoice

In the browser's Customers menu, open Contracts and select the Contract invoices tab. Open an invoice by clicking the number or the text Waiting for invoice number in the Invoice number column.

The list's Invoice creation time filter uses the invoice's creation time. The default period is three months. If an older invoice is missing, expand the time range and also check the column search criteria. The creation time filter does not refer to the due date or billing period.

The invoice's Basic info section shows the amounts, status, invoice number, payment term, due date, reference, order number and free text. In the Billing rows section, check the billing content and the quantities, intervals, prices, discounts and VAT rates on the rows. Show VAT breakdown next to the amounts opens a breakdown of the taxes.

When an invoice is created, the contract's current billing rows, reference, order number and free text are copied to it. Later changes to these on the contract do not update an invoice that has already been created. On the invoice form, the rows and these texts are available for viewing. Invoice creation and scheduling are described in contract billing and price changes.

Amounts, discounts and VAT

Total amount and Discounted amount exclude tax. The row amount is calculated as Quantity × Interval × Unit price. Interval is an additional multiplier for the amount, such as the number of months or days. It does not itself determine the invoice creation schedule.

The discounted row amount uses the unit price after the row's discount percentage has been deducted. A missing price or discount is treated as zero in the calculation. Decimal precision is retained until the row amount is rounded. Both the regular and discounted row amounts are rounded separately to the nearest five cents; a positive value exactly halfway between two increments is rounded up. The invoice's amounts excluding tax are the sums of these rounded row amounts.

In the PDF, VAT for each row is calculated from the rounded discounted row amount using the row's VAT rate and rounded to cents. A missing VAT rate is treated as zero. The VAT breakdown groups the rows by tax rate, and the final total including tax is the discounted amount excluding tax plus the sum of the taxes for each row.

For example, Quantity 2, Interval 3 and Unit price €10 produce €60. With a ten percent discount, the amount excluding tax is €54. If the row's VAT rate is 25.5%, the tax is €13.77 and the amount including tax is €67.77.

Saving invoice details and processing status

A new invoice has the status Waiting to be processed. Waiting for invoice number indicates that the number is missing; it is not a separate processing status. With permission to edit contracts, you can change the invoice number, payment term, due date and status in the Basic info section of a waiting invoice.

If entered, the invoice number must be unique among Spotilla's contract invoices. You can leave the number blank. Payment term and Due date are separate pieces of information: changing the payment term does not recalculate the due date. Check and enter both as needed.

Save changes using Save at the bottom of the invoice form. Check for the success message, reopen the invoice and check the saved values. If saving fails, correct the reported error before generating the PDF.

When you save the status as Processed, the invoice details can no longer be edited and the status cannot be changed back to waiting. The processing status does not indicate whether the invoice has been paid. Invoice changes are recorded in the history; viewing contract history is described in the guide to contract history and archiving.

Confirm your organization's transfer policy and the integration's status before marking an invoice as processed. The LemonERP transfer selects invoices waiting to be processed according to the integration's classification restrictions. After a successful transfer, the received invoice number is saved on the invoice and its status becomes Processed. An invoice manually marked as processed is not included in this selection of waiting invoices.

Generating the PDF and verifying the result

  1. Save any necessary changes to the waiting invoice and check them by reopening the invoice.
  2. Select Print PDF at the bottom of the invoice form. This function uses the information saved in the service and does not save changes on the form.
  3. Wait for generation to complete in the background. After the Print PDF progress window, the browser attempts to download the file automatically.
  4. Check the browser's downloads to confirm that the file arrived and opens. In the PDF, check the invoice number, customer and billing address, rows, amounts, VAT, payment term, due date and processing status.

Progress reaching 100 % or the window closing does not by itself confirm success: failed generation also ends with progress at 100 percent, and the file download can fail separately. If the file is missing or you receive an error message, check the downloads and generate the PDF again. If the problem persists, report the invoice details and the displayed error to support.

The PDF's Date is the invoice's most recent update date. It is not the original creation date, due date or PDF download date. Saving invoice details can therefore change the date shown in the next PDF.

The contract's alternate billing address is used if it is enabled; otherwise, the customer's address is used. Customer and address information is read from the current records when the PDF is generated. A PDF that has already been downloaded remains unchanged, but the address in a new PDF can change even if the billing rows remain the same.

The PDF for a processed invoice can also be generated with permission to read contracts. Generating a PDF does not change the processing status, send the invoice to the customer or indicate that it has been paid. The PDF's language and layout come from the shared settings; changing them is described in configuring shared PDF export settings.

Exporting the invoice list

Export view to Excel at the top of the contract invoice list exports the table view to an Excel file. Before exporting, check the time range, search criteria and visible columns, and check the file's contents after downloading. Exporting the list, generating an individual invoice's PDF and transferring invoices through the accounting integration are separate functions.