The search results will be displayed in the Issued Documents section.
Register and Issue of Sales Invoice
This application performs the registration, search and cancellation of invoices from Front Office and Points of Sales. In addition, invoices from other economic activities of the company can be made manually.
The initial screen shows the following sections:
Search Registered and/or Issued Receivables Document: The search for invoices already made is performed by entering the information in the fields of the window.
Documents Issued: Displays the invoices that are pending payment (Printed or Registered Status). The information displayed can be sorted by the Customer or #Document column. Actual.
Types of Invoicing
Folios: Used when the system has been installed in a hotel company, since the folios are the individual control records of the operations within the hotel (Front Office and/or Points of Sales), which must then be invoiced containing one or more of these Folios.
Manual: Allows the invoicing of manual details / items.
Invoice Status
Register: modifications can be made depending on the type of invoice being made.
Folio Invoices: Allows you to modify the folio assigned, add or remove folios.
Manual Invoices: allows you to modify, add or delete details.
Printed: Once the invoice has been printed, no modifications can be made. The forms of invoice printing are:
Printing without Fiscal Effect: Non-Fiscal Document (in Mexico) and Affected Issued Document, Exempt Issued Document (Chile).
Printing of Digital Tax Receipt: CFDI (Mexico) and DTE (Chile).
Cancelled: it is the way to cancel the balance of the invoice, it is indispensable that the invoice is printed so that it can be cancelled and not have payments applied.
Folio Invoicing
To invoice folios, perform the following steps:
Go to Administration (Back Office) → Accounts Receivable → Register and Issue of Sales Invoice
In the Search Registered and/or Issued Receivables Document section:
Enter the name of the customer you wish to invoice in the Select Customer field. It is important to mention that customers are previously registered in the Customer Catalog.
Press the Search button.
In the REGISTER and ISSUE of Receivable Documents section, enter the following fields:
Field | Description |
Business Line | Display the business line to be billed, selecting the appropriate one. |
Document Type | It displays the types of invoices (National Invoice, Exempt, Export, etc.) you must select as appropriate and enter the folio of the invoice (Chile). |
Non-Tax References | External references are entered (applicable in Chile). |
Date | It indicates the current date but can be modified according to the month the module is open. Novohit allows up to two months after the open month. |
Detail | Click on the "Folios" check box. |
Observation | You may register any comments regarding the invoice. |
Tip: You can search for folios by a range of dates in the Folios to Include section, enter the Date from - Date to fields and press the Search button.
Click on the Add button.
From the Document Folios section, click on the check box of the folios to be invoiced (can be one or several). All the folios that are pending to be invoiced for the selected client will be displayed. As you select the folios, the total is displayed in the selected total field.
If the invoice amount is correct, press the Print button.
Manual Invoicing
To perform the Manual Invoicing procedure, perform the following steps:
Go to Administration (Back Office) → Accounts Receivable → Register and Issue of Sales Invoice
In the section Search Registered and/or Issued Receivables Document:
Register the name of the customer you wish to invoice in the Select Customer field. Customers are previously registered in the Customer Catalog.
Press the Search button.
In the REGISTER and ISSUE of Receivable Documents section, enter the following fields:
| Field | Description |
Business Line | Display the business line to be billed, selecting the appropriate one. |
Document Type | Display the types of invoices (National Invoice, Exempt, Export, etc.) you must select as appropriate and register the folio of the invoice (Chile). |
Non-Tax References | External references are entered (applicable in Chile). |
Date | It indicates the current date, but it can be modified according to the month the module is open. Novohit allows up to two months after the open month. |
Detail | Press the "Manual" check box. |
Observation | You may register any comments regarding the invoice. |
Press the Add button.
In the Documents Item Section enter the following fields:
Field | Description |
Description | Enter the concept of the item to be invoiced, i.e., the detail to be invoiced. |
Subtotal | Enter the amount. If the document is an invoice with tax, the taxes will be shown automatically. |
IVA | Displays the amount of tax according to this setting (Mexico 11% or 16%, Chile 19%). |
Sub Total Exempt | Enter the amount that has no tax (Chile export and exempt invoices). |
Press the Add button.
For printing documents without legal effect, click the Print button; for generating a digital tax receipt, click the Generate CFD/DTE button.
Search Invoice
Searching for a customer's invoices to modify (Capture Status) or reprint (Printed Status) is carried out by performing the following steps:
Go to Administration (Back Office) → Accounts Receivable → Register and Issue of Sales Invoice
In the section Search Registered and/or Issued Receivables Document:
Register the customer's name in the Select Customer field.
Select which invoices will be displayed, by clicking on one of the options in the "Transactions" field.
Pending: Displays invoices with status captured and printed with balance pending payment.
Paid: Displays invoices with captured and printed status with zero balance, i.e., payment has been made.
All: Displays the invoices with status captured, printed and cancelled; with balance pending payment and zero balance.
Press the Search button.
Invoice Editing
To modify invoices or documents that are not displayed in the Issued Documents section, you must search for the invoice or document by following these steps:
Go to: Administration → Accounts Receivable → Folio Invoicing.
In the section Search Registered and/or Issued Accounts Receivable Documents:
- Enter the customer name in the Select Customer field.
-
Choose which invoices to display by selecting one of the options in the Movements field:
Pending: Displays invoices with status captured and printed that have an outstanding balance.
or
All: Displays invoices with status captured, printed, and canceled; including those with outstanding balance and those with zero balance.
In the Issued Documents section, click on the number corresponding to the invoice or document in the #Internal column, and the document details will be displayed.
Make the necessary modifications in the required fields.
Click the Save button.
For printing documents without legal effect, click the Print button; to generate a digital tax receipt, click the Generate CFD/DTE button.
Invoice Reprinting
To reprint invoices or documents that are not displayed in the Issued Documents section, you must search for the invoice or document by following these steps:
Go to: Administration → Accounts Receivable → Folio Invoicing.
In the section Search Registered and/or Issued Accounts Receivable Documents:
-
Enter the customer name in the Select Customer field.
-
Choose which invoices to display by selecting one of the options in the Movements field:
Pending: Displays invoices with status captured and printed that have an outstanding balance.
or
All: Displays invoices with status captured, printed, and canceled; including those with outstanding balance and zero balance.
To reprint a document in the Issued Documents section, click on the invoice or document number located in the #Real Doc column.
-
For documents without fiscal effect, click on the document number.
-
To reprint the graphical representation, click on the CFD/DTE number with the PDF extension.
-
To download the electronic file in XML format, click on the number with the XML extension.
Cancel Customer Invoices
Novohit does not allow to delete invoices, however, it allows to cancel them, leaving the invoice with status cancelled. It is essential that the invoices to be cancelled are printed and have no payments applied. To cancel or void invoices, perform the following steps:
Go to Administration (Back Office) → Accounts Receivable → Register and Issue of Sales Invoice
In the Search Registered and/or Issued Receivables Document: section:
Register the customer's name in the Select Customer field.
Select which invoices will be displayed, by clicking on one of the options in the Transactions field.
Pending: Displays invoices with status captured and printed with balance pending payment.
Paid: Displays invoices with captured and printed status with zero balance, i.e., payment has been made.
All: Displays the invoices with status captured, printed and cancelled; with balance pending payment and zero balance.
Press the Search button.
Select from the Issued Documents section:
Click on the invoice number you wish to void in the #Internal column, the document detail will be displayed.
Press the Cancel button in the Document### section.
Issuance of Credit Notes in Mexico CFDi, Chile DTE
Mexico (CFDI)
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