Configuring Invoice Types in Freightools

Invoice Types define how invoices are categorized, numbered, and printed. Setting them up correctly ensures consistent numbering, proper separation between buying and selling documents, and accurate printout selection.

This guide explains how to create a new Invoice Type.

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1. Access Invoice Type Configuration

1. Go to Accounting in the main menu.
2. Select Invoice Type.
3. Click New Invoice Type.

You will now see the configuration form for defining a new invoice type.

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2. Define Basic Information

Name

Enter a clear, descriptive name.
Example:

• Selling Invoice
• Buying Invoice
• Selling Credit Note

This name helps users quickly identify the purpose of the invoice type.

Code

Enter a short code.

• This can later be used as part of the invoice number range.
• Keep it short and meaningful.
  Examples:
• SI (Selling Invoice)
• BI (Buying Invoice)
• SC (Selling Credit)

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3. Choose the Operation Type

Select the relevant operation:

• Selling – for invoices issued to customers.
• Buying – for invoices received from vendors.

This determines how the invoice behaves in financial and operational flows.

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4. Enable Numbering (Optional but Recommended)

Check the Numbering box if you want this invoice type to use a defined number range.

If this is not selected:

• Numbers need to be entered manually.
• Automatic sequencing will not apply.

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5. Configure Credit Documents (If Relevant)

Check the Credit checkbox when creating an invoice type intended for credit notes.

Typical examples:

• Selling Credit Note
• Buying Credit Note

This ensures the system treats documents created under this type as credits rather than standard invoices.

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6. Select Numbering Method

Choose how invoice numbers will be assigned:

Automatic

• Numbers are generated by the system.
• Uses the selected number range.
• Ensures sequential consistency.

Manual

• Users enter the invoice number themselves.
• Useful when matching external numbering systems.

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7. Assign the Number Range

Select the relevant number range from the list.

This controls:

• The format of the invoice number.
• The sequence progression.
• Separation between different document types.

Example approach:

• One range for Selling Invoices.
• Separate ranges for Credits.

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8. Set Printout Names

In the Printouts field, add the relevant printout templates associated with this invoice type.

This determines:

• Which document layout is used when printing.
• How the invoice will appear when sent to customers or vendors.

You can assign one or multiple printout names depending on your setup.

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Recommended Structure

A common and clear configuration includes:

• Selling Invoice
  • Operation: Selling
  • Automatic numbering
  • Dedicated selling number range
• Buying Invoice
  • Operation: Buying
  • No numbering (invoice number will be provided by the supplier)
  • Separate buying number range
• Selling Credit
  • Operation: Selling
  • Credit checkbox enabled
  • Separate credit number range

This keeps documents clearly separated and easy to track.