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Invoices - Overview

Updated

Introduction

In Perfect Gym, once an invoice has been generated, you have full control to manage it throughout its lifecycle. This includes editing the content, correcting errors, issuing credit notes, printing specific document types (like duplicates or copies), or deleting the document entirely if necessary. This feature supports your financial processes by ensuring accurate billing and professional documentation for your club members and partners.

Please note that for clients in Poland subject to the National e-Invoicing System (KSeF), editing or deleting invoices is not available due to regulatory requirements.

  • From this article, you will learn how to manage Invoices by editing, issuing, correcting, printing or deleting. 
  • This article will be helpful to PG Champion, Administrator, Club Manager, Finance and Accounting and Club Owner. 

Before You Start

  • You must have the Invoice permissions for Invoices assigned to your user role to access this module. Selected permissions will control individual functions.

    • Invoices

      • View

      • Edit

      • Edit Dates

      • Edit Invoice Elements

      • Edit Buyer Details

      • Group Elements

      • Ungroup Elements

      • Edit (No time limit)

      • Remove Element

      • Add Element

      • Adding invoice item from persisted transaction

      • Add

      • Delete

      • Advanced deleting invoices

      • Adding settlements

      • SystemManInvoicesEditNumber

      • Edit invoice series

      • Marking company invoice as paid

      • Create credit note

      • Create credit note - corporate

  • If you intend to edit dates or settlement amounts, specific sub-permissions are required.

  • If you would like to learn more on Invoice manual generation, go to this article.

  • Verify that the Club and Employee data associated with the invoice are active in the system.

Important: Invoices that have already been exported to external accounting systems (e.g., Subiekt) cannot be edited. You must cancel the export or remove the invoice in the external system first.

Feature Description

The following settings and fields are utilized throughout the Invoice Management screens.

Action Buttons

  • Add: Initiates the creation of a new invoice.

  • Refresh: Reloads the grid data.

  • Send: Triggers the process to send selected invoices to customers.

  • Archive: Initiates a backup or archive process for selected invoices.

  • Create Credit Note: Creates a correction (credit note) for the selected invoice.

  • More Records: Loads additional rows into the grid.

 

Search Filters (Invoice List)

  • Number: Used to search for a specific invoice by its unique document number.

  • Date of Issue (From/To): Allows you to filter the list for invoices generated within a specific date range.

  • Club: Filters the list to show documents associated with a specific location/club.

  • Receipt: Used to find an invoice generated based on a specific POS receipt number.

  • Buyer: Allows searching by the name of the purchasing company or individual.

  • Employee: Filters results by the staff member who created the invoice.

  • Employer Identification Number (NIP): Used to search for invoices issued to a company with a specific Tax ID.

  • Shipping Type: Filters based on the method of delivery (e.g., Electronic, Mail).

  • Only not sent: A checkbox to filter for invoices that have not yet been marked as sent to the customer.

 

Columns

  • Club Name: Displays the name of the club where the invoice was issued.

  • Invoice Number: Displays the unique document number.

  • Buyer Name: Displays the name of the entity purchasing the goods or services.

  • Invoice Date: Displays the date the document was formally issued.

  • Net Value: Displays the total net value of the invoice.

  • Gross Value: Displays the total gross value (including tax).

  • Amount To Settle: Displays the remaining balance left to pay.

  • Print Time: Shows the timestamp of when the invoice was last printed.

  • Shipping type: Displays the selected shipping method (e.g., 'EmailShipping').

  • Is Sent: A checkbox indicator showing if the invoice has been dispatched.

  • PDF Icons (O/K/D): Quick links to download the Original (O), Copy (K), or Duplicate (D) PDF versions of the invoice.

 

Header

  • Print Buttons: Links to generate Original, Duplicate, Copy, or Statement PDFs.

  • Invoice Number: Displays the current number; may be editable depending on permissions.

  • Seller Information: Read-only labels displaying the Seller Name, Address, and NIP.

  • Invoice Date: The formal date of document issuance.

  • Sell Date: The date the transaction or service actually occurred.

  • Payment Deadline: The date by which payment is expected.

  • Place of Issue (Location): A text field for the city where the invoice is issued.

  • Club: A dropdown to re-assign the invoice to a different club location.

  • Series: A dropdown to select the document numbering series.

  • Shipping Type: A dropdown to define how the document is delivered to the buyer.

 

Buyer & Recipient Section

  • Buyer Search: A dropdown/search box to find an existing company in the database.

  • Edit: A button to modify the selected buyer's details.

  • Add New: A button to create a new company record from scratch.

  • Buyer Details: Read-only labels for Name, Address, NIP, Regon, and Personal ID.

  • Recipient Search: A dropdown to select a different goods recipient if different from the buyer.

  • Sending Address Panel: Displays the physical or email address where the invoice will be sent.

Invoice Items Grid

  • Edit Icon: Opens the item details for modification.

  • Name: The description of the product or service.

  • Item Number: The sequential order of the item.

  • GTU: Displays the Goods and Services Tax Group code if enabled.

  • Quantity: The number of units sold.

  • Value Netto: The total net price (Price Net × Quantity).

  • Value Vat: The total tax amount.

  • Tax: A column displaying tax details if enabled.

  • Value Brutto: The total gross price.

  • Vat Rate: The applicable tax percentage.

  • Accounting Code: A text field for the item's ledger code (visible if Subiekt export is enabled).

  • Details Icon: Shows breakdown of settlements if the item was created from multiple transactions.

  • Delete Icon: Removes the line item from the invoice.

Add Items Section

  • Add Position: Opens a modal to manually enter item Name, Quantity, Net/Gross Price, VAT Rate, GTU, and Accounting Code.

  • Add Position from Transaction: Opens a modal to search and select from a user's transaction history.

  • Add Position from Receipt: Opens a modal to search for a specific POS receipt by Club, Date, and Printer Serial Number.

  • Group Selected: Merges selected grid rows into a single line item.

  • Ungroup Selected: Splits a grouped line item back into its original components.

 

Payments & Summary

  • Cash: Input field to record the amount paid in cash.

  • Card: Input field to record the amount paid by credit card.

  • Transfer: Input field to record the amount paid via bank transfer.

  • Total: Read-only field summing the Cash, Card, and Transfer inputs.

  • To Pay: Read-only field showing the remaining balance (Total Invoice Value - Total Paid).

  • Payment Type: A dropdown to select the default payment method for any remaining "To Pay" balance (e.g., Transfer, Compensation).

  • Subtotals: A breakdown grid showing Netto, VAT, and Brutto values grouped by VAT Rate.

  • Total Brutto (Words): The total invoice amount written out in text.

Footer

  • Employee: A dropdown to select the authorized employee associated with the invoice.

  • Comments: A text area for internal notes or customer messages.

  • Related Receipts: Displays linked receipt numbers if applicable.

  • Save: Commits changes to the system.

  • Cancel: Discards changes and returns to the list.

 

Configuration instructions

Searching for Invoices

  1. Navigate to the Invoices section in the System Manager.

  2. Use the filter fields at the top of the page (e.g., Date of Issue, Club, Number) to narrow down your results.

  3. Click the Search button. ``

  4. The grid will update to display invoices matching your criteria.

Creating a New Invoice

  1. On the Invoice List page, click the Add button in the top right corner.

  2. In the Club dropdown, select the location issuing the invoice. Seller details will populate automatically.

  3. Verify or modify the Invoice Date, Sell Date, and Payment Deadline.

  4. In the Buyer section, start typing in the Company dropdown to search for an existing customer.

    • If the buyer does not exist, click Add New to open a modal window where you can enter the Company Name, NIP, Address, and other details.

  5. Adding Items:

    • Click Add Item to manually input a service or product name, quantity, and price (Net or Gross).

    • Click Add Item from Transaction to search for and link specific user transactions (e.g., membership fees) to this invoice.

    • Click Add Item from Receipt to locate a specific POS receipt. You must select the Club, Date, and POS Station to find the receipt.

  6. Payments:

    • Enter amounts in the Cash, Card, or Transfer fields if partial or full payment has been received.

    • The To Pay field will automatically calculate the remaining balance.

    • Ensure the Total value matches the sum of payments and remaining balance.

  7. Click the Save button to finalize the document.

Printing and Sending

  1. Locate the invoice in the grid or open the Invoice Details view.

  2. Use the PDF icons to generate the specific document type:

    • Original (O): Generates the original invoice for the customer.

    • Copy (K): Generates a copy for internal records.

    • Duplicate (D): Generates a duplicate if the original was lost.

    • Statement (S): Generates a statement of account (if configured).

  3. To email invoices, select the checkboxes next to the desired invoices in the grid and click the Send button.

Issuing a Correction (Reverse Invoice)

  1. Locate the invoice you need to correct in the list.

  2. Click the Reverse Invoice (Correction) icon in the grid row or the Reverse Invoice button inside the invoice details.

  3. The system will open a new invoice form pre-filled with negative values referencing the original document.

  4. Review the Before Correction and After Correction sections.

  5. Click Save to issue the credit note.

Hints

  • Permissions: Your ability to see or use buttons like Add, Edit, Delete, Create credit note, Group/Ungroup, and Add from Transaction depends on specific permissions assigned to your role.

  • Editing Limits: Invoices can only be edited for a limited time (e.g., 1 day) after creation, as defined by the SystemMan.Invoices.AllowEditInInDays setting. Users with the Edit (No time limit) permission can bypass this.

  • Locked Invoices: You cannot edit an invoice that has already been corrected by a credit note.

  • Exported Invoice Warning: If Invoice.IsSubiektExportEnabled is on and you try to save an exported invoice, a warning (RadToolTipInvoiceExported) will appear, forcing you to confirm the change.

  • Payment Validation: The system will not let you save an invoice if the total payments entered (Cash + Card + Transfer) are greater than the To pay amount (i.e., if Remaining is negative).

  • Add from Receipt Validation (Poland): When adding from a receipt in the Polish region, the system validates:

    1. The receipt's Tax identification number (NIP) must match the buyer's NIP.

    2. The receipt's total gross amount must not exceed 450.00 PLN.

  • Error Handling: If you attempt to add a company with a NIP that already exists in the database, a validation error will appear preventing duplicates.

  • Add from Receipt Validation (Date): The receipt's date must be within the allowed month scope (e.g., 0 months back) from the invoice's sell date, as set by Invoice.ReceiptMonthsBackScope.

  • "Add Position" Button Validation: This button (btnAddElementFromReceipt) is disabled until you have successfully selected a Buyer.

  • Grouping Lines: You can select multiple transaction lines in the invoice grid and click Group Selected to merge them into a single line item on the printed document. Conversely, you can use Ungroup Selected to separate them.

  • Mind that if you delete an Invoice, the number of the next Invoice issued will follow and count the deleted one. I.e. if you have deleted Invoice no. 6, the next Invoice issued would be no. 7.  If you would like to change the Invoice numbers, contact the Perfect Gym Support Team via Get Support and open a new case. Mind, an extra fee could be charged for this service. 

  • If you would like to change the Invoice template, i.e. add new logo to the template, contact the Perfect Gym Support Team and open a new case. Mind, an extra fee could be charged for this service. 

Troubleshooting

  • Issue: Unable to Save Invoice (Payment Mismatch)

    • Symptom: The system prevents saving, and a red error indicates an issue with the payment amounts.

    • Cause: The sum of the entered payments (Cash, Card, Transfer) exceeds the total gross value of the invoice, resulting in a negative "To Pay" balance.

    • Solution: Adjust the values in the Cash, Card, or Transfer fields so that the To Pay field is zero or positive.

  • Issue: Error "City not found" when adding a Buyer

    • Symptom: A warning appears stating "City not found" when trying to save a new company or buyer.

    • Cause: The city name entered in the address field does not currently exist in the system's database.

    • Solution: Click the Approve and continue button to confirm the spelling and add this city to the database as a new entry.

  • Issue: Error "There already exists company with given name/tax id"

    • Symptom: You cannot save a new buyer profile due to a duplication error.

    • Cause: A company with the same Name or NIP (Tax ID) already exists in the system.

    • Solution: Do not create a new entry. Instead, use the Company search dropdown to find and select the existing record.

  • Issue: Unable to Edit an Invoice

    • Symptom: The edit options are disabled, or a warning states the invoice is exported.

    • Cause: The invoice has already been exported to an external accounting system (e.g., Subiekt), or the allowed time window for editing has passed.

    • Solution: If exported, you must cancel the export or remove the invoice from the external system before editing. If the time limit has passed, you may need additional permissions (EditNoTimeLimit).

  • Issue: Error "Too many invoices selected"

    • Symptom: You receive an error when attempting to archive or print multiple invoices.

    • Cause: You have selected more records than the system limit allows for a single operation.

    • Solution: Use the Filter fields (e.g., by Date or Club) to reduce the number of visible records, then try the operation again.

  • Issue: Cannot Convert Receipt to Invoice

    • Symptom: The system rejects adding items from a specific receipt.

    • Cause: This often triggers due to fiscal regulations (e.g., in Poland). A receipt exceeding 450 PLN cannot be converted to an invoice unless the original receipt contains a valid NIP.

    • Solution: Ensure the source receipt has a valid NIP if the gross amount exceeds the statutory limit. If the receipt date is too old (outside the allowable month scope), the system will also prevent conversion.

  • Issue: Contract transaction update does not reflect on invoice

    • Symptom: The invoice does not update when a contract transaction is rolled back or deleted

    • Cause: The invoice captures only the transactions valid at the time of generation.

    • Solution: Update the invoice transaction when the contract or transaction changes by deleting the original and adding the new transaction, or by creating a new invoice.

Use Case Examples

Example 1: Issuing a Monthly Membership Invoice

  • Goal: Create an invoice for a member's monthly fee based on a system transaction.

  • Settings: Select the correct Club. Set the Payment Type to "Transfer".

  • Steps: Click Add Item from Transaction. Search for the user by name. Select the specific membership renewal transaction from the list. Click Insert. Save the invoice.

Example 2: Converting a POS Receipt to an Invoice

  • Goal: A customer purchased water and a towel at the desk and now wants a B2B invoice.

  • Settings: Ensure the Buyer company details are filled in, specifically the NIP.

  • Steps: Click Add Item from Receipt. Select the Club and Date of the purchase. Choose the POS Station (printer). Enter the Receipt Number. The system imports the items. Save the invoice.

Example 3: Correcting a Billing Error

  • Goal: Issue a full refund/correction for an invoice that was issued with the wrong amount.

  • Settings: Navigate to the original invoice.

  • Steps: Click the Reverse Invoice button. The system generates a credit note with negative values matching the original. Verify the "After Correction" totals are zero (or reflect the intended adjustment). Click Save.

Example 4: Sending Unpaid Invoices to Clients

  • Goal: Email invoices to all clients who have not yet received them.

  • Settings: On the Invoice List, check the Only not sent filter box and click Search.

  • Steps: Check the Select all invoices checkbox at the top of the grid. Click the Send button. Confirm the action.

Example 5: Printing a Duplicate for a Lost Invoice

  • Goal: A client lost their physical invoice and requests a new copy.

  • Settings: Search for the invoice by Number or Buyer name.

  • Steps: Locate the specific row in the grid. Click the PDF icon labeled with a D (Duplicate). Print the downloaded PDF.

 

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