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Company Invoice - Overview

Updated

Introduction

In Perfect Gym, the Company Invoices module is the central hub for managing your billing operations. This feature supports the entire lifecycle of a corporate document, from generating new invoices and managing existing ones to creating corrections (credit notes) and recording payments. It ensures that your finance team can accurately track revenue and settle accounts with corporate clients.

  • In this article, you will learn how to access the company invoice module, generate new company invoices, manage existing documents, issue corrections, and handle payment records.

  • This article will be helpful for PG Champions, System Administrators, Receptionists, and Accountants.

Before you start 

To access the company invoice and use the features involved with the corporate module, you will need to have access to the following system permissions.

  • Users
    • Payment methods
      • Corporate customer
    • Edit
      • Edit corporation clients basic data
      • Edit user company
  • System administration
    • Corporate customers
      • Corporate offer
        • View
        • Edit
        • Add
        • Delete
      • View
      • Edit
      • Add
      • Delete
      • Add corporate client
    • 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
      • Edit invoice series
      • SystemManInvoicesCompanyInvoiceMarkAsPaid

Feature Description

To access the company invoice module, go to PGM->Finances->Company Invoices.

This will open up the company invoice screen, this will display all the recently created company invoices.

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.

  • Mark As Paid: Marks selected invoices as fully paid. If "EnableMarkAsPaidWithDate" is active, this may open a modal to select a specific date.

  • Reverse Company Invoice: Creates a correction (credit note) for the selected invoice.

  • More Records: Loads additional rows into the grid.

  • Export to XLS: Downloads the current grid view as an Excel spreadsheet.

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

 

Filters

  • Number: A text field to search for a specific invoice number.

  • Buyer: A text field to filter by the name of the purchasing company or individual.

  • Date of Issue (From / To): Date pickers to define a range for when the invoices were created.

  • Club: A dropdown to filter invoices by the specific club location.

  • Receipt: A text field to search for invoices linked to a specific receipt number.

  • Employee: A dropdown to filter invoices created by a specific staff member.

  • Employer Identification Number (NIP): A text field to search by the buyer's tax identification number.

  • Shipping Type: A dropdown to filter by the method of delivery (e.g., 'EmailShipping', 'PostalShipping'). This is only visible if sending invoices is allowed.

  • Amount to Settle: A numeric field to filter for invoices with a remaining balance greater than or equal to the entered value.

  • Only not sent: A checkbox to filter the list to show only invoices that have not yet been marked as sent.

Grid 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 Be Settle: Displays the remaining balance left to pay.

  • Delay: Shows the number of days the payment is overdue.

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

  • Shipping Type: Displays the selected shipping method (e.g., electronic).

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

 

Screen: Invoice Details / Edit

Header

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

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

  • 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. Data is stored in PGM->Sale->Companies.

  • 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

Creating or Editing an Invoice

  1. Navigate to the System Management module and select Invoices.

  2. Click Add to create a new invoice or click the Edit icon (pencil) next to an existing invoice in the list.

  3. Buyer and Recipient Selection:

    • In the Buyer section, use the search box to find and select the purchasing company.

    • The system will automatically populate the address, NIP, and details.

    • If the buyer does not exist, click Add new to create a company record immediately.

    • If the recipient differs from the buyer, use the Receiver dropdown to select the goods recipient.

  4. Dates and Location:

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

    • Ensure the Location field (Place of Issue) is correct; it usually defaults to the Club's city.

  5. Adding Invoice Items:

    • Click Add position from transaction to pull items from a user's contract or POS transactions.

    • Enter the Name, Quantity, and Price (select either Net or Gross radio button).

    • Select the correct VAT Rate.

    • If GTU codes are enabled, select the appropriate GTU code.

    • Click Save to add the line to the grid.

  6. Grouping Items (Optional):

    • Select multiple rows in the invoice items grid.

    • Click Group selected to merge them into a single line item. This is only possible if the items share the same VAT rate.

  7. Settlement and Payment:

    • Scroll to the Payments section.

    • Enter amounts in Cash, Card, or Transfer fields to record immediate payment.

    • The To Pay field will update automatically. It must equal 0.00 or a positive amount; negative amounts are not allowed.

    • Select a Payment Type (e.g., Transfer) for any remaining unpaid balance.

  8. Click Save to finalize the document.

Managing the Invoice List

  1. Navigate to the Company Invoice List.

  2. Filtering:

    • Use the filters at the top to search by Number, Buyer, NIP, or Date Range.

    • Click Search to refresh the grid.

  3. Marking as Paid:

    • Select one or more unpaid invoices using the checkboxes.

    • Click the Mark as Paid button.

    • If enabled, use the Mark as Paid with Date icon in the row to specify a custom payment date.

  4. Printing/Exporting:

    • Click the PDF icons (Original, Copy, Duplicate) in the grid to download the file.

    • Use the Export to XLS button to download the list view for reporting.

  5. Creating Corrections:

    • To issue a refund or correction, locate the invoice and click the Reverse Company Invoice (Correction) icon.

    • Follow the prompts to confirm the correction details.

Hints

  • Permissions: Your ability to see or use buttons like Add , Edit , Delete , Create credit note , Group/Ungroup , and Mark as paid 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.

  • 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:

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

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

  • 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: The Add postion from receipt button is disabled until you have successfully selected a Buyer.

  • "Add Position" cannot be used with Australian Accounting Module.

  • Tax ID Validation: If the IsTaxIdentificationNumberRequired setting is on, you cannot save a company invoice or credit note without a Tax identification number for the buyer.

Troubleshooting

  • Error: "Invoice exported to Subiekt"

    • Symptom: You attempt to edit an invoice, but a warning appears stating the invoice was exported to Subiekt.

    • Cause: The system locks editing for invoices that have already been synchronized with the external accounting software to prevent data mismatches.

    • Solution: You must cancel the save operation in the internal system. To proceed, the invoice must first be removed or unlocked in the Subiekt system by an administrator.

  • Error: Negative "To Pay" Amount

    • Symptom: A red error message appears near the payment totals, or you cannot save the document.

    • Cause: The sum of the entered payments (Cash, Card, and Transfer) exceeds the Total Gross Value of the invoice. The To Pay field (remaining balance) has calculated to a negative number.

    • Solution: Adjust the values in the Cash, Card, or Transfer fields so that their sum is equal to or less than the invoice total.

  • Issue: Cannot Mark Invoice as Paid

    • Symptom: You clicked Mark as Paid, but the system notifies you that "Found selected invoice correction(s)".

    • Cause: You have included an invoice correction (credit note) in your selection. The bulk "Mark as Paid" function only supports standard company invoices, not corrections.

    • Solution: Deselect any invoice corrections (indicated by a specific icon or negative value) and try the action again.

  • Error: "Receipt Gross Amount" or "NIP Mismatch"

    • Symptom: When adding items from a receipt, the validation fails.

    • Cause: The selected receipt violates invoicing rules (specifically for Polish regions):

      • The receipt amount exceeds 450 PLN but lacks a Tax ID (NIP).

      • The NIP on the receipt does not match the NIP of the selected Buyer on the invoice.

    • Solution: Ensure the receipt meets regulatory requirements. If the receipt is over 450 PLN, it must strictly have the buyer's NIP printed on it to be converted into an invoice.

  • Issue: "Shipping Type" or "Is Sent" Columns Missing

    • Symptom: You cannot see the shipping status or the "Send" button in the Company Invoice List.

    • Cause: The system setting UserDetails.AllowSendingInvoices is disabled in the backend configuration.

    • Solution: Contact a System Administrator to enable this setting if email distribution is required.

  • Error: Duplicate Company or NIP

    • Symptom: When editing or adding a buyer, an error states "There already exists company with given name" or "given tax id".

    • Cause: The system enforces unique company names and NIPs to prevent duplicate records.

    • Solution: Use the Buyer Search field to find the existing company record instead of creating a new one. If you must modify the existing record, locate it in the directory first.

  • Issue: Edit Button is Missing or Disabled

    • Symptom: You cannot click the edit (pencil) icon for a specific invoice.

    • Cause: You may lack the SystemManager.Invoices.EditNoTimeLimit permission, and the allowed editing window (defined by SystemMan.Invoices.AllowEditInInDays) has passed.

    • Solution: Request the "Edit No Time Limit" permission or ask an administrator with higher privileges to make the change.

Use Case Examples

  1. Goal: Find and view a specific company invoice.

    • Steps: Navigate to the Company Invoices List. In the Number filter, type the invoice number and click Search. Click the Print (Original) icon in the invoice's row to view the PDF.

  2. Goal: Edit an invoice to add a manual service fee.

    • Steps: Find the invoice in the Company Invoices List and click the Edit icon. On the Invoice Details page, click Add position. In the modal, (assuming AddPredefinedProducts is off) manually type "Service Fee" in the Name, "1" in Quantity, and "50.00" in Net Price. Select the Vat Rate and click Save. Finally, click Save on the main page.

  3. Goal: Create credit notes for multiple invoices at once.

    • Steps: In the Company Invoices List, check the box for each invoice you need to correct. Click the Create credit note button in the header. If no errors occur, the page will refresh, and the new credit notes will appear in the list.

  4. Goal: Mark an invoice as paid today.

    • Steps: Find the invoice in the Company Invoices List. Check the box next to it and click the Mark as paid button. In the modal that appears, confirm the Payment date is today, and click Mark as paid.

  5. Goal: Create a new invoice for a brand new company.

    • Steps: From the Company Invoices List, click Add. On the Invoice Details page, in the Buyer section, click Add new. Fill in the company's Name, Tax identification number, Street, Postal Code, and City. Click Add. The new buyer is now selected. Proceed to add items and Save the invoice.

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