Invoice and accounting impact

The restaurant LAVILLA, a professional customer, expresses interest in the products offered by MASOCIETE.

It places an order for 100 chairs at a unit price of €27, intended for furnishing its new premises.

Following this order, MASOCIETE issues an invoice in the name of the LAVILLA restaurant, which is then recorded in the accounts, automatically generating the corresponding accounting entries.

Before the invoice is issued, the following steps are carried out:

customer management and creation of their auxiliary account
creation of the customer order

Next come:

the invoicing
the invoice posting
and finally checking the customer account

Customer management and their auxiliary account

Before performing any operation, verify that the customer exists in Simax.

If this is not the case, create them:

CRM > Customer > Customers, [[New]], then select Professional customer.

Customer type: When a customer transitions from prospect to customer status, an auxiliary account is automatically assigned to them, unless this has been done manually beforehand.

A prospect becomes a customer when they place their first order.

Siret number: mandatory for invoicing.

Addresses: it is necessary to provide an address, as Simax uses it to determine the country, tax zone, and tax category to apply to the customer.

Deposit accounts: required for posting invoices and settling deposits, a process that will be detailed in the following chapters.

Tax zone: determined automatically based on the country indicated in the customer's address.

Tax nature: determined automatically based on the customer's tax zone.

Shipping VAT costs: VAT rate applied if shipping costs are added to the customer's order or invoice.

Auxiliary account: used for accounting for customer invoices. An account is automatically assigned when a prospect becomes a customer (after the first order). Otherwise, it is possible to assign one directly from this field.

Creation of the order

The order is for 100 chairs at a unit price of 27 euros.

To create the order: Sales > Order > Create order, then click on [[Save]].

For now, leave the sales order deposit at 0%; customer deposit processing will be covered in the following chapters.

Order invoicing

Once the order has been placed, it is important to generate an invoice. The delivery process is omitted here and will be covered in the chapters on sales management.

To create the invoice: Sales > Order > Orders, select the order, then click [[Invoice]].

The created invoice automatically includes the order lines, with no additional data entry required.

Invoice posting

After the invoice has been created, you will post it to accounting. To do this, go to Accounting > Entry management > Transfer Management → Accounting, then check |Sales|.

If, in some cases, the transfer to accounting is blocked, you can ask your Supervisor to unlock it via: Accounting > Tools > Unlock transfer to accounting.

Entries are grouped by document number.

By default, entries generated from invoices are recorded in the sales journal. However, for B2C operations (sales to individuals), it is possible to assign them to a separate journal.

To do this, simply adjust the accounting settings via: Settings > Plug-ins and options, [[Accounting]], [Default Accounts], [Fiscal Year], then select the desired B2C sales journal.

Invoice entries are automatically matched with settlement entries after payment.

This mechanism also applies in the case of a 100% deposit on an order: the final invoice is then automatically matched with the deposit payment entry.