To create a summary invoice, do the following:

1. First, create invoices normally from their respective matters.
2. Next, go to the Financial Management > Summary Invoices folder.
3. Select New.
   
4. Add the basic information (at least payer, payer address, entry, and due dates).
5. Save the summary invoice by selecting the small arrow below the Save and Close button.
6. The system will automatically open a list of all invoices for the customer with a status open or sent.
7. Select invoices that you want to include and click OK.
   • If you select Cancel at this point, a summary invoice will be generated, but it will not contain any invoices (the amount is € 0.00).
8. You can now preview or print the summary invoice or send it as an e-invoice.

You can add more invoices to the summary invoice later by clicking the Add Invoices button on the ribbon. To delete invoices from a summary invoice, select one or several invoices in the Invoices folder, then Delete on the ribbon, after which the system asks if you are sure you want to delete the invoices from the summary invoice. An invoice can only be selected for one summary invoice at a time. If you want to select it for another summary invoice, delete it first from the first summary invoice.

Once the necessary invoices have been added to the summary invoice, you can preview, print, or send it to the customer as an email attachment or an e-invoice. A similar front page is printed on the summary invoice as for a normal invoice, but the specification page has its own breakdown of transactions and expenses for each normal invoice in the summary invoice. Each normal invoice’s invoicing period, invoice number, your reference (set on the normal invoice), matter number and name are printed on the specification of the summary invoice.

Printing summary invoices as an email attachment and PDF

The summary invoice can be printed directly as a PDF or as an email attachment. Also, a demand for payment for a summary invoice can be sent as an email attachment.

Email templates can thus be created for the Summary invoice type and a default email template for summary invoices can be added in the settings (Settings > Templates > Invoice Templates) by defining the email template for Summary invoice type for the Invoice Master Page. When a summary invoice is sent by email, the software only offers email templates for the summary invoice type.

When the summary invoice status is Open and it is printed as a PDF or using the Directly to Printer option, the summary invoice’s status will be changed to Sent. When the summary invoice has either status Open and it is printed as an email attachment, the summary invoice’s status will be changed to “sent”.

A summary invoice can also be printed with original sums without any payments or credits adjusted to it. The “Print with Original Sum” button on the summary invoice ribbon offers the printing options “Preview”, “PDF”, “Directly to Printer” and “Send via Email”.

However, when printing summary invoices with original sums, the invoice specification parameters can be set to differ from the original invoice. Only the date fields in the Invoice Printing Parameters window are locked. By default, the software displays as the summary invoice’s due date the current date instead of its original due date. It can be changed, but it won’t affect the normal invoices on the summary invoice having their original due dates.

Sending summary invoices as e-invoices

A summary invoice can be sent to Maventa as an e-invoice that does not comply with the EU standard, or an XML format invoice material can be created of it.

In both cases the invoices on a summary invoice are grouped by the VAT base and the following details displayed: payable net, payable VAT and VAT percent.  The invoice row text displayed is "Invoice nr xxxx - {VAT base text, e.g., "VAT 24 %", "Tax-free"}". The date displayed is the invoice date.  

(The feature is available when sending Finvoice 3.0 formatted summary invoices as e-invoices and when manually creating Finvoice 3.0 and TEAPPSXML 3.0 formatted summary invoice materials.) 

You can create invoice material from the summary invoice by selecting the “Create Invoice Material” function on the ribbon. The software thus creates the invoicing material from the whole summary invoice. If the invoice material is created in the Invoices folder of an individual summary invoice, the software creates a separate invoice material file of each invoice.

Choose invoicing as material usage and select where the invoice material should be saved. If the summary invoice has already been sent, e.g., by email attachment or e-invoice, you need to check the “Include transferred” box to be able to create the material.

When the invoice material is created, the summary invoice status changes to “sent” and is saved with its sending date and the sender, and the invoice printout is saved in the Notes tab of the summary invoice as a PDF and the invoice material as an XML file.

When a summary invoice is sent as an e-invoice to Maventa the summary invoices status will be changed to “sent” and the PDF and XML invoice will be saved to the summary invoices notes.

When a summary invoice is printed or sent as an email attachment or e-invoice, the status of the invoices on it changes accordingly. Invoice notes store information about the summary invoice on which it was printed or sent.