When you need an ERP system to write invoices.
10 Nov

When you need an ERP system to write invoices

Writing invoices is a tiresome topic. Basically, we like to write them just as much as we like to receive them: not at all. Nevertheless, every order for a company also means an invoice. So that you don't type the wrong data into Excel or Word at the beginning, here's a Checklistwhich must be stated in the invoice (pursuant to § 14 para. 4 in conjunction with § 14a para. 5 UStG):

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  • Full name and address of the trader and the recipient of the services
  • Tax number or VAT identification number
  • Date of issue of the invoice
  • Consecutive invoice number
  • Customary designation and quantity of the delivered items or the type and scope of other performance
  • Time of delivery or service
  • Invoice amounts, broken down by tax rates and exemptions, and the amount of tax due on them
  • Discounts agreed in advance, e.g. bonuses, rebates or cash discounts
  • Applicable tax rate (19% or 7%) or, in the case of a tax exemption, the corresponding note
  • Reference to the tax liability of the recipient of the service (this means that in the event of a reversal of the liability, a reference to this is required, since 30 June 2013 even with the prescribed wording 'tax liability of the recipient of the service').

Manual accounting and its risks

Furthermore, it should be noted that an invoice must never be cancelled. Instead, cancellations must be issued. In addition, invoice numbers must only be issued once. In addition, invoices must be kept for 10 years. A regular backup copy is necessary here.

The manual effort involves a high risk of error. In the beginning, it may still be possible to get an overview through targeted bookkeeping. However, all data must also be transferred correctly for this.

The company is growing, the bills with

However, as the company's success grows, the expenses for invoice management become too great. Not only the creation, but also the open items and the dunning process are part of the daily work. Since there is no template and no clear filing system, often only the processing staff can find their way around the invoice files. Before important invoices get lost in the maze of folders with Excel and Word chaos, you should look for another solution.

Write invoices with ERP software

We know the answer: a software solution. In addition to an overview, valid data and automated processes, you can also save a lot of time, effort and quite a few errors.

Here are the 9 biggest advantages of ERP software for the accounting of your company:

  1. Automatic adjustment of the legal requirements for invoicing and accounting
  2. Always the Overview: efficient search functions according to customers and time periods
  3. Transparency and control of finances and capacities ? promotes growth and liquidity
  4. Error-free Inputs through control functions
  5. Direct transfer of invoices into the accounting
  6. Clear presentation of the open items
  7. Reading in the account statements and reconciliation with the open items
  8. Automated dunning
  9.  Evaluations quick and easy

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