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Delivery Orders

A delivery order (DO) is a commercial document used to record the physical delivery of goods or products to a customer. It confirms that the products have been shipped and delivered to the customer according to their order. Delivery orders are frequently used in sales and shipping processes for several reasons: Confirming delivery, Stock tracking, Proof of receipt, Billing basis, Returns management, and also Logistics planning.

The Delivery Orders Overview page allows you to access your delivery orders, mass delete, invoice, and validate your delivery orders. You can mass import or create a new delivery order as well.

How to

1. Go to Sales › Delivery notes then click New delivery note (or generate it from an invoice).
2. Pick the client and add the delivered items with their quantities.
3. Select the source warehouse if stock management is enabled.
4. Validate: stock is decremented, then email the note or download the PDF.

To add a document, make sure to enter the correct date and number, provide at least one item (element). You can add items from your stock or add new ones that don't exist. You can also add a note and an object to your document. You also have the option to choose whether your items are Tax-Excluded (Hors Taxes) or Tax-Included (TTC) to have tax calculated on top or deducted from the document. You can choose the language of your document and add a watermark. On the same page, you can choose what to show and what to hide in your PDF, such as delivery address, item photos, or even item prices (not applicable to Sales or Supplier Invoices). You can also attach attachments to a document. A saved document can be Duplicated, Downloaded, Sent, and Deleted. You can also generate other documents in the same category (Delivery Order to Invoice, Receipt to Purchase Order, etc.)

Importation

This feature allows you to mass import delivery orders. You can download the example file at the top right of the page and follow the same example to fill an XLS, CSV, TSV, or XLSX file with your customers. Choose the delimiter of your file if you're using a CSV and the encoding used, then upload your file.

Once your file is uploaded, link the columns in your file with the fields in the customer addition form. For example, if your file has a column named Client, you should choose it on the Mapping form as Customer.

Please ensure your entries adhere to the displayed rules to process them. If a delivery order line doesn't adhere, it will be ignored, and the import will continue from the next line.

Exit Vouchers

An exit voucher is a document used to record the exit of items, goods, or equipment from a specific location, such as a warehouse, store, or production site. It serves several important purposes in stock and logistics operations: Stock control, Movement management, Error reduction, Reporting, and analysis.

The Exit Vouchers Overview page allows you to access your exit vouchers, mass delete, invoice, and validate your exit vouchers. You can mass import or create a new exit voucher as well.

How to

1. Go to Sales › Exit vouchers then click New exit voucher.
2. Pick the client and the items going out with their quantities.
3. Select the relevant warehouse.
4. Validate to record the stock exit.

To add a document, make sure to enter the correct date and number, provide at least one item (element). You can add items from your stock or add new ones that don't exist. You can also add a note and an object to your document. You also have the option to choose whether your items are Tax-Excluded (Hors Taxes) or Tax-Included (TTC) to have tax calculated on top or deducted from the document. You can choose the language of your document and add a watermark. On the same page, you can choose what to show and what to hide in your PDF, such as delivery address, item photos, or even item prices (not applicable to Sales or Supplier Invoices). You can also attach attachments to a document. A saved document can be Duplicated, Downloaded, Sent, and Deleted. You can also generate other documents in the same category (Exit Voucher to Invoice, Receipt to Purchase Order, etc.)

Importation

This feature allows you to mass import exit vouchers. You can download the example file at the top right of the page and follow the same example to fill an XLS, CSV, TSV, or XLSX file with your customers. Choose the delimiter of your file if you're using a CSV and the encoding used, then upload your file.

Once your file is uploaded, link the columns in your file with the fields in the customer addition form. For example, if your file has a column named Client, you should choose it on the Mapping form as Customer.

Please ensure your entries adhere to the displayed rules to process them. If an exit voucher line doesn't adhere, it will be ignored, and the import will continue from the next line.

Estimates

An estimate is a document used to record the output of items, goods, or equipment from a specific location, such as a warehouse, store, or production site. It has several important purposes in inventory management and logistical operations: Inventory control, Movement management, Error reduction, and Reporting and analysis.

The Summary page of estimates allows you to access your estimates, delete, invoice, and validate your estimates in bulk, import in bulk, or create a new estimate.

How to

1. Go to Sales › Estimates then click New estimate.
2. Select the client and add the items, taxes and terms.
3. Save then send the estimate to the client by email.
4. Once accepted, convert it into an invoice in one click from the three dots.

To add a document, make sure to enter the correct date and number, fill in at least one item (element). You can add items from your stock or add new ones that do not exist. You can also provide a note and an object on your document. You also have the option to choose whether your items are Tax Excluded (Hors Taxes) or Tax Included (TTC), to have tax calculated on the document. You can choose the language of your document and also add a watermark. On the same page, you can choose what to show and what to hide in your PDF, such as the delivery address, item photos, or even item prices (not applicable to Sales or Supplier Invoices). You can also attach attachments to a document. A saved document can be Duplicated, Downloaded, Sent, and Deleted. You can also generate other documents in the same category (estimate to invoice, receipt to purchase order, etc.)

Import

This feature allows you to import estimates in bulk. You can download the example file at the top right of the page and follow the same example to fill an XLS, CSV, TSV, or XLSX file with your clients. Choose the delimiter of your file if you are using a CSV and the encoding used, then upload your file.

Once your file is uploaded, link the columns of your file with the fields of the client addition form. For example, if your file has a column titled Client, you must select it in the Mapping form as Client.

Please ensure that your contacts comply with the displayed rules in order to process them. If a line of the estimate does not comply with the rules, it will be ignored, and the import will continue from the next line.

Invoices

A sales invoice is an essential commercial document used when a company sells goods or services to a customer. It serves to formalize the transaction and provide detailed information about the sale.

The Summary page of invoices allows you to access your invoices, delete and validate your invoices in bulk, import in bulk, or create a new invoice. The summary page also allows you to view the total amount of paid invoices, the total amount of overdue invoices, the average time needed to settle an invoice in days, and the amount of invoices one year from today.

To add a document, make sure to enter the correct date and number, fill in at least one item (element). You can add items from your stock or add new ones that do not exist. You can also provide a note and an object on your document. You also have the option to choose whether your items are Tax Excluded (Hors Taxes) or Tax Included (TTC), to have tax calculated on the document. You can choose the language of your document and also add a watermark. On the same page, you can choose what to show and what to hide in your PDF, such as the delivery address, item photos, or even item prices (not applicable to Sales or Supplier Invoices). You can also attach attachments to a document. A saved document can be Duplicated, Downloaded, Sent, and Deleted. You can also generate other documents in the same category (estimate to invoice, receipt to purchase order, etc.)

An invoice can be scheduled to regenerate at each predefined cycle by indicating the desired recurrence, for example, every 2 weeks, or every 3 months, etc. You can record your payments of an invoice directly in it, and you can also view the related accounting entries directly on the invoice.

How to

1. Go to Sales › Invoices then click New invoice.
2. Pick the client (or create one on the fly) and set the date and due date.
3. Add the items or free lines with quantities, prices and taxes.
4. Save as draft or validate, then email it or download the PDF.

Import

This feature allows you to import invoices in bulk. You can download the example file at the top right of the page and follow the same example to fill an XLS, CSV, TSV, or XLSX file with your clients. Choose the delimiter of your file if you are using a CSV and the encoding used, then upload your file.

Once your file is uploaded, link the columns of your file with the fields of the client addition form. For example, if your file has a column titled Client, you must select it in the Mapping form as Client.

Please ensure that your contacts comply with the displayed rules in order to process them. If a line of the invoice does not comply with the rules, it will be ignored, and the import will continue from the next line.

Credit Invoices

A credit invoice, also known as a credit note or credit, is a financial document issued by a company to correct a previously issued invoice. It is used in situations where errors, refunds, or adjustments need to be made to a previous business transaction.

The Summary page of credit invoices allows you to access your credit invoices, delete and validate your credit invoices in bulk, import in bulk, or create a new credit invoice. The summary page also allows you to view the total amount of credited credits, the total available credits, and the evolution of credited invoices for this year compared to the previous year.

How to

1. Go to Sales › Credit notes then New credit note (or from the invoice).
2. Select the original invoice and the lines to credit.
3. Adjust the amounts then validate.
4. The credit note can then be refunded or deducted from a future invoice.

To add a credit, make sure to enter the correct date and number, fill in at least one item (element). The assigned client for a credit is a very important detail for creating a credit invoice, as the available amounts can only be assigned to invoices for this client after a credit is recorded.

Import

This feature allows you to import credit invoices. You can download the example file at the top right of the page and follow the same example to fill an XLS, CSV, TSV, or XLSX file with your clients. Choose the delimiter of your file if you are using a CSV and the encoding used, then upload your file.

Once your file is uploaded, link the columns of your file with the fields of the client addition form. For example, if your file has a column titled Client, you must select it in the Mapping form as Client.

Please ensure that your contacts comply with the displayed rules in order to process them. If a line of the credit invoice does not comply with the rules, it will be ignored, and the import will continue from the next line.

Disbursement Notes

Disbursement Notes are often used by professionals who need to be reimbursed for expenses related to their work. For example, if you sell a web design service and you purchased a domain name on behalf of your client, without reselling it to them (you only made the purchase to bundle it with their service and handle technical aspects they are unfamiliar with), you can add this item as a disbursement note. Fiscally, these are not considered revenue, and taxation differs in this case.

To add a disbursement note, start by entering the date and the source of the payment for this disbursement, specify the client in question, choose the invoice related to the disbursement, enter the relevant items (items are not from your stock; the field is free-form), the disbursement date, quantity, and unit price of the disbursement.

How to

1. Go to Sales › Disbursements then click New disbursement.
2. Enter the expenses advanced on behalf of the client and link them to the client.
3. Validate so they can be re-billed on an invoice.

Received Payments

On the Summary page of payments, you will find a list of your received payments with a breakdown between payments received for disbursement notes and those for sales. Each line also shows the client in question, the payment date, and the amount paid. You can delete and download specific or bulk payment attachments.

To add a payment, start by selecting the client in question. On the payment addition page, only clients with at least one unpaid (partially or fully) invoice or disbursement note are displayed. You can indicate partial or full payments while distributing the overall received amount across the different invoices/disbursement notes of your client. You can choose the payment method related to this payment, specify the reference, and choose whether bank fees apply. You can change the language of the PDF that will be generated after this payment and add your attachments to it.

How to

1. Go to Sales › Payments then New payment (or from an unpaid invoice).
2. Pick the client, the payment method and the amount received.
3. Tick the invoice(s) to settle (can be split across several).
4. Save: the invoice balance is updated automatically.

Reminders

Reminders are divided into two categories: Automated reminders and manual reminders. Manual reminders are used to send a reminder email for an overdue payment directly from Iberis. Automated reminders allow you to automate reminders if a condition is met.

Automated reminders can be organized into multiple tiers: for example a gentle first reminder a few days after the due date, then firmer follow-ups at increasing intervals. Each tier has its own delay, email template and repeat frequency, for a progressive escalation until payment.

To add an automated reminder, click on New Reminder and provide the subject and content of the email that will be sent automatically. Values between two # symbols are variables that will be automatically replaced when sending an email. For example, if a customer named André should receive a reminder, the variable #CONTACT_NAME# will be replaced with André. Available variables include #INVOICE_NUMBER# for the invoice number, #INVOICE_TOTAL# for the total amount of the invoice, #INVOICE_DUE_TOTAL# for the unpaid amount of the invoice, and #INVOICE_DUE_DATE# for the invoice due date. On the right, you can find the sending conditions. For example, send a reminder after 3 days from the due date and repeat this every day.

How to

1. Go to Sales › Reminders.
2. Click New reminder and write the email subject and body (variables #INVOICE_NUMBER#, #CONTACT_NAME#…).
3. Set the sending conditions (e.g. 3 days after due date) and the repeat.
4. Activate: reminders are sent automatically to late clients.

Point of Sale

The POS module allows quick sales directly from a simplified interface. Search for products, adjust quantities, apply discounts, and generate invoices instantly.

POS sessions track opening and closing balances. All transactions automatically generate the corresponding invoices and journal entries.

1. Ouvrez une session de caisse avec le solde d'ouverture
2. Recherchez et ajoutez des produits à la vente
3. Appliquez des remises si nécessaire
4. Encaissez et une facture est générée automatiquement
5. Clôturez la session en fin de journée avec le solde de fermeture

Trash

Deleted documents are moved to trash instead of being permanently deleted. They remain in trash for 30 days before being automatically and permanently removed.

Documents can be restored from trash. Related payments and credits are moved and restored together with the parent document. Every list page has a dedicated Trash tab.

How to

1. Open the Trash from the relevant document list.
2. Find the deleted document in the list.
3. Click Restore: the document and its linked payments/credit notes come back together.