Forward with Octopus
Your invoices can be forwarded directly to Octopus accounting. This eliminates the need for manual transfer of invoices. Depending on how the integration is set up, invoices are either recorded directly into the sales journal or copied to the Invoicing module in Octopus.
If the invoice is recorded directly into the journal, the PDF file of the invoice will also be included. A general ledger account can be set up by activating the “General Ledger Accounts” module.
If the invoice is copied to the Invoicing module, only the invoice details will be forwarded, and the printed PDF will not be visible in your accounting records.
Additionally, new customers (Relations) and items (Products) will be automatically added if they do not already exist. Existing relations and products will not be automatically updated.
You can forward invoices individually or in batches by period, or you can set up automatic forwarding.
Note: An invoice can only be forwarded once. After it has been forwarded, you can still make changes to the invoice, but these changes will need to be manually communicated to your accountant.
Note: Invoices must always be forwarded chronologically. The invoice numbering in Octopus must be sequential. If invoices are not forwarded chronologically, the forwarding will fail, and an error message will be generated.
Forward individually
To forward an invoice individually, open the invoice in question and click on More Actions > Send to Accountant.
After an invoice has been forwarded, you will receive a notification in the timeline at the bottom of the invoice. This allows you to check whether an invoice has already been forwarded.
Forward in bulk
To forward a batch of invoices, go to the invoice overview and click on More Actions > Send to Accountant.
Select the period for which you want to forward invoices. Only invoices that have not yet been forwarded will be selected. Confirm the forwarding by clicking on "Confirm Sending."
During the forwarding process, several validations are performed on your invoices. It is possible that an invoice may contain incorrect information and need to be adjusted. You will receive a notification for each invoice indicating whether it was successfully forwarded or not.
Forwarding activities from the past 30 days are recorded and can be viewed on the same page. This allows you to review which invoices were correctly forwarded even after the fact.
Automatically forward
To automatically forward invoices to Octopus, click on "Send to Accountant" and select "Automatically Send," then activate this option.
At the scheduled time, invoices that have not yet been sent will be forwarded in batches. At the bottom of the page, you can see which invoices have been forwarded. Even if you activate automatic forwarding, you can still manually forward invoices using one of the previous methods.
Pending invoices are forwarded based on the set schedule:
- Daily: Every day
- Weekly: Every Monday morning
- Monthly: First day of the month
- Quarterly: First day of the quarter (January 1, April 1, July 1, October 1)
Invoices are included for forwarding based on their status:
- Always: Always include the invoice
- After 3 days: 3 days after the invoice creation date (and 3 days after the invoice date)
- After 7 days: 7 days after the invoice creation date (and 7 days after the invoice date)
- Already Printed: The invoice has already been printed or sent to the customer, or has been fully paid
- Already Sent to Customer: The invoice has already been sent to the customer or has been fully paid
- Already Paid: The invoice has already been fully paid
To avoid including old invoices, specify the earliest invoice date that should be included by selecting "Only with invoice date or later."