Finance and documents

Sales documents, OSS VAT, bank and payments, supplier invoices.

• Sales documents — The sales receipt or invoice is issued from the order as it stands at that moment. Each document series has its own numbering. If the order was edited before shipping, the document reflects the edit, and issuing again for the same order does not create a second document.
• Invoices, notes, proformas — Invoices, credit and debit notes, proformas, CMR and transport orders are issued from one screen. A badge in the menu shows how many orders still wait for an invoice. On wholesale sales the module applies 0% and the legal basis by itself: intra-community supply when the VIES number is valid, or export outside the EU. In a service business, closed work orders are invoiced from here with no retyping.
• VIES VAT number check — The VAT number of a customer or supplier is checked in the VIES register. The answer is stored as evidence: whether the number is valid, whose name it is under and when it was checked. Recent checks are remembered, so the same number is not looked up twice. When the register does not respond, the module says so and does not treat the number as valid.
• Documents sent automatically — The document is emailed to the customer the moment it is issued, for a sale as well as for a credit note. A repeated event does not send a second email. If sending fails, the reason goes into the log and a button for manual sending stays on screen.
• Credit note for a returned parcel — When a cash-on-delivery parcel comes back unpaid, scanning it on return issues a credit note against the sales document. The note is never issued by hand. In the reports the sale and its reversal sit side by side.
• Audit file for NAP — The module builds the monthly e-shop XML file for NAP, the Bulgarian tax authority, from the documents issued in the chosen month. Dates are calculated in the company's time zone, so a document from the first day of a month never lands in the previous one. The file downloads with one button.
• OSS VAT report — VAT under the EU One-Stop-Shop scheme is calculated per buyer country, separately from domestic Bulgarian VAT. The base and the tax are shown net of returns, and a sale counts on its payment date. The resulting figure goes into the return with no extra calculation.
• Bank and payments — Bank accounts are connected through open banking (IRIS) with a consent in the bank itself. The bank is read when you open the screen or press "Refresh", never by itself in the background, and the first time the past history comes too. Transfers between your own accounts count as neither income nor expense. Courier payouts are linked to their statements by themselves only by protocol number.
• Payment orders with approval — A payment order is saved as a draft and does not go out until a person with the right presses "Approve" (with their password) and confirms in the bank. duXena never pays by itself. If the payee's IBAN is new or has changed, approval waits until someone confirms the account.
• Cash held by couriers — The screen shows, per courier, how much cash on delivery has been collected and not yet paid out: delivered parcels with no statement plus statements with no transfer. Statements are uploaded as the courier's file or entered by hand. A transfer is linked to a statement by itself by protocol number, and by amount it is only suggested with "Confirm".
• Supplier invoices — Incoming bills and credit notes are entered with the supplier's number; a duplicate is refused, and net plus VAT must give the total. Payment is by bank or from the cash desk, full or partial, and is reversed with a reason; a credit note is offset against a bill. The balance per supplier and "overdue" are worked out from the payments, not stored. A bill does not move stock: if it carries lines, Stock has "Receive by the bill". Recurring costs are a rule from which the month is worked out without records.
• Receivables — Unpaid invoices are listed per customer, with the due date and the number of days overdue. A partial payment is recorded against the invoice and the remaining amount shows right away.
• Cash desk and expenses — Cash in, payouts and handovers of cash are recorded as they happen, with who and when, in one shared desk or a desk for each shop. The balance is visible straight away with no separate calculation, and counting the desk shows the difference. Cash taken by an employee on site is handed in at the office and goes into the desk.
• Customers on credit hold — A customer can be put on credit hold. Any new sale to that customer then waits for a manager's approval, and the salesperson sees why it was stopped.
• Margins — The module calculates margin from the cost price and the price the goods actually sold for. Results are shown per product, per order and per partner.
• Loans and instalments — You point out the lender of each loan (IBAN), and instalments are split into principal, interest and fees by words in the transfer reference. What is not recognised stays "unsorted" until a person puts it. A drawn loan is not counted as income. A separate section shows how much has been repaid on each loan.
• Subscriptions and online payment — The customer picks a plan and pays by card, and the module issues the invoice. The subscription status updates by itself from the payment provider's confirmation, so nobody has to track payments by hand.
• Quotes and contracts as PDF — Quotes, contracts and protocols are built from a template that pulls the client's details from their record. The document comes out ready to print or send, with no copying between files. You edit the template in one place, and the change applies to every document after that.
• Sales history — Sales going back years are kept in duXena's own database as well as in the store platform. Imported older orders count on the date they were placed. Analysis by period comes back in seconds.
• Promotion revenue — For each promotion you see the revenue and margin it brought in, broken down by product. Those figures are what you use to decide whether to run it again.
• Sales and money reports — Reports on sales, money, stock movements and stock levels can be exported to Excel. The module compares what was ordered from a supplier with what arrived, line by line. Each report states what the figure includes and what it leaves out.
• Restaurant payouts — For a chosen period the module works out, per restaurant, what was paid online and on receipt, the payment fee and the amount owed. Payouts are recorded against the balance, and the report downloads as CSV. Each restaurant sees its own report in its panel.

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