Invoices

Under Reports > Invoices you will find the central invoice overview of bessa Manager. Here you can view, filter, download, and review all invoices across all sales points and locations. The invoice overview is an essential tool for daily monitoring, accounting, and traceability of your revenue.

CSV Export via Email

When you click Download, a dialog appears with the title "Download" and the message "Der Download wurde an ihre Email Adresse gesendet" (The download has been sent to your email address). Confirm with Ok to close the dialog. The CSV file will be sent to the email address associated with your account.

Filter

The filter panel is located on the left side and allows you to narrow down the displayed invoices. It contains the following filter elements:

Time Period

Select the desired time period from the dropdown menu. The following options are available: Day, Week, Month(default), Quarter, Year, and Custom.

Use the arrow buttons (left/right) to navigate forward and backward within the selected period. With the "Custom" option, you can manually enter the start and end dates.

Company

Filter by a specific company or select All Companies to display invoices across all companies. By default, your current company is preselected.

Locations

Narrow down results to a specific location or select All Locations for a cross-location view.

Sales Points

Filter by a specific sales point (e.g. "Die Kassa AG", "Web Kassa") or select All Sales Points to display invoices from all sales points.

User

Display only invoices created by a specific user. The dropdown lists all users who issued invoices during the selected period.

Select Article

A search field with autocomplete. Enter the name of an article to display only invoices containing that article.

Select Customer

A search field with autocomplete. Filter by a specific customer to whom invoices have been assigned.

Paid at

A search field with autocomplete. Filter by the payment location, e.g. "Schalter" (counter), "Außen 1" (outside area 1), "Außen 2" (outside area 2), or "Tisch 100" (table 100). This is particularly useful in hospitality settings for tracking invoices by service area.

Select Payment Method

Filter by a specific payment method. Available options include: Cash, Card, Voucher, and Bank Transfer. Select No Selection to reset the filter.

Select Payment Status

The payment status refers to the card payment status at the terminal. Available options: No Status, Accepted, Unknown, and Declined. Select No Selection to reset the filter.

Status

Filter by the settlement status of the invoice. Available options: Settled and Open. Open invoices are, for example, bank transfer invoices that have not yet been marked as paid.

Text Search

A free text field for searching across all invoices. Enter, for example, an invoice number, a sales point name, or an amount.

Reset

Click Reset to restore all filters to their default values.

Invoices

The invoice table displays all invoices that match the currently applied filters. Each row represents a single invoice.

Column Overview

Marking an Invoice as Paid

The Paid column has two possible displays:

• ✓: The invoice has already been marked as paid.

• ✓: Click to manually mark the invoice as paid. A dialog opens where you can enter the payment date.

This feature is particularly useful for bank transfer invoices where payment receipt needs to be confirmed manually.

Downloading an Individual Invoice

Using the Download button in each row, you can download the invoice in various formats. After clicking, a dropdown menu appears with the following options:

Invoice Details (Overview)

Click the Info button (ⓘ) on an invoice to open the invoice detail dialog. This dialog shows you all orders associated with the invoice, including individual line items. This serves traceability and enables manual verification.

Dialog Structure

The "Overview" dialog contains the following information:

If an invoice contains multiple orders, all orders are listed below each other with their respective line items.

Frequently Asked Questions (FAQ)

What is the difference between "Payment Status" and "Status"?

The Payment Status refers to the status of a card payment at the terminal (e.g. Accepted, Declined, Unknown). It is relevant for invoices processed through a card terminal. The Status, on the other hand, indicates whether an invoice is considered Settled or Open. Open invoices arise, for example, from bank transfers that have not yet been confirmed as paid.

How do I mark a bank transfer invoice as paid?

In the invoice table, click the underlined checkmark button (✓) in the "Paid" column. In the dialog that appears, you can enter the payment date and mark the invoice as paid.

Why can't I click the Paid button on some invoices?

For invoices with the payment status "Declined", the Paid button is not available because the payment at the terminal was unsuccessful.

In what format is the CSV export sent?

The CSV export is sent to the email address associated with your account and contains all invoices that match the current filter criteria at the time of export.

What are the different download formats for?

The Digital Receipt is suitable as a quick invoice copy. The A4 formats are ideal for accounting and filing. Merchant and Customer Receipts serve to document card payments and may be required by your tax advisor.

Can I cancel invoices from the overview?

The invoice overview in bessa Manager is primarily intended for viewing and reviewing. Invoice cancellations are performed directly in the bessa Kassa app.

Related Topics

• Cash Point Closings

• Payment Methods

• Sales Points

• Users

• Locations