This article describes the options and settings for the Economy in the system.
In order to find the Economy settings, first, go to System Settings → Economy. This will give you a menu on the right side, where you can choose between General and Departments Settings.
Invoice export
The system supports exports to many accounting systems, including Visma, Tripeltex, Navision, etc.
In the Invoice export menu, you may enable or disable the different exports available. Once checked, the export will be made available in the Invoices module.
Note
Some exports require some extra setup. For more information, please view the Payroll integrations section or contact our support.
VAT rates
Here, you can create custom VAT rates that can be further used in the creation of products. Read more in the Products module article.
Credit note reason
Create a list of reasons that may be applied when creating a credit note. These reasons are visible in the invoice module and in RecMan BI for data analysis. The External ID can be used to customize invoice integrations and exports.
Receive Peppol
Activate RecMan as an "access point" for receiving digital Peppol invoices (EHF). When this is activated, incoming invoices will be automatically added to the Supplier invoice module.
New inquiry types can be added in the Inquiries settings under the Home icon.
Chart of accounts
These are settings to build your charts of accounts, for accounting purposes. The options you set here become available as options when you register incoming payments or outgoing payments to invoices in the invoicing module. It is a way of linking the payment types to charts of accounts in accounting to automate accounting flow when registering payments of invoices.
Payment types
Outgoing and incoming payment types can be used for classifying costs / income (e.g. received and scanned from the inquiries module).
Economy settings per department
First, select the department you wish to perform changes on. There are several boxes containing different settings, and we will go through them below.
Invoice settings
You will now see the current settings active for the selected department. You may change these settings by clicking Edit.
You can see the different fields described below.
| Internal name | The internal name of the department. Only visible internally. |
| Invoice name | The department name displayed on invoices created. |
| Company no. | Organization number for the department. |
| Country | Define your department/corporation’s standard address. |
| VAT number | VAT numbers or letters are relevant for the use of EHF. |
| Department number | The department number is relevant for some third-party accounting systems. |
| First invoice number | Pre-define the number the first invoice created should have. Only available if there are no invoices connected to the department. |
| Invoice number follows | Lets you determine if your invoice number series should follow another department. If you already have a department with invoices on it, you can make the current department’s invoices follow the same number series. Alternatively, your department may start and follow its own number series. Only available if there are no invoices connected to the department. |
| Credit note no. | Lets you determine if credit notes for this department are to follow the invoice number series or be their own series. |
| Invoice layout | RecMan has several predefined layouts for invoices. You may define the standard layout for your department here; however, this may be overruled by settings on the company card under Salary- and project data. |
| Bank | Name of your bank that will be displayed on invoices. |
| Bank account | Bank account number that will be displayed on invoices. |
| BIC | BIC that will be displayed on invoices. |
| IBAN | IBAN that will be displayed on invoices. |
| Currency | Displays which currency should be displayed on your invoice. Does not change amounts; this is simply a postfix. |
| Customer identity number on invoice | Turn on to display the customer’s organization number on invoices. |
| Language | Define which language should be used on the invoice. |
| Bankgirot | Define your bankgirot number. |
| KID | Lets you define whether or not to enable a system-generated KID number on your invoice. |
| KID type | Change which format you wish the KID number to be in. This is explained in detail below. |
| Address | Define your department/corporation’s standard address. |
| Postal code / city | Define your department/corporation’s standard address. |
| Country | Free text field for entering the country. This will be included in the invoice. |
KID Setup
A KID is an OCR number usable when invoicing in Norway. Please note that this should only be used after making an agreement with your bank.
RecMan uses the following standards for KID numbers: 11, 13 and 15 digits. All these standards use Modulus10 for authentication.
Some system examples:
0003290000813
0003450181551
0003380000814
0003030000420
0003040000022
When you are creating an agreement with the bank, the following information should be shared:
RecMan KID
Invoice number → 1-6 (6)
Customer number → 7-12 (6)
MOD 10 → 13 (1)
Note
Should you have any issues with the KID, you can use this website to see if the Modulus10 is authenticated: http://www.ee.unb.ca/cgi-bin/tervo/luhn.pl?N=.
Order backlog – Import settings
| Include time | Enables the time worked to be visible on the order and on the invoice created. It may be overridden on the company card under Salary- and project data. |
| Include zero sums | Defines whether zero sums are to be included on invoices. It may be overridden on the customer card under Salary- and project data. |
| Include attachments | Enables attachments uploaded by the candidates to be included in the order and invoice. |
Invoice text
Here you can write a text that will be included on all invoices created.
Export and factoring options
Let you change the settings for several export and factoring systems. Every one of these needs a pre-existing agreement to be in place.
For more information about these, please contact support.