Creating a product
Add a product with price and VAT so that you can use it on invoices.
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A new product is available on invoices straight away. You set up actions and extra invoice lines afterwards on the product page.
Open the dialog
Go to AdministrationProducts and click New Product at the top right.
Fill in the basic details
| Field | What you enter |
|---|---|
| Name (required) | The name as it appears on invoices |
| Description | A short explanation (optional) |
| Price (incl. VAT) | The amount per unit, including VAT |
| VAT % | Choose from 0%, 6%, 9%, 12% or 21%, or a regime without VAT such as Reverse charge (EU services). See Reverse charge and other regimes |
| Ledger | The ledger number for your bookkeeping (optional) |
| Guard the customer's balance on this ledger | For deposits: refuses invoices that would bring the customer's balance below zero. See Guarding the customer's balance |
Create the product
Click Create. Tillor opens the product page, where you can add actions and extra invoice lines.
The price always includes VAT. Tillor calculates the VAT amount with the chosen percentage and shows it separately on the invoice.
Ledger number
With the ledger number you link a product to an account in your bookkeeping. The number is used when exporting to accounting software. Leave the field empty if you do not want to link the product to an account of its own.
A change to the ledger number applies to new invoice lines. Booked invoices do not change.
Guarding the customer's balance
For deposits, tick Guard the customer's balance on this ledger. Tillor then adds up, per customer, all booked invoice lines on that ledger, and refuses every invoice that would bring that balance below zero. That way you cannot accidentally refund a deposit twice. This option requires a ledger number.
On the invoice you see, below the line, the customer's balance on that ledger and what it becomes after this invoice. Drafts do not count. A booked deposit invoice also cannot be set back to draft or moved to another customer if the balance would go below zero as a result.
On the Invoicing tab of a customer, under Invoices, is the Accounts table: every ledger on which something has been booked for that customer or on which an opening balance exists, with the balance. An account that nets to zero also stays visible. A guarded ledger on which the customer has not yet booked anything is not listed.
If at least one product guards a ledger, the Protection filter is set to On by default and you only see the guarded ledgers. Clear the filter to also see the other accounts, such as your revenue accounts. Without guarded products the filter is off and you immediately see all accounts. With the Balance filter you keep only the accounts that are not at zero. A small shield next to the number shows which accounts are guarded.
Expand an account and you see the booked invoices with a line on that ledger, from old to new, with the amount and the Running balance: the balance after that invoice. If there are more than 100 invoices on the account, you see the last 100. The running balance does include the older invoices.
With the Override ledger balance permission you can book anyway. You then give a reason, which appears in the invoice timeline. Without that permission Book stays greyed out as long as the balance would go below zero.
Opening balances from before Tillor
A deposit that the customer paid before you started with Tillor is not on an invoice in Tillor. Put such an amount as an opening balance on the customer's account. It counts towards the balance and the guarding, so you simply refund that deposit later, without a reason. An opening balance is not an invoice: it gets no number and no VAT, and it does not go to your bookkeeping, because your old bookkeeping already has it.
One customer: open the customer, Invoicing tab, Accounts card, and click Opening balance. Enter the account (e.g. 428002), the amount, the date of the old balance and a reference, for example the document from your old system. A negative amount is an amount the customer still owes. Expand the account and you see the opening balance at the top of the running balance, with buttons to change or delete it. Below the balance it says how much of it is opening balance.
All customers at once: go to AdministrationInvoices and click Import opening balances. Paste the rows from a spreadsheet or choose a CSV file, with a header row and the columns customer (the Tillor customer number), account, amount, date, reference and optionally note. Click Check: you see which rows are new, which ones Tillor updates and which customers were not found, plus the total per account. Compare that total with the balance of your old bookkeeping and then click Import. A row with a reference that the customer already has on that account updates that opening balance instead of adding it twice, so you can safely repeat an import.
An opening balance that has already been refunded can normally no longer be deleted or reduced: the balance would then go below zero. If you have the Override ledger balance permission, Tillor asks for a reason in that case and carries out the change anyway, for example to remove an old, merged opening balance from a customer who already got their deposit back in Tillor. This also applies to an import that brings a balance below zero. Every change goes on the customer's timeline, with your reason added if you overrode the guarding.
What happens next?
- The product is in the list straight away and you can choose it on draft invoices.
- On the product page you then set up actions, extra invoice lines and scheduled prices.