Diamond sector (EN)
By activating some dedicated modules in onFact, is is possibe to create sales invoices for the diamond sector. We offer the possibility to create sales invoices in Carats, foreign currencies such as USD and mention total amount of Carats on an invoice. In this article we outline the way to set up your account for diamond trasactions.
Getting started
Modify account and/or user interface language to 'English'
The default language of an onFact account is set to Dutch.
Modifying the default account language
Click the e-mail address at the top right corner of onFact
Go to 'Bedrijfsinstellingen/Company Settings'
Click the yellow 'Edit' button
Go to the field 'Taal/Language' and select 'Engels/English' - Save
-> From now on, when you're creating a document, the default language for your customers and the documents you're creating, will be set to 'English'.
Modifying the default interface language
If you only want to change the language in which you're using the software, e.g. in order to display the onFact interface in English, you will need to modify your personal user account language settings.
Click the e-mail address at the top right corner of onFact
Go to 'Persoonlijke instellingen/Personal Settings'
At the top left corner you will see your name displayed and and a field 'Taal: Nederlands'. Click the yellow 'Edit' button next to your name.
Go to the field 'Taal/Language' and select 'Engels/English' - Save
-> This will now display the onFact interface in English every time you connect to the application.
Activating modules in your account
Activate 'Foreign language customers': https://documentatie.onfact.be/apps/anderstalige-klanten (full EN documentation coming soon)
-> This will display a language field in the part 'Customer Information' of your invoice, thus allowing invoices to be created in e.g. English, Dutch, French, ...
Activate 'Other currencies': https://documentatie.onfact.be/apps/andere-munteenheden (full EN documentation coming soon)
-> This will display a currency field in the part 'Customer Information' of your invoice, thus allowing invoices to be created in eg. US Dollar. This will also display a converstion rate field. The conversion rate is listed 'live'. If you want to use a specific e.g. monthy fixed rate, you can empty the proposed conversion rate field and enter your own rate in this field (to be applied to the calculations in the document).
Activate 'Units of measure: https://documentatie.onfact.be/apps/maateenheden (full EN documentation coming soon)
-> This will display a field for a unit of measure to be added on each invoice line. Select symbol 'ct.' in the drop down list for 'Carat' to be added to this particular invoice line.
Only by selecting 'ct.' as a unit of measure, will this line 1) be included in the total amount of invoiced Carats and 2) be correctly processed via e-invoicing.
Optional
Activate 'Order Confirmations': https://documentatie.onfact.be/apps/bestelbonnen (full EN documentation coming soon)
-> The document type 'Order Confirmations' can be used as a Consignment Document in onFact. This is an internal document that can be used for preparatory invoice purposes. See below, when working with the dedicated 'Carat template', the title 'Order Confirmation' will be replaced on the PDF of the document with 'Consignment Document' (only on the PDF, not in the interface).
Activate 'onFact Drive': https://documentatie.onfact.be/koppelingen/back-up-and-synchronisatie/onfact-drive (full EN documentation coming soon)
-> This section of your account can be used as a shared space in case you've also connected your accountant to onFact. In this space you could upload documents that are valuable to be shared with your accountant, but are not categorised as sales- or purchase invoices.
Requesting the dedicated 'Carat' template
Send an e-mail to [email protected] in order to request the activation of a dedicated template (= document layout) in your onFact account, that displays Carats and other relevant information.
On this layout:
specific columns including the amount of Carats are mentioned
in case of invoicing in another currency, the exchange rate applied to this invoice is mentioned
the total amount of sold Carats is mentioned
Activation of this layout can not be performed by you as an account user and should be requested via support.
Optional actions
Connect your accountant
One of the benfits of working with a software such as onFact is that you can easily share the sales invoices you've created and the purchase invoices you've collected, with your accountant. onFact is connected to a wide variety of accounting software programs: most likely we also cover the programme your accountant is using. Info: https://documentatie.onfact.be/koppelingen/koppeling-met-de-boekhouder
Is your accountant already familiar with onFact? Easily grant him/her access by adding them as support user. Follow these steps:
Click your e-mail address at the top right corner of onFact
Go to 'Company Settings'
Then the tab 'Users'
At the bottom of this page, click the green button '+ Add External User'
Enter the e-mail address you've received from your accountant (this is a dedicated e-mail address that is connected to an 'Accountancy account' in onFact) and 'Add'
-> Access has now been granted to your accountant. Depending on the accounting software they're using, he/she will inform you about the process of transmitting your onFact-documents to the accounting software.
Is onFact completely new to your accountant? We're happy to introduce what we have to offer. Feel free to share contact details with us via [email protected].
Activate Peppol services for e-invoicing
onFact also covers e-invoicing, allowing you to create & send e-invoices via the Peppol network and also receive & process such documents.
In order to use Peppol services, you will need to register your company (one time), by indicating that you in fact are a legal representative of said company. Info: https://documentatie.onfact.be/overige-functies/verzending-via-peppol
A small tutorial on how to use Peppol for sending & receiving e-invoices can be found on the abovementioned page.
Application of VAT settings
Depending on the type of goods you are selling and who you are selling it too, different VAT regimes may apply. This is determined in the section 'VAT Exceptions' that can be found in the box containing 'Customer Information'.
Depending on the type of sale, the according VAT regime should be selected from this drop-down list.
Contact your accountant in order to learn which VAT regulations you should apply to your sales.
Frequently Asked Questions
Q: Can I also create invoices to foreign customers?
YES
As we offer the possibility to create invoices in different languages and different currencies, you could create 'any' sales invoice in onFact and send them to your customer, private or business, anywhere in the world.
Q: Can I send an invoice to a foreign customer who's not active on the Peppol network?
YES
Using the blue 'Actions' button in the timeline of your invoice, you could select 'Send via e-mail' instead of 'Send via Peppol'. This allows you to send the document directly from onFact to the e-mail address of your customer. Info on sending document via e-mail: https://documentatie.onfact.be/instellingen/e-mailinstellingen
Q: Can I also process purchase documents from foreign suppliers in onFact?
YES
As we allow for multiple currencies to be treated, you could process any purchase invoice from any supplier in onFact. Managing both your sales and purchase documents in onFact gives you a clear overview of whe're you're at with outstanding amounts - on customer and supplier side. This also facilitates an easy transfer of these documents to your accountant.
Q: Can I connect my own dedicated stock management software to onFact?
YES, but ...
... it will depend on the technical integration possibilities of the other software. onFact is already connected to a wide variety or sector specific software programmes, who connect to us via our API. This kind of technical connector allows other programmes to send us their data, from which e.g. an invoice can be created in our programme. Our API is documented here:
Feel free to share this information with the technical team behind your stock management software. They're more than welcome to get in touch via [email protected], in order to see how both systems could be connected.
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