Frequently Asked Questions (diamond)
This page features a couple of Frequently Asked Questions related to starting with onFact when working in the diamond industry.
Table of Contents
Q: I received an activation e-mail from onFact, how do I get started?
If your accountant started a trial period for you on onFact, you will receive an e-mail with a temporary password. You can log in to your onFact account by going to our website https://www.onfact.be and the upper right button 'Inloggen'. You will now enter the dashboard page of an empty account.
This generic Q&A page does not take into account any preliminary set-up by other service providers (administration, accounting, ...), so some steps might be skipped in your specific situation.
1. Complete your 'Company Information'
Click your e-mail address at the top right corner of onFact
Select 'Company Settings'
You are now in the tab 'Company Information': click the yellow button 'Edit' in order to complete/modify your company details.
This information will be included in the e-invoice (xml) version of your invoices in order to identify your company.
2. Configure your account
See step-by-step information on the general use case page:
Diamond sector (EN)Summarised, you will need to
Modify your user language (optional)
Modify your account language (optional)
Activate a couple of functionality modules in onFact:
Units of Measure
Other Currencies
Foreign Language Customers
Order Confirmations (optional)
onFact Drive (optional)
Request a dedicated template (= layout) via [email protected]
3. Activate your subscription
Every account benefits from a 14 days free trial period. Upon trial ending, you need to actively order your desired subscription: Free, Pro or Premium. See our prices and functionality comparisons here.
You need a Pro subscription at € 150 excl. VAT if you:
Want to create invoices in other currencies than EUR
Want to create invoices that mention 'ct' (Carat) as unit of measure
Create more than 3 sales invoices/month
Need to also process your purchase invoices in onFact in order to comply with policy of your accountant
Q: I have multiple bank account numbers, how does this work in onFact?
If you create a sales invoice in onFact, we will collect your input data and present the invoice both as a PDF-document (to be shared via e-mail) and as an XML e-invoice (to be sent via Peppol).
In default setting, the bank acocunt number that you've entered in the tab 'Company Information' of your account, is added both on the PDF-document of your invoice and in the e-invoice.
Would you like to use different bank accounts for various customers or situations? If you want to be able to select an alternative bank account number per invoice, there are two levels which require modification.
1. Addding the bank account number to the e-invoice/PDF
In order to mention another bank account on the PDF of the invoice and/or in the e-invoice, you need to add it to the document template and we recommend creating a separate template for each bank account.
When creating your invoice, you can easily select the desired template at the bottom of the screen — each one with the correct linked bank details. Template selection in invoice input screen (example):
You can create additional templates as follows:
Click your email address in the top right corner
Go to 'Company Settings'
Open the 'Templates' tab
Scroll all the way down the page, to where you see 'Classic with carat' and a green button 'Activate'. Click the button. Now another version of this templates appears at the top of the page.
Click the yellow button 'Customize template' and use the bank name, currency or any other meaningful reference as the template title.
At the bottom left, enable 'Overwrite company data with new details'
You can now enter the new bank details for this template in the blank fields for IBAN and BIC. Please note: any field you leave blank will also appear blank on your documents.
Repeat if you want to add more templates.
2. Adding the bank account number in the request for payment
When creating an invoice it is possible to add a short text including the payment information in the 'Bottom text' field. You could save different bottom texts in your account, each one displaying another bank account reference.
Click your email address in the top right corner
Go to 'Company Settings'
Select 'Default Values'
Scroll to 'Default Bottom Texts on Documents' and click the yellow 'Edit' button on the line of 'Invoice'
Here you have the possibility to modify the existing text, which will refer to the bank account number by default present in your 'Company Information', or to create additional texts - each one displaying other bank account details. When creating an invoice, you can select the desired text from the drop down menu (example):
Q: How can I modify my invoice layout?
onFact provides a dedicated layout to display Carat information. This layout can be modified in terms of adding a logo, adding a background (digital letterhead), displaying different bank account information, altering colours/font ....
In order to customise a template:
Click your email address in the top right corner
Go to 'Company Settings'
Open the 'Templates' tab
Click the yellow button 'Customize template' to display the editable fields at the left of the window. Example:
A digital background, combining images at the top and the bottom of the page, can be added by uploading a file as 'Background'. The required file format is an image file (jpeg or png), you can not directly upload a PDF. Convert it to an image file first.
It is possible to use different templates, each one holding e.g. different logo and background. You can create additional templates as follows:
Click your email address in the top right corner
Go to 'Company Settings'
Open the 'Templates' tab
Scroll all the way down the page, to where you see 'Classic with carat' and a green button 'Activate'. Click the button. Now another version of this templates appears at the top of the page.
Click the yellow button 'Customize template' to make your modifications and save. Give this template a meaningful name so you know what it stands for.
Q: How do I create a sales invoice?
In the online recording of our webinar, you will see the different steps to create an invoice. Take a look at the video here:
It is in onFact not possible to (digitally) sign an invoice. You can however upload attachments to an invoice. As soon as an Invoice is saved in onFact, you can upload attachments to it (at a later stage for instance), in order to store a signed version in the same system. See tab 'Attachments' at the left side (example):
Q: Which VAT codes should I apply to my invoicing?
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.
Commonly used exceptions in the industry are:
Local (Belgium)
0%
Export via E.C.[47/EE]
Intra community (inside EU)
0%
Intra-community supplies [46]
Export outside EU
0%
Export outside the EU [47/EX]
Local Belgium (subject to VAT e.g. diamond sales to Jeweler)
21%
Standard percentages [01-03]
Contact your accountant in order to learn which VAT regulations you should apply to your sales and what legal texts should be mentioned on your invoice.
Add legal notices
For certain VAT exceptions, onFact automatically displays legal notices on the invoice. It is possible to create your own legal texts in your account, and select the in the invoice interface for them to be displayed (or not) on your document.
If you for instance want to add the clause 'Free of VAT art. 39, § 1, 1° VAT tax code' to your account:
Click your email address top right corner
Select 'Company Settings'
Go to tab 'Legal notices'
Create a new legal notice, and set its options to automatically display on invoices, or be manually selected upon creating an invoice
When creating an invoice, you will see the legal notices that have been added in your account and you may select them to appear on your document. Example:
Q: Is onFact able to handle Consignment Documents?
YES
You can create Consigmne tDocuments in onFact. If you're using the "Classic with carat" template in onFact and you activate the module "Order Confirmations", the PDF version of the document will automatically display the title "Consignment Document".
The use of Order Confirmations can be activated from the Apps and integrations section.
Click your email address in the top-right corner to open the menu
Go to 'Apps and integrations'
In the list of Document-related apps and integrations, find 'Order Confirmations'
Click 'Activate' to enable this feature . Once activated, Order Confirmations will appear in the left-hand menu of onFact under the 'Sales' section.
Copy to invoice
If you created an Order Confirmation/Consignment Document, you can easily transfer it to an invoice when final.
Go to the overview of 'Order Confirmations'
Click the blue button 'View' to consult the document
Click the green button 'Copy to', right upper side
Select 'Copy to new Invoice' in order to create the invoice. If you need to modify this invoice before sending, clikc the top left tab 'Edit Invoice' to make your modifications.
Consignment Documents are not supported in terms of sending via Peppol, you will need to send them via e-mail or other way. Consignment Documents can also not be shared with accounting from within onFact.
Q: How do I register my company to the Peppol network?
You can easily check whether your company is already registered on Peppol, or whether you still need to execute the registration.
Click your e-mail address top right corner of onFact
Go to 'Company Settings'
Select the 'Peppol' tab
1. Check registration
If you see the request to 'Verify company information', see example below, you still need to verify your enterprise. Add your company information, and follow the steps to identify yourself as a legal representative or your organisation.
If you see a green text mentioning 'Your company is validated and can send and receive via the PEPPOL network', your registration on the Peppol network is already executed.
2. Check Peppol inbox
In order to SEND documents via Peppol, make sure your Peppol inbox is activated. If you both a Belgian VAT number and a company number, 2 PEPPOL inboxes will appear on this page.
Make sure they are both activated, as displayed in the example above. If the inboxes are not active yet, a green button 'Activate inbox' will display. Click to activate the inbox(es).
3. E-mail address for automated forwarding
Click the yellow button 'Set up automatic forwarding' in order to add an e-mail address to which incoming purchase documents, reveived via PEPPOL, will be sent (for your convenience).
Q: Where do I find my Peppol ID?
Your Peppol ID is located on the Peppol page in onFact.
Click your e-mail address top right corner
Select 'Company Settings'
Then go to the tab 'Peppol'
The ID(s) can be found at the top of each Peppol inbox, see yellow markings in example:
The Peppol IDs in onFact are based on your company and/or VAT number. The IDs for the example company are: BE:EN 0714992641 and BE:VAT BE0714992641
Q: How do I send an invoice via Peppol?
When you're creating an invoice to a business customer with a VAT number, onFact will automatically check whether your customer is registered on the Peppol network. This will be displayed in your invoice timeline.
If the customer is detected on Peppol, the yellow send button will display 'Send via Peppol'. Click the button to open a pop-up window:
Normally you don't need to modify anything here, but depending on the information provided by your customer, you could insert alternative Peppol send information here. Click the green 'Send' button to send the invoice.
A confirmation of receipt can beb found in the invoice timeline: details are listed in the PDF document.
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 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 where you're at with outstanding amounts - on customer and supplier side. This also facilitates an easy transfer of these documents to your accountant.
As soon as a 'Purchase' is saved in onFact, you can upload attachments to it (at a later stage for instance), in order to store relevant information in the samen system. See tab 'Attachments' at the top left of a purchase (example):
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:
If you're sending invoice data to onFact via API, you can send along your original PDF-document. The PDF-document alone is NOT enough to create the e-invoice, also your invoice data need to enter the onFact system.
Feel free to share this information with the technical team behind your stock management software. They're welcome to get in touch via [email protected], in order to see how both systems could be connected.
Q: Where do I find my API Key?
If you're connecting to an external software, they might request your 'API Key'. This key is required in order to connect e.g. your stock management software to your onFact account. The key can only be generated by an account user. onFact support can not generate this for you.
API Key
Click the e-mail address top right corner
Select 'Personal Settings'
At the bottom right, you'll see a section on 'API Keys'. Click the green button '+ Create API Key' to generate one.
Give it a meaningful name (e.g. the name of the connecting software) and save.
onFact will now display a code string that will be visible ONLY ONCE. Copy it rightaway in order to share it with the requesting party.
X-Company-Uuid
On the same page, bottom right, you will see your Company's UUID. This code remains unaltered and can be copied to share with the requesting party.
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