Introduction
Glossary
What are Modules?
What is a Widget?
Organisation in general
Terms by organization name
Wat is person in Newbase?
Difference between contact and person
Use of addresses
Telephone number format
What is a customer project
Pre- post calculation on a customer project
Difference between to be claimed and to be invoiced
Role
Hour type
Cost type
ETA - Estimated Time of Arrival
ETD - Estimated Time of Departure
Difference between a set and a composed product.
What are valuelists?
What is a template?
What is return value?
What is an order proposition?
What are dimensions?
What is a correspondence user?
What is dropshipment / dropshipping
General functions
Send login details
Log in to Newbase
Difference start screen - summary screen - edit screen - quick edit
How to search in Newbase
Create and save your own search
Standard (pre-programmed) list views
How to adjust the order of columns in a list
Group data in a list and/or select which colums in a list you want to see
Listview editor - create your own list
Turn a listview into a board view
Add or remove colums within a widget
Duplicate / Copy documents and possibly renew data
Replace data in a selection of records
Navigate to related records
Adjust home screen
How does file storage work in Newbase? How are pdf files created?
Shortcuts
Webservice / API Newbase
Why don't I see the 'next step' button?
Show totals of a list
Copy widgets and privileges from role to role
Processes
CRM
Create organisation
Modify organisation address
Create contact
Modify organisation address (duplicate)
Create a new private contact or create a private contact from an existing person
Create message
Send invoice to department > create department as contact
Check if messages are send
How to create a contact report
Working with taska
How to create a note
Replacing an internal employee at an organization or contact in one go
Create an appointment
There is no email address in a message
Delete contact or set to inactive?
Unable to send a message / email
Import / sychronise emails
Create and send one or more (batch) messages with attachments
Entry screen of a message
Export CRM data such as email addresses and addresses to Excel
Products
Create product group
Link a product to a product group
Can you link a product to multiple product groups?
Create a product
Where to enter of adjust the sales price of a product
Purchase price product: with or without (multiple) supplier(s)
Add stock location to a product > create stock product
Set unit / entity code of purchasing & sales for a product
Add product image
Link product attachment and send automatically
Working with stock finished products (SFP) - producing for stock with an assembly order
How to set the standard purchase price of a product?
Update standard purchase price of existing products
Standard purchase price at a composed product
Consequences of entering standard purchase price afterwords
Does the standard purchase price determine the margin?
Calculation stock value via standard purchase price
Product can only be purchased for stock
Can you change a product code?
Check and allow double (duplicate) product codes / part numbers
Stock value on x date
Create a composed product
Price agreements debtor (per product or per rebate group)
Create of modify commercial description of a product > multiple languages
Create a set of products
Sales
Create sales lead
Create sales opportunity
Create sales quotation
Set validity period on sales quotations
Create sales order
Credit sales order
Link a payment phasing to a sales order
Search for payment phasing lines still to be invoiced and create invoices
Modify / adjust existing payment phasing line
Create sales invoice
Booking sales invoices to Twinfield
Credit sales invoice
Delete a sales invoice
Create proforma invoice
UBL Sales invoice - e-factoring - OIN - HRN number
Link products to a document
How can I see the stock in a sales document?
Create a collective invoice from different sales orders or deliveries (collect invoice lines)
Why is a sales order not found using the query 'to be invoiced'
How does a discount / surcharge work in Newbase?
Re-book a sales invoice to Twinfield or set it to manually booked
Give a sales invoice another date - backdating
Set a sales invoice (partly) to paid manually
Whether or not to print a sales invoice line with number 0
There is no VAT on the order or invoice
Want to link a debtor to a document but cannot find the debtor?
Whether or not to print a sales invoice line with quantity 0
List of sales invoices with purchase - sales - margin
How is the expiry date of a sales invoice determined?
Check stock within a sales order
Error when booking to Twinfield: ...performance type must be entered
How can you renew / update product data in existing financial sales documents?
Set a sales order to 'paid'
Overview and check payment phasings via listview sales orders
How does drop shipment / drop shipping work in Newbase?
Purchase
Book purchase invoice to Twinfield
How to create a creditor
Create purchase order via a RFQ (request for quotation)
Create separate purchase order (by for stock)
Create a purchase order via sales order (no stock booking)
Create purchase orders from a selection of sales orders (collect)
Linking a project to a purchase order after goods are received
Cancel a purchase order
Prepay a purchase invoice (pro forma purchase invoice)
Indicate goods that will no longer be received
Book a purchase invoice in a previous year
Purchasing for multiple projects and/or sales orders on one purchase order
Delivery date on a purchase order
How can you see on a purchase invoice line whether a receipt has been linked?
How can you see on a purchase order or receipt whether a purchase invoice is linked?
Logistics
Stock value list
General informatie goods delivery
Create goods delivery
Partial delivery (of composed product)
Print a delivery note / pick list
Search for goods that are still to be deliverd
Deliver more goods than on sales order
Indicate that goods will no longer be delivered
Return delivery of products that have already been issued
Creata a receipt / adjust quantiy on receipt
Separate stock mutation / stock correction
How does stock work in Newbase? Why are products not added to the stock
Search for products / goods still te be received (purchase order to be received)
When is a product allocated > what is allocation?
Search for products to be ordered
Difference between hour types and cost types
The order of determining an hourly rate on a project
Change project status
Create a (private) debtor (and choose company)
Link a different debtor to a organization (debtor connection)
Get payments from Twinfield (debtors)
Manually set an invoice to booked or not booked in Newbase
Can you duplicate a purchase order to a purchase invoice?
Search for sales invoices to be reminded via the open sales invoices module
Set debtor or invoice to: do not remind / no reminders
Journal entries
Set debtor to direct debit
Sales invoice always to the same person / contact
Import and export functions
Settings
Add modules to an empty apps screen
Add, change of remove a module in an app container
Change the titel of a container with apps
Add widgets
Change position of widgets
Give permission to send message from or on behalf of another user
De-block user
Setting up 2 factor authentication
Setting up Microsoft Office 365 (Mail and Sharepoint)
How can an application manager authorize Microsoft 365 for a user
Before you start setting up reference numbers
Using code at settings reference numbers
What is the program translations?
Editing or creating translations
How do you create a template for a message or a start/end text of a document?
Merge codes in a template
Link attachement to template
Change value lists
General information ledgers
Create of change ledger numbers
Where can you enter cost accounts?
Create a payment phasing (settings)
VAT Settings
HTML usage in Newbase
How does currency work within Newbase
Change / adjust a print with parameters or add an extra print
Select another company (for multi-company use)
Message not send / marked as send
Work with a Print template (MS Word)
Widgets summary
Table of Contents
- All Categories
- Processes
- Sales
- UBL Sales invoice - e-factoring - OIN - HRN number
UBL Sales invoice - e-factoring - OIN - HRN number
Updated
by MJA
1. What is UBL?
UBL stands for Universal Business Language. It is a library of standard business XML documents and is designed to replace fax and paper business correspondence. UBL makes it possible to exchange documents such as invoices electronically and is intended to directly connect business processes electronically.
2. Set up UBL within Newbase
By default, a sales invoice is send as a PDF file in an email. If you do not wish to send UBL invoices, you do not have to do anything. If you want to be able to send UBL sales invoices, read on.
Within the company settings you can set by default whether you want to work with UBL. If you set this at company level, all new debtors to be created will automatically receive this setting. For existing debtors, these company settings are not adopted afterwards. You can set this manually in the debtor's settings.
If you only want to set UBL for specific debtors, you do not do this at company level but at debtor level.
2.1 UBL Settings (Settings > Company)
If you want to be able to send UBL files from sales invoices, follow the steps below:
- Go to the Companies module > if you work with multiple companies in Newbase, you must set this per company
- Go to the UBL widget, if it is not available, ask your internal application manager to distribute it
- Make a choice for business and/or private. Newbase recognizes whether an invoice is sent to a business relationship or to a private relationship and will adopt the set value. If you work with both business and private relations, you will have to complete both fields. If you do not enter anything, Newbase will send the sales invoice as a PDF file by default.
- Choose a UBL format
The differences between UBL 2.0 and 2.1 are minimal when it comes to the sales invoice. In version 2.1. a number of invoice elements have been added, including due date and project reference. You must choose at least one version, otherwise a UBL invoice will not be generated.
2.2 What other information do you need to enter in the company details?
- Make sure a company address is entered including country (there are several address widgets)
- Enter VAT number and Chamber of Commerce number. These are used for identification in the UBL
- Enter your IBAN and BIC code
You enter the above within the Bank & Identification information widget
3. Settings Debtor <> Sales Invoice
The above settings are automatically adopted for new debtors and subsequently on the sales invoice. Existing debtors do not receive this setting automatically.
Of course you have the option to adjust this within the settings of the debtor or sales invoice. You can also enter a PEPOL ID in the debtor's settings.
4. Electronic invoice to the government with identification number (OIN).
All government agencies, and possibly other agencies with a public task, have an OIN (Organization Identification Number).
This number must be stated on the UBL invoice when invoicing to the government.
Non-public organizations can also apply for an identification number. This is then called an HRN (Trade Register Number).
The OIN or HRN number can be entered as a reference in Newbase.
