The Fact catalog is an essential tool for optimizing the management of items and services to be billed. When creating an invoice, it allows users to directly call upon items and categories from the catalog, eliminating the need for manual data entry. This approach ensures significant time savings and reduces input errors.
The catalog is structured into two levels:
Categories represent a range or family of items.
Items correspond to the goods or services to be billed. Each item must be linked to a previously created category.
See also: Create an Item
Create a category
Access the Catalog Menu:
Go to the Catalog menu.
Click on Create > New category.
Fill in the Category information:
Category Reference: Must be unique for each category.
VAT Rate: Will apply by default to items linked to this category.
Category Label: Name of the category.
Description (optional): Additional information about the category.
Sales Accounts by VAT Rate: Define the accounts to be used for accounting transfers.
For more details on sales accounts and VAT rates, consult your accounting firm.
Click on Create to finalize the process.
Modify, delete and archive a category
Display Items in a Category
Click on the category to display the linked items.
Edit a Category
Click on the "3 dots" button located to the right of the category.
Make the desired changes in the editing window.
Click Save to apply the modifications.
Delete a Category
A category cannot be deleted if any linked item has already been used in a document.
Alternative: You can archive a category instead of deleting it.
Archive a Category
Archiving a category allows you to disable it while retaining the items linked to it.
L'archivage d'une catégorie permet de la désactiver tout en conservant les articles qui y sont rattachés.
Consequences of Archiving:
All items belonging to the archived category will also be archived.
An archived category will no longer be suggested when creating a new item.
It will no longer appear when creating or editing documents.
Reactivate an archived Category
An archived category can be re-enabled if it needs to be used again.
Summary of available actions
Action | Description |
Create a Category | Add a new category with its parameters. |
Modify a Category | Edit the label, VAT rate, or other information. |
Display Linked Items | View items linked to a specific category. |
Delete a Category | Possible only if no linked items have been used in a document. |
Archive a Category | Disable the category and its associated items. |
Reactivate an Archived Category | Reactivate an archived category for future use. |