Income Registration - Outgoing Invoice
1. Introduction
In this lesson, we will explain how to register autónomo income in 1C:Gestión Integral, create Outgoing Invoices, and monitor your tax obligations.
2. Creating an Outgoing Invoice
2.1 Creating a New Invoice and Navigation
To register an Outgoing Invoice, go to "Sales" → "Outgoing Invoice". This window displays all your registered invoices. At the moment it is empty because no invoices have been created yet. Let’s create your first invoice in the system.
Click "Create".
A new window called Outgoing Invoice (creation) will open.
You can see all your open windows at the top as tabs. You can switch between open tabs by clicking them with the mouse. On the right side of the tab there is a Close icon. For easier navigation in the system, you can close unused tabs if too many are open.
2.2 Main Buttons and Sections of the Outgoing Invoice
The first time you fill in an invoice, you need to enter a lot of data. Later, invoice creation will become much easier. You will be able to copy previously created invoices and select already created Customer records and Goods or Services from the list.
To create an Outgoing Invoice, you must fill in all required fields marked with a red underline. Do not worry if you miss a field — the system will notify you with an error message when you try to post the invoice. The most important thing is that the entered data is correct, so please be careful when entering information. If you make a mistake or typo, it is not a problem — the data can be edited later. However, it is important to make all necessary corrections before the beginning of the reporting period so that the system calculates your tax obligations correctly.
The tabs required for completion are Main, Goods and Services, and Payment Terms. The remaining sections contain additional information. For example, on the Accounts and Taxes tab you will see the tax postings for your invoice. On the Payments tab, the Incoming Bank Transfer from the customer will be displayed and can be matched to this invoice.
Main buttons:
- Save — saves the document with the entered changes.
- Post — posts the invoice to accounting and tax records in the system.
- Post and Close — posts the invoice and closes the document.
Let’s start filling it in.
3. Main Tab. Date and Customer Record
3.1 Selecting the Date
Leave the Document Number field empty — the invoice number will be filled in automatically.
Select the Invoice Date.
For the system to calculate taxes correctly and generate correct tax declarations, you must enter all your Outgoing Invoices from the beginning of the current year. If you registered your autónomo only this year, enter all income and invoices from the start date of your activity.
By default, the current date is set. If you are registering an invoice for a previous period, change the date by clicking the calendar icon. The accounting posting date will change automatically according to the invoice date.
3.2 Creating a Customer Record
Next, you need to enter your customer’s data by creating a Customer record.
In the "Customer" field, open the drop-down list and select "Show All". Here you will see that some records are predefined. All debtor records you create will also be displayed here. To create a Customer record, you need the following data: the customer’s name and surname as shown in the documents if it is an individual, or the full company name if your customer is a company. It is also important to know the tax number and registration address.
In case you provided a service or sold goods to an individual and cannot obtain their tax information, you can select Acreedor o deudor desconocido — unidentified individual.
If your activity type does not allow retail trade, the invoice amount for an unidentified customer must not exceed 400 euros including VAT. If you have such an activity type, the permitted invoice amount limit is 3000 euros including VAT.
Create a new customer record. To do this, select the "Debtors and Creditors" field and click Create.
Specify whether the customer is a company or an individual.
If the customer is registered in an EU country, first check whether the company is registered in the ROI (Register of Intra-Community Operators).
To check whether your counterparty is registered in the ROI (Register of Intra-Community Operators) and has an EU VAT Number, open your browser and enter "VIES VAT number validation" in the search field. Then go to the official European Commission website. On the page, select the customer’s country of residence, enter the tax number, and click "Verify". If the counterparty is registered in ROI, the updated window will display the green message "Yes, valid VAT number". If there is no registration, a red message "No, invalid VAT number for cross-border transactions within the EU" will appear.
If the customer is not registered in the ROI and is located in the EU, they must be specified in the Customer record as an individual, even if it is a company. In this case, the system will automatically set the operation tax regime to "Mainland Spain and Balearic Islands" and apply Spanish VAT.
Specify the country of registration. Click Show All and select the required country from the list, or enter the international country code or the country name in Spanish in the search field. Click Select.
If your customer is not located in Spain, the Tax Authority Identification Document field will appear, where you need to select the appropriate document. If the customer is a resident of an EU country, enter the NIF-IVA (ROI) tax number or, otherwise, indicate that it is the tax number of the country of registration and enter its value.
For a Spanish company or an individual resident in Spain, enter the tax document number NIF/NIE.
Enter the full Company Name as specified in the registration documents, contract, or invoice.
Contact Information.
For correct accounting, enter the counterparty’s Registration Address. Without the registration address, the system will not be able to correctly determine the operation tax regime and account for the invoice.
If you do not know your customer’s full address, make sure to enter the country and city, and for Spain also the postal code for automatic Province detection. If your counterparty’s country is Russia, be careful and check whether your goods or services are subject to sanctions.
The remaining fields are optional. Fill them in if you may need them later. Contact information will be displayed on your invoices.
After entering all required data, save the customer record by clicking "Save and Close". You can now select this counterparty from the debtor list by clicking Select.
Select the Customer Billing Address. If the system did not fill it in automatically from the customer record, select the customer again in the corresponding field. If the customer still does not have a billing address, click Enter, fill in all fields, and click "OK". The billing address determines the default value of the "Tax Regime" field.
7.2 Payment Deferral
Please note that the default payment term is 100% prepayment. You can change this and set different terms — from partial prepayment to post-payment in several stages.
Configuring payment deferral.
- In the "Prepayment Share" field, specify the prepayment percentage, for example 50%, and distribute the remaining 50% according to the payment schedule.
- If no prepayment is required, specify 0%, and distribute the remaining 100% through the payment schedule.
Creating a payment schedule.
- In the "Table" section, click "Add" and add one or more lines.
- Specify the payment share as a percentage or a fixed payment amount.
- Define the number of deferral days — the "Payment Date" column will show the deadline by which the payment must be made.
Before this date, the invoice will not be displayed in the Debts by Periods report.
How to view debt.
After posting, such an invoice will be displayed in two places:
- Sales → Reports → Debts by Periods
- Finance → Reports → Debts by Periods
How debt is displayed in reports.
The invoice will be displayed in two lines:
- First line — the prepayment amount, if applicable. If it was not paid on time, it will become overdue on the next day.
- Second line — the remaining amount according to the specified deferral.
For example, if the prepayment is 50% and the remaining 50% is due in 25 days, the system will show:
- The prepayment amount as overdue if it was not paid on time.
- The remaining amount as not yet overdue until the 25 days expire.
After the due date expires, the debt will become overdue and will be distributed into 30, 60, and 90 day intervals.