Use gFM Business effectively and save time. Part 4: Invoicing and documents.

Welcome to the fourth part of our series of articles "Using gFM Business effectively and saving time". In this part we deal with the module [Invoicing]and the associated settings, as well as the creation and management of documents. Invoicing is the most powerful module of gFM-Business with the most functions, which is why we will dedicate two parts of this series to this module. The Enterprise software gFM-Business allows you to create quotations, order confirmations, delivery bills, invoices, credit notes and reminders directly from a customer data record. All documents can be printed out after creation or sent by e-mail as a PDF file. In the program section [Purchase] all own orders can be managed and the delivered products can be booked into the inventory. Invoicing in gFM-Business includes many other functions such as alternative items in quotations, repeat invoices, price groups, graduated prices and supports multiple currencies and VAT rates. Find out below how you can work optimally with the Invoicing can work in gFM-Business.

Invoicing specifications and settings

In the module [Settings] extensive specifications and settings for the module [Invoicing] which are to apply to all documents created.

Under [Settings > Company master data] all specifications for your own company are entered. All company data saved here appears on the receipts as the sender address, company logo, bank details or tax information. Under the tab [Locations] Any number of locations and branches can be entered in the location management, which are also available as storage locations in the inventory management. Location management contains up to four freely definable text fields and two freely definable selection fields.

Text specifications for sending by e-mail

Under [Settings > Preferences > Texts] all e-mail texts can be specified that are to be used automatically when sending documents by e-mail. The same placeholders are supported here for dynamic texts as in the [Correspondence]so that all emails can contain data such as the invoice number or a personal salutation. In addition, the document-specific placeholders {reference no} and {date} supported. The texts entered here are automatically entered in emails that were created in invoicing using the "Send by email" or "Send all by email" functions.

Settings and defaults for the [Invoicing] module

Under [Settings > Preferences > Invoicing] you will find all settings and defaults that directly affect the [Invoicing] have an impact.

• Payment methods - gFM-Business supports the creation of any number of payment types with specification of the name, short description, booking account and due dates for the invoice, reminder and second reminder. If the optionally available store interface to Gambio GX2 online stores, the corresponding name of the payment method in the online store can also be entered here.
• Value added tax and accounts - Enter the VAT rates as well as the associated posting accounts and the standard input tax account here.
• Number ranges - All number ranges are managed here. Any prefix, the counting difference and the number of digits can be specified for each number range. The corresponding number range can be reset to a specific value by clicking on a function arrow. If the new value is lower than the current value, a corresponding message appears so that no duplicate document numbers are generated in future. gFM-Business manages separate number ranges for
  • Offers
  • Order confirmations
  • Delivery bills
  • Invoices
  • Credit notes
  • Reminders
  • Orders
  • SEPA mandates
  • Customer numbers
  • Performance logs
• Jobs Position calculation - To avoid rounding differences, gFM-Business can also calculate line items internally with more than two decimal places.
• Print copy of receipt - Specify here whether gFM Business should automatically print a copy of the receipt when printing receipts. This setting can be specified separately for each voucher type.
• Bank X Account - If you use gFM-Business in conjunction with the Bank X online banking software, enter the name of the account (not the account folder!) in Bank X at this point.
• Repetition - Specify here which period should apply by default for recurring invoices. For example, if you mainly write monthly invoices, enter 'every 1st month', for quarterly invoices you would enter 'every 3rd month' and for annual invoices 'every 1st year'.
• Posting accounts - Here you can create a chart of accounts for your company. gFM-Business contains all accounts of the SKR03 and SKR04 charts of accounts for sole proprietorships, corporations and partnerships. Click on the [+] button to open a popover dialog to select the desired posting account from the chart of accounts. In the lower area, select the standard financial account and the standard receivables account to be taken into account when posting documents.
• Statistical records - Under this item, you can create your own statistics records, which can be selected in the statistics module and each contain a specific statistics period.

Foreign currencies

gFM-Business supports more than 30 foreign currencies for the creation of documents and the maintenance of articles. Under [Settings > Preferences > Currencies] you can click on the button [Update] have all exchange rates calculated on a daily basis. Updates are made via the European Central Bank's web service. With the option field [Update automatically] value dates are automatically updated when gFM-Business is started.

Freely definable fields

Each document in gFM-Business supports up to 15 freely definable fields, which are displayed in the document view under the tab [Fields] can be called up. For each field, the label, the input type and optionally a Value list can be specified. The following input types are supported for freely definable fields:

• Input field - Normal input field. Maintenance of a value list not required.
• Fade-in list - Combination field with pop-up list of values from the value list for the freely definable field. It is still possible to enter free values. Maintenance of a value list required.
• Pop-up menu - List of all values from the value list for the freely definable field. Only values from the pop-up menu can be selected in order to avoid incorrect entries. Maintenance of a value list required.
• Marking fields - Checkboxes for all values from the entered value list. Several values can be selected per field. Maintenance of a value list required.
• Option fields - Checkboxes for all values from the entered value list. Only one value per field can be selected. Maintenance of a value list required.
• Fade-in calendar - Displays an input field with a pop-up calendar. Suitable for date fields, maintenance of a value list not required.

Basics for creating vouchers

In order to be able to easily create all types of receipts in gFM Business, all of the above settings and specifications should be entered to suit your own company. For the creation of voucher items, it is also necessary or at least helpful to have previously entered the following in the [Article] to have entered its own article master, see Part 3 of this article series. Vouchers are usually created directly from the contact data record in the CRM created. The main functions are used for this purpose:

• New offer
• New order
• New delivery bill
• New invoice
• New credit note

To create a new document for a customer, simply call up the CRM module [Customers] to open the desired data record and select one of the corresponding functions to create a new document. Reminders are a special case here: these are not created from the customer data record, but from the (unpaid) invoice document. After selecting a function for creating a new document, a query appears in which the next document number to be created is displayed. When the dialog is confirmed, the new document is created in the [Invoicing] and linked to the contact data record called up in the CRM.

The document types Offers, Orders and Invoices can continue a voucher to another voucher. When forwarding to another document type, all data for the document and all document items are transferred to the new document. The diagram above explains the document functions in CRM as well as the options for document continuation for the individual document types.

Document view and functions

The first six menu items in the module [Invoicing] represent all outgoing documents:

• Offers
• Orders
• Delivery bills
• Invoices
• Credit notes
• Reminders

To the right of the label, the number of documents of this type already in the Database are available. The following data is displayed in the upper part of the main screen:

• Voucher recipient (invoice address)
• Delivery address
• Document number
• Document date
• Assigned customer number and address number

The middle section contains an overview of all voucher items, with the currency set for the voucher called up and the price group above it. The following voucher data is displayed in the lower section below the voucher items:

• Method of payment
• Remarks (internal)
• Notes (appear on the receipt under the payment type)
• Document status
• Total net amount
• Net discount
• Value added tax
• Total gross amount

The information given here applies to all document types; only delivery bills are missing all prices and totals.

Offers and offer items

Under [Invoicing > Quotations] you will find all offers that have been generated so far. If from the CRM module [Customers] a new offer has been created for a contact, you can now use the [+] button at the top right of the item list to add new offer items. In contrast to all other document types, quotation items can be entered as alternative items. An alternative item appears on the quotation without a total price and is therefore not included in the total amount of the quotation. In the item list within gFM-Business, an alternative item is marked with a yellow background.

To enter a new item, the following item data must be entered in a popover dialog:

• Quantity - Number of items in the new position
• Article no. - Article number from the Article management. Click on the button [>] opens a new window in which articles can be conveniently found using a full text search and added as an article item.
• Article - Designation of the article
• Description - Article description
• VAT rate - VAT rate for the current item position
• Price (net and gross)
• Total price (calculated automatically)
• Alternative position - Indicates an offer item as an alternative item

Click on the button [New position] Within the popover dialog, the new position for the selected offer is recorded and displayed in the position list.

Main functions for offers

The following functions are available in gFM-Business for processing quotation documents:

• New offer - Creates a new offer, initially without a link to a contact data record. This can then be edited with the fields [Customer number] and [Address number] must be specified. When a new quotation is created, a new quotation number is generated from the corresponding number range.
• Print offer - Opens the popover dialog [Print]button to output the selected document or all selected documents to a printer. All print layouts that correspond to the table origin are available for printing. [Offers] or [Offer items] were assigned.
• Send by e-mail - Sends the current receipt by e-mail. After selecting this function, a dialog opens in which the email address of the assigned contact is displayed by default.
• Send all - Sends all requested receipts by e-mail to the e-mail address entered in the assigned contact. ATTENTIONBefore selecting this function, make absolutely sure that only the documents that are to be sent by e-mail are called up.
• Create order - This function is used to generate an order confirmation from the quotation called up. All details and items from the quotation are transferred to the order confirmation.
• Generate invoice - This function is used to generate an invoice from the quotation called up. All details and items from the quotation are transferred to the new invoice.
• Delete offer - Permanently removes the selected offer from the database.

Functions for quotation items

You can find functions relating to the article items under the corresponding button to the left of the article item. The following functions are available for offer items:

• New position - Opens the popover dialog for entering a new line item.
• Duplicate position - Creates a new item with all the details of the selected item.
• Alternative position - Marks the position called up as an alternative position.
• Delete position - Permanently removes the position called up from the database.

Orders and order items

Under [Invoicing > Orders] you will find all order confirmations that have been generated so far. If from the CRM module [Customers] a new order has been created for a contact, you can now use the [+] at the top right of the item list to add new order items.

To enter a new item, the following item data must be entered in a popover dialog:

• Quantity - Number of items in the new position
• Article no. - Article number from the article management. Click on the button [>] opens a new window in which articles can be conveniently found using a full text search and added as an article item.
• Article - Designation of the article
• Description - Article description
• VAT rate - VAT rate for the current item position
• Price (net and gross)
• Total price (calculated automatically)

Click on the button [New position] within the popover dialog, the new position for the order called up is entered and displayed in the position list.

Main functions for orders

The following functions are available in gFM-Business for processing order confirmations:

• New order - Creates a new order confirmation, initially without a link to a contact data record. This can then be edited with the fields [Customer number] and [Address number] can be specified. When a new order is created, a new order number is generated from the corresponding number range.
• Print offer - Opens the popover dialog [Print]button to output the selected document or all selected documents to a printer. All print layouts that correspond to the table origin are available for printing. [Orders] or [Order items] were assigned.
• Send by e-mail - Sends the current receipt by e-mail. After selecting this function, a dialog opens in which the email address of the assigned contact is displayed by default.
• Send all - Sends all requested receipts by e-mail to the e-mail address entered in the assigned contact. ATTENTIONBefore selecting this function, make absolutely sure that only the documents that are to be sent by e-mail are called up.
• Create delivery bill - This function is used to generate a delivery bill from the order called up. All details and items of the order are transferred to the delivery bill.
• Generate invoice - This function is used to generate an invoice from the order called up. All details and items from the order are transferred to the new invoice.
• Order import (only with optional online shop-Interface) - Opens a new window in which all new orders from the online store can be displayed and imported into gFM Business. Orders from the online store can be imported into gFM Business either as an order or directly as an invoice.
• Delete order - Irrevocably removes the called up order confirmation from the database.

Functions for order items

Functions relating to the article items can be found under the corresponding button to the left of the article item. The following functions are available for order items:

• New position - Opens the popover dialog for entering a new line item.
• Duplicate position - Creates a new item with all the details of the selected item.
• Write off stock - Deducts the number of item items entered from the stock of the item called up. This function can only be called up if a storage location has been specified for the item in which the stock can be booked out.
• Delete position - Permanently removes the position called up from the database.

Delivery bills and delivery note items

Under [Invoicing > Delivery bills] you will find all delivery bills that have been generated so far. If from the CRM module [Customers] a new delivery bill has been created for a contact, you can now use the [+] at the top right of the item list to add new items for the delivery bill.

To enter a new item, the following item data must be entered in a popover dialog:

• Quantity - Number of items in the new position
• Article no. - Article number from the article management. Click on the button [>] opens a new window in which articles can be conveniently found using a full text search and added as an article item.
• Article - Designation of the article
• Description - Article description

Click on the button [New position] within the popover dialog, the new item for the delivery bill called up is entered and displayed in the item list.

Main functions for delivery bills

The following functions are available in gFM-Business for processing order confirmations:

• New delivery bill - Creates a new delivery bill, initially without a link to a contact data record. This can then be edited with the fields [Customer number] and [Address number] must be specified. When a new delivery bill is created, a new order number is generated from the corresponding number range.
• Print delivery bill - Opens the popover dialog [Print]button to output the selected document or all selected documents to a printer. All print layouts that correspond to the table origin are available for printing. [Delivery bills] or [Delivery note items] were assigned.
• Send by e-mail - Sends the current receipt by e-mail. After selecting this function, a dialog opens in which the email address of the assigned contact is displayed by default.
• Send all - Sends all requested receipts by e-mail to the e-mail address entered in the assigned contact. ATTENTIONBefore selecting this function, make absolutely sure that only the documents that are to be sent by e-mail are called up.
• Delete delivery bill - Permanently removes the selected delivery bill from the database.

Functions for delivery note items

Functions relating to the delivery note items can be found under the corresponding button to the left of the article item. The following functions are available for delivery note items:

• New position - Opens the popover dialog for entering a new line item.
• Duplicate position - Creates a new item with all the details of the selected item.
• Write off stock - Deducts the number of item items entered from the stock of the item called up. This function can only be called up if a storage location has been specified for the item in which the stock can be booked out.
• Delete position - Permanently removes the position called up from the database.

Invoices and invoice items

Under [Invoicing > Invoices] you will find all invoice documents that have been generated so far. If from the CRM module [Customers] a new invoice has been created for a contact, you can now use the [+] at the top right of the item list to add new invoice items.

To enter a new item, the following item data must be entered in a popover dialog:

• Quantity - Number of items in the new position
• Article no. - Article number from the article management. Click on the button [>] opens a new window in which articles can be conveniently found using a full text search and added as an article item.
• Article - Designation of the article
• Description - Article description
• VAT rate - VAT rate for the current item position
• Price (net and gross)
• Total price (calculated automatically)

Click on the button [New position] Within the popover dialog, the new item for the called invoice is entered and displayed in the item list.

Main functions for invoices

The following functions are available in gFM-Business for processing invoices:

• New invoice - Creates a new invoice document, initially without a link to a contact data record. This can then be edited with the fields [Customer number] and [Address number] must be specified. When a new invoice is created, a new invoice number is generated from the corresponding number range.
• Print invoice - Opens the popover dialog [Print]button to output the selected document or all selected documents to a printer. All print layouts that correspond to the table origin are available for printing. [Invoices] or [Invoice items] were assigned.
• Book invoice - Sets the posting status of the called invoice to [posted]. A posting record is also created in the Cash book whose list can be transferred to the tax consultant via DATEV, for example. Enter under [Settings > Preferences > Invoicing] specifies which posting accounts and tax accounts are to be used for the postings.
• Book called - Sets the booking status of all invoices called up to [posted] and creates corresponding posting records in the cashbook. ATTENTIONBefore selecting this function, make absolutely sure that only the documents that are to be posted are called up.
• Send by e-mail - Sends the current receipt by e-mail. After selecting this function, a dialog opens in which the email address of the assigned contact is displayed by default.
• Send all - Sends all requested receipts by e-mail to the e-mail address entered in the assigned contact. ATTENTIONBefore selecting this function, make absolutely sure that only the documents that are to be sent by e-mail are called up.
• Call up open items - Displays all invoices in the list view that have not yet been paid in full.
• Find payment - This function can be used to automatically find a payment for the invoice called up in the account statements imported to gFM Business. Account statements can be found in the [Invoicing > Cash book > Bank entries] can be imported from various online banking programs.
• Start dunning run - Calls up all invoices in the list view that have not been paid in full and whose due date has been exceeded.
• Create delivery bill - This function is used to generate a delivery bill from the invoice called up. All details and items from the invoice are transferred to the delivery bill.
• Generate credit note - This function is used to generate a credit note from the invoice called up. All details and items from the invoice are transferred to the new credit note.
• Create reminder - This function is used to generate a reminder from the invoice called up. All details and items from the invoice are transferred to the new reminder.
• Create repetition - If the invoice called up is a recurring document, this function can be used to create a new recurring document.
• Generate all repetitions - This function can be used to generate repeat documents for all invoices that have been entered as a repeat document and whose repetitions are due.
• Order import (only with optional online store interface) - Opens a new window in which all new orders from the online store can be displayed and imported into gFM Business. Orders from the online store can be imported into gFM Business either as an order or directly as an invoice.
• Cancel invoice - Cancels the called invoice. This process also removes any posting record in the cashbook for the invoice called up.

Functions for invoice items

Functions relating to the article items can be found under the corresponding button to the left of the article item. The following functions are available for invoice items:

• New position - Opens the popover dialog for entering a new line item.
• Duplicate position - Creates a new item with all the details of the selected item.
• Write off stock - Deducts the number of item items entered from the stock of the item called up. This function can only be called up if a storage location has been specified for the item in which the stock can be booked out.
• Delete position - Permanently removes the position called up from the database.

Credit notes and credit memo items

Under [Invoicing > Credit notes] you will find all the credit memo documents that have been generated so far. If from the CRM module [Customers] a new credit note has been created for a contact, you can now use the [+] at the top right of the item list to add new credit memo items.

To enter a new item, the following item data must be entered in a popover dialog:

• Quantity - Number of items in the new position
• Article no. - Article number from the article management. Click on the button [>] opens a new window in which articles can be conveniently found using a full text search and added as an article item.
• Article - Designation of the article
• Description - Article description
• VAT rate - VAT rate for the current item position
• Price (net and gross)
• Total price (calculated automatically)

Click on the button [New position] Within the popover dialog, the new position for the called credit note is entered and displayed in the position list.

Main functions for credit notes

The following functions are available in gFM-Business for processing credit notes:

• New credit note - Creates a new credit memo document, initially without a link to a contact data record. This can then be edited with the fields [Customer number] and [Address number] must be specified. When a new credit note is created, a new credit note number is generated from the corresponding number range.
• Print credit note - Opens the popover dialog [Print]button to output the selected document or all selected documents to a printer. All print layouts that correspond to the table origin are available for printing. [Credits] or [Credit memo items] were assigned.
• Post credit note - Sets the posting status of the called credit memo to [posted]. A posting record is also created in the cash book, the list of which can be transferred to the tax consultant via DATEV, for example. Enter under [Settings > Preferences > Invoicing] specifies which posting accounts and tax accounts are to be used for the postings.
• Book called - Sets the posting status of all called up credit notes to [posted] and creates corresponding posting records in the cashbook. ATTENTIONBefore selecting this function, make absolutely sure that only the documents that are to be posted are called up.
• Send by e-mail - Sends the current receipt by e-mail. After selecting this function, a dialog opens in which the email address of the assigned contact is displayed by default.
• Send all - Sends all requested receipts by e-mail to the e-mail address entered in the assigned contact. ATTENTIONBefore selecting this function, make absolutely sure that only the documents that are to be sent by e-mail are called up.
• Cancel credit note - Cancels the called credit memo. This process also removes any posting record in the cashbook for the credit memo called up.

Functions for credit memo items

Functions relating to the item items can be found under the corresponding button to the left of the item item. The following functions are available for credit memo items:

• New position - Opens the popover dialog for entering a new line item.
• Duplicate position - Creates a new item with all the details of the selected item.
• Write off stock - Deducts the number of item items entered from the stock of the item called up (or posts them back in). This function can only be called up if a storage location has been specified for the item in which the stock can be booked in or out.
• Delete position - Permanently removes the position called up from the database.

Reminders and reminder items

Under [Invoicing > Reminders] you will find all reminders that have been generated so far. Reminders are generated from an unpaid invoice document and, unlike all other document types, cannot be generated directly from the CRM module [Customers] can be entered from within the system. All article items from the original document are automatically transferred. Additional items such as dunning costs can be added using the [+] at the top right of the item list.

To enter a new item, the following item data must be entered in a popover dialog:

• Quantity - Number of items in the new position
• Article no. - Article number from the article management. Click on the button [>] opens a new window in which articles can be conveniently found using a full text search and added as an article item.
• Article - Designation of the article
• Description - Article description
• VAT rate - VAT rate for the current item position
• Price (net and gross)
• Total price (calculated automatically)

Click on the button [New position] Within the popover dialog, the new item for the called up reminder is entered and displayed in the item list.

Main functions for reminders

The following functions are available in gFM-Business for processing reminders:

• New reminder - Creates a new reminder based on an invoice document. When this function is selected, a popover dialog appears in which the desired original invoice can be selected. All invoices that have not yet been paid in full are available for selection.
• > Reminder level 2 - This function can be used to transfer the called up reminder to reminder level 2.
• > Debt collection - Sets the status [Collection] of the called reminder to active to indicate that the current document is being further processed by a collection agency.
• > Judicial - Sets the status [Judicial dunning procedure] of the called reminder to active to indicate that the current document is in the judicial dunning procedure.
• Print reminder - Opens the popover dialog [Print]button to output the selected document or all selected documents to a printer. All print layouts that correspond to the table origin are available for printing. [Reminders] or [Reminder items] were assigned.
• Send by e-mail - Sends the current reminder by e-mail. After selecting this function, a dialog opens in which the email address of the assigned contact is displayed by default.
• Send all - Sends all called reminders by e-mail to the e-mail address entered in the assigned contact. ATTENTIONBefore selecting this function, make absolutely sure that only the reminders that are to be sent by e-mail are called up.
• Delete reminder - Permanently removes the called reminder from the database.

Functions for dunning items

Functions relating to the article items can be found under the corresponding button to the left of the article item. The following functions are available for dunning items:

• New position - Opens the popover dialog for entering a new line item.
• Duplicate position - Creates a new item with all the details of the selected item.
• Write off stock - Deducts the number of item items entered from the stock of the item called up (or posts them back in). This function can only be called up if a storage location has been specified for the item in which the stock can be booked in or out.
• Delete position - Permanently removes the position called up from the database.

Purchasing and order management

Under [Invoicing > Purchasing] you can manage all your own goods orders. If from the CRM module [Customers] a new order has been created for a contact, you can now use the [+] at the top right of the item list to add new order items. In contrast to all other documents, the article numbers of the supplier are used for orders when adding new article items. Please make sure that the supplier article number in the [Article] was maintained accordingly.

To enter a new item, the following item data must be entered in a popover dialog:

• Quantity - Number of items in the new position
• Article no. - Article number from the article management. When entering orders, the article number of the supplier is used at this point. This must have been maintained in the corresponding article, otherwise the article will not be displayed in the list.
• Article - Designation of the article
• Description - Article description
• VAT rate - VAT rate for the current item position
• Price (net and gross)
• Total price (calculated automatically)

Click on the button [New position] Within the popover dialog, the new item for the order called up is entered and displayed in the item list.

Main functions for orders

The following functions are available in gFM-Business for processing orders:

• New order - Creates a new order, initially without a link to a supplier data record. This can then be edited with the fields [Customer number] and [Address number] must be specified. When a new order is created, a new order number is generated from the corresponding number range.
• Print order - Opens the popover dialog [Print]button to output the selected order or all selected orders to a printer. All print layouts that correspond to the table origin are available for printing. [Orders] or [Order items] were assigned.
• Send by e-mail - Sends the current order by e-mail. After selecting this function, a dialog opens in which the email address of the assigned contact is displayed by default.
• Send all - Sends all called orders by e-mail to the e-mail address entered in the assigned contact. ATTENTIONBefore selecting this function, make absolutely sure that only the orders that are to be sent by e-mail are called up.
• Post all stocks - Posts all items in the order as stock. A new stock data record is created in the respective item, to which a storage location can then be assigned.
• Delete order - Permanently removes the requested order from the database.

Functions for order items

Functions relating to the article items can be found under the corresponding button to the left of the article item. The following functions are available for order items:

• New position - Opens the popover dialog for entering a new line item.
• Duplicate position - Creates a new item with all the details of the selected item.
• Post inventory - Posts the number of entered article items to the stock of the called article. A new stock data record is created in the respective item, to which a storage location can then be assigned.
• Post all stocks - Posts all items in the order as stock. A new stock data record is created in the respective item, to which a storage location can then be assigned.
• Delete position - Permanently removes the position called up from the database.

Part 5: Cash book and bank

This was the fourth part of our series of articles "Working effectively with gFM Business and saving time" on the subject of invoicing and receipts. In the fifth part, we will look at the cash book, bank postings and account statements, direct debits, SEPA mandates and SEPA transfers.

Download gFM-Business Light or Professional

gFM-Business Light and gFM-Business Professional can be downloaded free of charge as a 30-day trial version from the Support & Downloads can be downloaded. On this page you will also find an overview of all other downloads and documents.

All articles in the series

• Use gFM Business effectively and save time. Part 1: CRM
• Use gFM Business effectively and save time. Part 2: Documents and correspondence
• Use gFM Business effectively and save time. Part 3: Article management
• Use gFM Business effectively and save time. Part 4: Invoicing and documents