Sales invoices

A sales invoice records goods or services you sold on credit or for cash. When approved, it adds to the customer's balance, posts your sales, tax and cost of goods sold, and takes the goods out of stock.

Go to Sales › Sales Invoice.

Creating an invoice

1. Click Add.
2. Choose the Customer. If you sell to a walk-in customer through a general customer, type the buyer's name in Manual Customer Name; it prints on the invoice.
3. Fill in the header:
   • Invoice Date and Due Date. After the due date, the invoice shows Overdue by N days.
   • Order Number: the customer's order or PO number, if any.
   • Currency (and Manual Exchange Rate to override the rate). In another currency than the base one, item prices are converted at the rate (15,000 IQD becomes 10 USD at 1,500), changing the currency converts the lines you already added, and every amount shows its base-currency value under it. See Currencies.
   • Project Name.
4. Add the lines (Item Details):
   • choose the item; the sales rate, unit and tax are filled from the item. You can also scan a barcode into the item list's Search box: the item (or the variant or unit of that barcode) is added with quantity 1, scanning it again adds one more, and the list stays open for the next scan;
   • choose the warehouse for the line (it starts on the item's default warehouse), and the Variant and Batch where the item has them;
   • enter Quantity, adjust Rate, Tax and line Discount if needed.
5. Optionally add an invoice discount (Discount Type % or amount), Notes and Terms & Conditions.
6. Click Save as Draft to finish later, or Save as Approve to post it.

The Discount fields appear when Discount is on in Preferences, and the tax column when Tax On Sales is on.

Recording the payment

When the customer pays:

• From the invoice: open it and click Record Payment. Enter the amount, Payment Type, Deposit To (the cash or bank account) and the date. The Payment Type must match the account: Cash needs a cash account (Cash or an account under it), Bank a bank account (your main bank account or a branch under it); otherwise saving is refused ("The Cash payment type needs a cash account." / "The Bank payment type needs a bank account."). Other payment types your administrator adds are not checked. Choosing Bank selects the main bank account of Ledger Configuration and Cash the main cash account; you can still pick a branch or another account in the list. For an invoice in a foreign currency, the Exchange Rate box is filled with today's rate (the invoice's own rate is shown under it as Invoice rate); the exchange gain or loss against the invoice's rate is shown before you save. You can also choose another Currency: the amount then becomes the cash in that currency that pays the full balance (converted with today's rate of the invoice's currency, shown in its own rate box), and Off the invoice shows the balance it clears. See Payments received.
• From Payments Received: to pay several invoices of one customer at once. See Payments received.

The invoice shows Partially Paid until the Balance Due is zero, then Paid.

Printing and sending

On the invoice page: Print (A4 page), POS Print / Retail Receipt (80 mm receipt printer), PDF, Excel and Send Mail. See Using the app for how printing works.

The totals under the items are, in order: SubTotal, Discount, Tax, Total (what the customer owes for the invoice), Payment Received (when there are payments) and Balance Due. The payments table under the invoice shows each payment with its date, number, reference and payment type.

Returns

Create Credit Note on an approved invoice starts a credit note with the invoice's lines, for goods the customer brings back.

Editing and deleting

Approved invoices can be edited or deleted with the right permission, unless the period is closed, stock from it has moved on, or it has payments or returns. See Draft and approved documents.

What it posts

Dr accounts receivable, Cr each line's sales account and tax payable; Dr discount allowed for the invoice discount; Dr cost of goods sold / Cr inventory at average cost for stock goods. See What each document posts.