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Invoicing — user documentation

This documentation describes the “Invoicing” section: bills and invoices, payments (incoming/outgoing), debt control, payment calendar, taxes, printing and reporting.

Who this section is for​

The “Invoicing” section is typically used by:

  • Sales manager / account manager — creates invoices, controls payments, works with accounts receivable by partners and contracts.
  • Accountant / finance specialist — registers payments, matches payments with documents, controls debt closure, builds reports.
  • Logistics / warehouse (if the warehouse contour is enabled) — creates and processes shipments based on invoices.

If some documents or menu items are missing in your configuration, that is normal: the available functionality depends on enabled modules and settings.

Contents​

Sections:

Quick start​

Scenario: create an invoice and register an incoming payment​

  1. Open “Invoicing” → “Operations” → “Invoices”.
  2. Create an invoice:
    • select a partner;
    • specify a contract (if used);
    • fill lines (items/services, quantity, price, tax).
  3. Move the invoice to status “To pay” (if required by your configuration rules).
  4. After the payment is received, register an incoming payment and match it with the invoice.
  5. Control debt in reports and in the payment calendar.

Scenario: create a bill and register a supplier payment​

  1. Open “Invoicing” → “Operations” → “Bills”.
  2. Create a bill and fill lines.
  3. Move the bill to status “To pay” (if required).
  4. Register an outgoing payment and match it with the bill.

End-to-end process “from amount due to debt closure”​

Below are typical document chains. In a particular configuration, some steps may be disabled or replaced.

Sales (customer)​

  1. Invoice — records the sale in accounting (revenue/taxes/customer debt).
  2. Shipment (optional) — a warehouse document that can be created from an invoice.
  3. Incoming payment — records money receipt and reduces debt (after matching with documents).

Purchase (supplier)​

  1. Bill — records the purchase in accounting (amounts/taxes/company payable to the supplier).
  2. Outgoing payment — records payment to the supplier and reduces debt (after matching with documents).

Practical guideline:

  • if debt accounting is maintained by invoices, match incoming payments with invoices;
  • if debt accounting is maintained by bills, match outgoing payments with bills;
  • if the payment calendar is used, verify payment terms in documents and in settings.

The “Invoicing” section typically contains groups:

  • Operations — bills, invoices, payments and correction documents.
  • Processes — processing panels and lists (if enabled).
  • Reporting — debt/payment/tax reports.
  • Settings — parameters and directories.

Terms​

Bill​

A document that records receiving goods/services from a supplier and the amount due to the supplier.

Invoice​

A document that records the sale in accounting (revenue, taxes, debt).

Incoming payment​

Receipt of funds (payment from a customer/partner).

Outgoing payment​

Withdrawal of funds (payment to a supplier, refund, other payouts).

Debt​

The difference between document amounts and the amounts of payments matched with them.

Statuses and editing (general principle)​

Many documents in “Invoicing” follow a typical lifecycle:

  • Draft — the document can be freely edited;
  • To pay (or Ready, depending on the document) — the document is confirmed for further actions (printing, creating related documents, payments matching);
  • Done — the document is completed (often means operations are closed);
  • Cancelled — the document is excluded from accounting/processes.

Exact behavior depends on configuration. As a rule, the “higher” the status, the more restrictions there are on changing fields and lines.

Integrations and dependent contours (user level)​

  • Bank/cash: payments are linked to bank accounts/cash registers; movement and debt reports are built from them.
  • Inventory (if used): invoices can create shipments; some fields (warehouse, delivery address) become required.
  • Taxes: taxes can be set manually in lines or substituted automatically based on settings.

FAQ​

Why doesn’t debt decrease after entering a payment?​

Usually you need to:

  1. Make sure the payment is matched with documents (bills/invoices).
  2. Check document and payment statuses (they must not be cancelled).
  3. Check currency and amounts (partial payment, overpayment).

See: Payments, Incoming payments, Outgoing payments, Debt and payment calendar.

Why isn’t document printing available?​

Printing most often depends on:

  • document status (for example, printing is available only from “To pay” / “Ready”);
  • the presence of a configured print template.

See: Reports and printing, Settings and directories.