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Invoices

Where to find it​

Open “Invoicing” → “Operations” → “Invoices”.

Purpose​

An invoice records a sale in accounting:

  • line amounts;
  • taxes;
  • customer debt;
  • and, if the Inventory contour is enabled — relationship with shipments.

Depending on settings, an invoice can be:

  • a document used to control debt (if debt accounting is maintained by invoices);
  • a basis for creating a shipment (if Inventory is used);
  • a document for printing primary forms (if print templates are enabled).

Invoice card​

Main fields​

  • type;
  • date and number;
  • partner;
  • contract (if used);
  • warehouse/address (if used);
  • note.

If the payment calendar is used, the invoice may include payment terms / due date (field names depend on configuration).

Lines​

  • item/service;
  • quantity;
  • price;
  • tax;
  • amount.

Statuses​

Typical status set:

  • Draft;
  • To pay;
  • Done;
  • Cancelled.

As a rule:

  • in Draft, you can change the header and lines;
  • in To pay, the document is confirmed for further actions (printing, creating a shipment, payments matching);
  • in Done, the document is considered closed;
  • Cancelled excludes the document from the process/settlements.

Relationship with shipment​

If Inventory is used:

  • an invoice can create a shipment;
  • a shipment can be created automatically based on a type setting.

See: Shipments from invoice.

Practical tip: if the shipment is created automatically from the invoice, first verify the lines (items, quantities, warehouse/address), and only then move the invoice to the status that triggers auto creation.

Payment​

An invoice can be linked to incoming payments. Debt is calculated based on matched payments.

If the payment amount is less than the invoice amount, it is a partial payment, and debt remains until full settlement.

Quick payment from an invoice​

In some configurations, an incoming payment can be created directly from an invoice.

Typical flow:

  1. Move the invoice to status “To pay”.
  2. Click “Register Payment”.
  3. Review the created incoming payment card and save it.

The system typically:

  • substitutes partner, company, accounts/cash registers and payment type (depending on settings);
  • sets the amount equal to the remaining amount due;
  • immediately performs payments matching with this invoice so that debt decreases.

See: Incoming payments.

See also: Payments, Debt and payment calendar.