Invoices
Issue and collect sales invoices — create or import lines, statuses, taxes (VAT, FODEC, stamp duty, withholding), record payments and print receipts, transfer items to a delivery note, credit notes, lock and sign.
The invoice is the document that creates the receivable: what the client owes you, with taxes. Payments recorded against it move its Payment Status from Pending to Partially Paid and Paid; credit notes reduce what is due. An invoice can be created directly, transferred from a quotation, an order or a delivery note, or built by importing lines from several of them.
Screen tour
| Control | What it does |
|---|---|
| Create Invoice | Create drawer: customer, location, branch, ledger, invoice date |
| Advanced Features | Numbering (invoice references), Payment Numbering (receipt references), Exercice, Statistics, Scan Invoice, Export PDF, Print List |
| Print Report | Prints the filtered list |
| Filter | Search, Payment Status, customer, dates, year, branch, location |
| Column | Content |
|---|---|
| Ref # / Date | Reference (INV-0001) and invoice date |
| Customer | Client, e-mail and client reference |
| Received / Remaining / Total | Amount paid, amount still due, net to pay |
| Branch / Location | Origin |
| Status | Payment status: Pending, Partially Paid, Paid |
| Actions | View, Print, Edit |
Create an invoice
Directly
Create Invoice, pick the Customer, check Location, Branch, Ledger, Invoice Date, then Create Invoice. Add lines in the editor exactly as on a quotation.
From another document
On an approved quotation: Transfer to Invoice. On a sales order: Transfer to Invoice (choose lines and quantities). On a delivery note: Transfer to Invoice. The invoice opens with the copied lines, client, ledger and tax settings.
By importing lines
In an invoice, Import from → From quotation or From sales order pulls the lines of the documents you select — useful to group several deliveries or orders of the same client on one invoice.
The editor
| Area | What you do there |
|---|---|
| Toolbar | Currency indicator, Import from, Status menu (Draft, Sent, Approved, Cancelled, Lock), Sign, Print, Payment |
| Invoice Information | Reference (locked by default), Client, Invoice Date, Expiry Date (due date) |
| Invoice Items | Lines with Edit / delete and the inline entry row |
| Taxes | FODEC (Industry Tax), Stamp Duty, Tax Withholding |
| Invoice Summary | Subtotal, discount, total excl. tax, FODEC, VAT, stamp duty, Net to Pay |
| Payment Management | Payment Status, paid and remaining amounts, Add Payment |
| Payment Transactions | Every payment with method, reference, status, amount and a print receipt button; Print all receipts |
| Delivery Note Transfer | Transfer status of the items to delivery notes and Transfer Items to Delivery Note |
| Notes & Remarks, Invoice Attachments, Danger Zone | Remarks, files, delete |
Status menu
| Status | Meaning |
|---|---|
| Draft | Being prepared |
| Sent | Sent to the client |
| Approved | Validated; the receivable is posted to the ledgers configured in Ledger Settings |
| Cancelled | Cancelled (kept for the audit trail) |
| Lock | Freezes the document (see below) |
Record a payment
Open the payment form
Click Payment in the toolbar or Add Payment in Payment Management. The form shows the invoice total, the remaining amount and the client wallet balance.
Fill in the payment
Payment Amount is pre-filled with the remaining amount (Full Amount restores it); choose the Payment Method (Manage methods opens Payment Types), an optional Commission (%), the Payment Date, the Payment Status (Pending, Processing, Completed, Failed, Cancelled, Refunded), the Ledger and, if the money should move, the Treasury Account.
Instrument details when required
Bank and cheque methods add a Payment instrument block: Reference number and Bank name are required (cheque number, voucher code…). Add a Reference and Notes if useful, then Add Payment.
After saving, the payment appears in Payment Transactions and the Payment Status is recomputed.
Payment rules
- A payment with status Completed is the only one counted as received; Pending payments are listed but do not reduce the balance.
- Completed payments post a debit on the treasury/cash ledger and a credit on the receivable ledger; deleting a payment reverses the entries.
- Payment Status of the invoice: Pending (nothing received), Partially Paid, Paid. Deleting or editing a payment recomputes it.
- Receipts are numbered from the Payment Numbering configuration; print one receipt from its row or Print all receipts.
- The client wallet (credit from credit notes or prepayments) can be used to pay — the balance is shown at the top of the form.
Taxes on the invoice
| Switch | Effect |
|---|---|
| FODEC (Industry Tax) | Adds the industry tax on the total excluding tax; the rate is resolved per product |
| Stamp Duty | Adds the fixed stamp amount defined for the company |
| Tax Withholding | Deducts the withholding from the net to pay; rate from the invoice, else the client category, else the client |
The HT / TTC switch above the lines changes whether unit prices are entered excluding or including VAT.
Transfer items to a delivery note
An invoice issued before delivery can generate its delivery note: Transfer Items to Delivery Note lists the lines and quantities not yet delivered and creates the note (Not Delivered). The Delivery Note Transfer card then shows Not Transferred, Partially Transferred or Fully Transferred and links the notes.
Credit notes and refunds
When an invoice must be reduced (returned goods, pricing error), create a credit note: from a return note (Credit note button) or directly in Credit Notes. Applying the credit note to the invoice records the credit against it; the credit can also go to the client wallet or be refunded.
Lock, sign, print
- Lock (Status menu) prevents any change; a reason is requested (e.g., Invoice approved and sent to customer) and stored in the logs. An invoice must be unlocked to be deleted.
- Sign marks it as signed for printing and records.
- Print opens the print layout; the reference, taxes and payment summary are printed. Accountant users can verify invoices from the Accountant Portal.
Status workflow
Field reference
| Field | Required | Notes |
|---|---|---|
| Customer, Location, Ledger | Yes | Ledger from Ledger Settings |
| Invoice Date | Yes | Defaults to today |
| Expiry Date | No | Due date printed on the invoice |
| Lines | Product and quantity | Price, VAT and discount per line |
| Payment: Amount, Method, Date, Status, Ledger | Yes | Treasury account optional; instrument fields required for bank/cheque methods |
Troubleshooting
| Situation | What to do |
|---|---|
| Select payment method is empty | Create methods in Payment Types or click Manage methods |
| Reference number is required / Bank name is required | The chosen method is a bank or cheque type: fill in the instrument block |
| Payment saved but status still Pending | The payment status is not Completed — edit it |
| Cannot delete the invoice | Unlock it first (Status → Unlock) |