Customer Invoices

Overview

A Customer Invoice (CI) bills the customer for goods or services.
You can create one manually, or copy it from a Sales Order (SO) or a Delivery Note (DN).
When a Sales Order is copied to a Customer Invoice, they are linked automatically at header level.
An invoice in an accounting status updates the customer's account and the Customer Age Analysis.

Customer Invoices are not deleted: to remove one, set its status to Cancelled. This method ensures the number sequence has no gaps.

Before you create Customer Invoices, set up:

Your Customers, with their Credit Terms, billing address and accounting details.
The Accounting settings, including whether invoices are posted to the ledger (see Accounting Settings).
The Customer Invoice Statuses, with the Accounting checkbox checked on the statuses that post to the ledger.
An output template for the invoice (see Output).

For step-by-step instructions, see the Customer Invoices Tutorial.

Settings

User Settings

Note

The defaults are the values for new databases and new users. Your database may have different values.

Info

Batch updates on the list view also need the General > Batch Updates - Access Allowed setting.

Setting	Description	Default
Customer Invoices > Viewing/Editing Allowed	None: No access whatsoever. All: Full access. Own (Rep): You can only view invoices for which you are the rep.	None
Customer Invoices > New Allowed	Yes: You can create Customer Invoices. No: You cannot create Customer Invoices.	No
Customer Invoices > Change Status Allowed	Yes or No. Whether you can change an invoice's status.	No
Setups > Customers Accounting - Access Allowed	Yes or No. Yes allows access to the Accounting tab on customer records.	No
Copy Rules > Customer Invoices - Copy to Customer Credit Note	Yes or No.	No
Copy Rules > Sales Orders - Copy to Customer Invoice, Delivery Notes - Copy to Customer Invoice	Yes or No, for each. Whether you can create invoices from those transactions. Note: Versions before 26.05 show "Sale Order" in this caption.	No
Default Templates > Customer Invoices	Your default output template for invoices.	None
Default Transactions View > Customer Invoices	The list that opens with the module: Today All Pending All Active All Pending & Active	Today

Accounting Settings

Setting	Description	Default
Allow CI,CC,SI,SDN transactions to be created in the Ledger	CI = Customer Invoices, CC = Customer Credit Notes, SI = Supplier Invoices, SDN = Supplier Debit Notes. Yes: The documents are also posted to the ledger. No: The documents are only created in their own modules, and separate ledger transactions must be created for accounting purposes.	No
Use a Branch level sequence for Inv No. and CC No.	Yes: Sets a different numbering sequence for each branch. New then offers a list of branches, and the invoice's branch cannot be changed. No: Uses the same numbering sequence throughout.	No

General Settings

Setting	Description	Default
Sales Orders & Invoicing > Ledger Entry Type for Receive on Invoice	Select the Entry Type in which customer receipts are recorded (normally Customer Receipts). It is used when you click Receive on an invoice (see Receipts).	None
Payment Gateways > SnapScan - Merchant SnapCode	Enter your SnapScan Merchant SnapCode to generate a SnapScan QR code on Customer Invoices.	Blank
General > Caption: Reference Field 1 (also 2 and 3)	Enter the caption for each of the three reference fields on transactions, for example, Reference. A reference field with no caption is hidden.	Blank

List View

The list opens in the view set by your Default Transactions View setting. Menu > Views switches between the Transaction view, which displays one row for every Customer Invoice, and the Items view, which displays one row for every line item on the Customer Invoice.

Buttons Explained

Button	Description
Reset	Resets the data filters.
Arrow on Reset	Select a filter option: Today All Pending All Active All Pending & Active
View	Lists the invoices that match the filters.
New	Creates an invoice.
Output	Prints, previews or emails the selected invoices (see Output).
Actions	Displays the Batch Update option, which changes the category or Status of the selected invoices. In the Items view, it changes the Account or VAT of the selected lines.
Menu	A submenu with these options: Views: Transaction or Items Settings: Edit Categories Export: Email Excel, Export Grid, Export XML (the selected invoices in .xml format, for digital-invoice requirements in the EU), Export UAE eInvoices (.csv) (see E-Invoicing (UAE)) Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Filters Explained

Filter	Description
No.	Select the kind of number, then enter it: CI: the invoice number. DN: a Delivery Note the invoice is linked to. SO: a Sales Order the invoice is linked to. The other filters are ignored while a number is entered.
Search	Finds invoices with the text in the Reference or Ref No.
Date	The invoice date range: No Date User Date (a range you choose) Today Yesterday This week Last week This month Last month This year Last year Fin year The arrows move the range back or forward.
Status	Check the status groups to include: Pending Active Complete Cancelled If none of the status groups are checked, all the entries appear.
User	Shows only the invoices created by the selected user.
Rep	Shows only the invoices for the selected rep.
Customer	Shows only the invoices for the selected customer.
Customer Category	Shows only the invoices for customers in the selected Customer Category.
Branch	Shows only the invoices for the selected branch.

Fields Explained

Info

Fields marked in green (✎) can be edited.

Column	Description
CI No.	The invoice number.
Date	The invoice date.
SO No.	The Sales Order the invoice came from.
Category (Cus)	The customer's category.
Rep	The sales rep.
Order No.	The customer's order number.
Reference	Your reference.
Customer	The customer.
Category	The invoice's category.
Acc No.	The customer's account number.
DN No.	The Delivery Notes the invoice came from.
Currency	The abbreviation of the currency used on the invoice.
User	The user who created the invoice.
WF No.	The linked Workflow number (see Workspace).
Status	The invoice's status, in the colour of its status group.
Contact	The customer's contact person.
Due Date	When payment is due.
Branch	The invoice's branch.
ID	The system-generated number of the invoice.
Ageing	How old the invoice is.
Terms	The Credit Terms.
Total (CUR)	The transaction total in its currency.
Total (Exc)	The transaction's VAT exclusive total.
VAT	The amount of VAT on the transaction.
Total (Inc)	The transaction's VAT inclusive total.
Ledger ID	The system-generated number allocated to the ledger entry.
Outstanding	The amount still unpaid.
From	The type and number of the transaction it was copied from (for example, SO 123 or DN 45).
Flow	The system-generated number allocated to the transaction flow (all the transactions copied from each other).
Ref No.	A reference number.
SM No.	The linked Service Manager ticket number.
NCR No.	The linked Non-Conformance Reports.
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Attachments	Shows when attachments are linked to the invoice (see Attachments).
Updated	The date the invoice was last updated. Note: Before version 26.05, this column showed the user instead, the same as Updated by, and came after Updated by.
Updated by	The user who last updated the invoice.
Deliver to	The delivery address.
Status Note	The note entered on the status bar.
Region	The customer's region.
Menu (...)	A submenu that can also be accessed by right-clicking an entry, with these options: Open Workflow Open Transaction in Ledger View Customer Summary View linked Transactions View SM Responses (see Service Manager) Copy to Credit Note Edit

Items View: Fields Explained

The Items view displays one row for every line item on the Customer Invoice.

Column	Description
ID	The system-generated number of the invoice.
Ledger ID	The system-generated number allocated to the ledger entry.
CI No.	The invoice number.
Status	The invoice's status.
Date	The invoice date.
Reference	Your reference.
Branch	The branch.
Category	The invoice's category.
Currency	The abbreviation of the currency used on the invoice.
Order No.	The customer's order number.
SO No.	The Sales Order the line came from.
Inv Total (CUR)	The invoice total in its currency.
Inv Total (exc)	The invoice's VAT exclusive total.
Inv VAT	The amount of VAT on the invoice.
Inv Total (inc)	The invoice's VAT inclusive total.
Customer	The customer.
Due Date	When payment is due.
Rep	The sales rep.
Ageing	How old the invoice is.
Outstanding	The amount still unpaid on the invoice.
Item ID	The system-generated number for the item.
Item	The line number.
Description	The line's description.
Code	The line's code.
Unit	The unit.
Account	The ledger account the line is posted to.
Item Total (CUR)	The item's total in its currency.
Item Total (exc)	The item's VAT exclusive total.
Item VAT	The total amount of VAT on the item.
Item Total (inc)	The item's VAT inclusive total.
Item /Unit	The price per unit.
Qty	The quantity invoiced.
Adj %	The percentage adjustment on the price.
Adjustment	The adjustment as an amount.
From (Trans)	The type and number of the transaction it was copied from (for example, SO 123 or DN 45).
From (Item)	The type and number of the transaction the line was copied from (for example, SO 123).
QT No.	The Quotation the line came from.
CGST Amt	The item's CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The item's SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The item's IGST amount. Only for companies that use GST (India) (see GST (India)).
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
Deliver to	The delivery address.
VAT Type	The VAT Type applicable to the line item.
VAT%	The percentage VAT applicable to the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
Category (SO Item)	The Sales Order line's category.
Category (Cus)	The customer's category.
Created by (Cus)	The user who created the customer record.
Subtotal	The item's subtotal (before adjustments).
Direct Cost	The line's direct cost.
Margin	The line's margin.
Profit	The line's profit.
Created by	The user who created the invoice.
WO No.	The Work Orders the line came from.
Del No.	The Delivery Note the line came from.
Region	The customer's region.
Menu (...)	The same options as on the Transaction view.

Edit View

Buttons Explained

Button	Description
Arrows	Move to the previous or next transaction on the list.
New	Saves the open invoice and creates a new one. With a branch-level number sequence, select the branch from the list.
Save	Saves your changes.
Output	Prints, previews or emails the invoice (see Output).
Status	Changes the invoice's status. Needs Change Status Allowed.
Links	Lists the transactions linked to the invoice. Select one to open it.
Actions	A submenu with these options: Copy to Credit Note (needs editing access to Credit Notes) Add Attachment Update the From Transaction: updates the invoice from its source, or a different one, and warns that this breaks the links to downstream transactions Order Items by Material Category
Menu	A submenu with these options: Find Invoice No... Open Workflow Open Transaction in Ledger View Detailed Ledger View Audits View Customer Summary View linked Transactions View SM Responses Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)
View Receipts	Shows the receipts allocated to the invoice (see Receipts View).
Receive	Records a receipt against the invoice (see Receipts).

Header Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
CI No.	The invoice number.
Date	The invoice date.
Customer	The customer.
Contact	The customer's contact person.
Rep	The sales rep.
Reference	Your reference.
Note	A note, below the reference.
Order No.	The customer's order number.
Ref No.	A reference number.
Category	The invoice's category.
Terms	The Credit Terms. They set the Due Date.
Due Date	When payment is due.
Days	How many days old the invoice is.
Outstanding	The amount still unpaid.
Billing	The billing address. It is filled in from the customer's default billing address (Customer > Street Addresses tab).
Deliver to	The delivery address.
Branch	The invoice's branch.
Currency	The invoice's currency (see Currencies).
Rate	The exchange rate.
Ledger ID	The ledger transaction.
From	The type and number of the transaction it was copied from (for example, SO 123 or DN 45).
SM No.	The Service Manager ticket.
NCR	Any linked Non-Conformance Report.
Updated	Who last changed the invoice, and when.

Item Buttons Explained

Button	Description
S/Order	Adds lines from Sales Orders.
D/Note	Adds lines from Delivery Notes.
Material	Adds materials.
Custom	Adds a custom line.

Item Fields Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
ID	The system-generated number for the item.
Description	The line's description.
SO No.	The Sales Order the line came from.
Qty	The quantity invoiced.
Unit Cost	The cost per unit.
Total (Exc)	The item's VAT exclusive total in the local currency.
Subtotal	The item's subtotal (before adjustments).
Adj %	A percentage adjustment.
Adjustment	The adjustment as an amount.
/1000	The price per thousand.
Ref No.	A reference number.
Unit	The unit.
Fixed Cost	A fixed cost added to the line.
/Unit	The price per unit.
VAT Type	The VAT Type selected for the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
Fixed Price	A fixed amount added to the line.
Unit Price	The price.
VAT	The VAT amount on the line item.
Total (Inc)	The item's VAT inclusive total in the local currency.
VAT %	The VAT percentage on the line item.
Group	The output group.
Item	The line number.
Account	The ledger account the line is posted to. It can come from the line's Category.
Total Cur	The item's total in its currency.
DN No.	The Delivery Note the line came from.
Code	The line's code.
From	The type and number of the transaction the line was copied from (for example, SO 123).
QT No.	The Quotation the line came from.
CGST %	The CGST percentage. Only for companies that use GST (India) (see GST (India)).
SGST %	The SGST percentage. Only for companies that use GST (India) (see GST (India)).
IGST %	The IGST percentage. Only for companies that use GST (India) (see GST (India)).
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
Type	The kind of line (see Item Types).
/Qty	The quantity the price is for.
WO No.	The Work Order the line came from.
Menu (...)	A submenu with these options: Delete Item Convert to Fixed Unit Price (MUP) Convert Fixed Price to Unit Price View/Edit Note View/Edit Specification Open linked Material Item Move Up Move Down

Receipts View

View Receipts lists the receipts allocated to the invoice. Double-click a receipt to open it in the ledger.

Field	Description
ID	The system-generated number of the ledger transaction.
Date	The receipt date.
Reference	The receipt's reference.
Amount	The receipt amount.
Unallocated	The part of the receipt that is not allocated yet.
Allocated	The part of the receipt allocated to this invoice.
... (button)	Opens the receipt in the ledger.

Statuses

Customer Invoices use the statuses set up for the module. See Statuses for the status groups and default statuses.

Customer Invoices are not deleted: set an invoice to a Cancelled status instead, so the number sequence has no gaps. Receive only works on an invoice in a status with the Accounting checkbox checked.

How Customer Invoices Work

Receipts

Click Receive on an invoice to record a customer receipt against it.
The receipt is created in the Entry Type set by Ledger Entry Type for Receive on Invoice.
The invoice must be in an accounting status, and not already settled in full.
View Receipts lists the receipts with their Amount, Allocated and Unallocated values.

E-Invoicing (UAE)

Customer Invoices can be exported to a .csv file in the UAE e-invoicing format, together with the Customer Credit Notes in the same date range: Customer Invoices list view > Menu (button) > Export UAE eInvoices (.csv). See How to Export E-Invoices (UAE).

The Bill To address is the address selected in the Billing field of the invoice. It is filled in from the customer's default billing address (Customer > Street Addresses (tab)).
The Ship To address is the invoice's delivery address (Deliver to).
The company's details come from My Organisation > e-Invoicing (tab), and the customer's from the customer's e-Invoicing (tab).
Cancelled transactions are not exported.
From version 26.05, each VAT Type has a Code with its e-invoicing tax category (see VAT Types in VAT (Standard)), and My Organisation's e-Invoicing tab has a Scheme field.

SnapScan

A SnapScan QR code on Customer Invoices can be generated if the Merchant SnapCode is entered in the general setting Payment Gateways > SnapScan - Merchant SnapCode.

Output Templates

For the data available on output templates, see Output Data Pipelines.

Customer Invoices

Overview#

Settings#

User Settings#

Accounting Settings#

General Settings#

List View#

Buttons Explained#

Filters Explained#

Fields Explained#

Items View: Fields Explained

Edit View#

Buttons Explained#

Header Explained#

Item Buttons Explained#

Item Fields Explained#

Receipts View#

Statuses#

How Customer Invoices Work#

Receipts#

E-Invoicing (UAE)#

SnapScan#

Output Templates#

Overview

Settings

User Settings

Accounting Settings

General Settings

List View

Buttons Explained

Filters Explained

Fields Explained

Edit View

Buttons Explained

Header Explained

Item Buttons Explained

Item Fields Explained

Receipts View

Statuses

How Customer Invoices Work

Receipts

E-Invoicing (UAE)

SnapScan

Output Templates