Viewing a Sales Invoice

Viewing the Invoice

To view an invoice, follow these steps:

1. Click on “Sales” from the main menu.
2. Click on “Manage Invoices”.
3. Click on the invoice you want to display.
4. The screen will display the invoice template with a set of control tools and various actions.

Invoice Screen Elements

• Invoice Status: You can manually change the invoice status in addition to the basic statuses by clicking on “Select Status”. You can also adjust the status list by clicking on “Edit Invoice Statuses List“.
• Email to Client: The invoice is sent to the client via email.
  • Note: This button changes to “Print Invoice” depending on the invoicing method selected during the invoice creation step.

Invoice Related Links

At the top of the invoice page, several quick-access links are displayed to help you navigate to related records and transactions, including:

• Invoice Journal Entry Link: Opens the accounting journal entry generated from the invoice.
• Cost Journal Entry Link: Opens the cost journal entry related to inventory movement, if available.
• Client Link: Opens the customer profile associated with the invoice.
• Payment Status: Displays the current payment status of the invoice such as Paid, Partially Paid, or Unpaid.
• Invoice Navigation Arrows: Up and down arrows appear next to the invoice number, allowing you to quickly move between previous and next invoices without returning to the invoice management screen.

Invoice Actions Center

The invoice actions center contains a full set of operations available for the invoice:

• Edit: Edit the invoice data.
• Print: Print the invoice.
• PDF: Download the invoice in a PDF file format.
• Add Payment: Add payments to the invoice.
• Vouchers: A list that contains a set of stickers for various purposes, and their data is derived from the invoice data.
  • Note: Additional vouchers can be added by setting one of the invoice templates into a voucher. For more information, refer to the “Set an Invoice Template to a Voucher“ guide.
• Refund: Create a refund invoice from the current invoice.
• Clone: Create a copy of the invoice with the same details.
• Set Up Installment Agreement: Create an installment agreement linked to the invoice.
• Distribute Advance Payment: Allocate a down payment to the invoice.
• Send Via: Send the invoice using available delivery methods such as email.
• Send SMS: Send the invoice and its data in a text message.
  • For more details, refer to the “Send SMS for Invoice” guide.
• Assign Cost Centers: Assign a sub-cost center to the invoice.
  • Note: The “Chart of Accounts & Journals Accounting” application must be activated. For more details, refer to the “Activate the Chart of Accounts App“ guide.
• Sales (Credit 100): View or create the accounting entry related to sales.
• More Options: Include a range of other actions such as (adding notes, cloning, scheduling appointments, creating a refund receipt, and more).
• Operations Windows: A set of display tabs for the operations performed on the invoice:
  • Invoice: Displays the printed form of the invoice.
  • Details: Shows the values of the custom fields added inside the invoice.
  • Appointments: Shows the appointments recorded for the invoice.
  • Payments: Displays a list of payments for the invoice.
  • Requisitions: Displays the product transactions for the invoice.
    • Note: This window only appears when “Requisitions for Sales & Purchase Invoices” is enabled. For more information, refer to the “Managing Requisitions” guide.
• Convert to Production Plan: Convert the invoice into a production plan.
• Assign Work Order: Link the invoice to a work order.
• Add Note/Attachment: Add notes or attachments to the invoice.
• Schedule Appointment: Create an appointment linked to the invoice.
• Delete: Delete the invoice.
• Create Debit Note: Create a debit note linked to the invoice.

Notes

• The Email to Client button changes to Print Invoice depending on the invoicing method selected during invoice creation.
• Some actions require additional applications to be activated, such as Cost Centers, Production Plans, and Work Orders.

Operations Windows

The invoice screen includes a set of tabs that display operations related to the invoice:

• Invoice: Displays the printable version of the invoice.
• Details: Shows the values of the custom fields inside the invoice.
• Appointments: Displays appointments linked to the invoice.
• Payments: Displays a list of payments related to the invoice.
• Requisitions: Displays product issue transactions related to the invoice through requisitions.

Note: This tab only appears when the Requisitions for Sales & Purchase Invoices feature is enabled. For more information, refer to the Managing Requisitions guide.

• Stock: This tab appears when requisitions are not enabled and displays the inventory transactions related to the invoice directly.
• Activity Log: Shows all the transactions performed on the invoice, including the date and time of each transaction.