Sales Invoices

A sales invoice is a formal billing document sent to a client requesting payment for goods or services delivered. It records what was sold, the agreed prices, applicable taxes and discounts, and the payment terms. Sales invoices are the financial counterpart of delivery notes — while delivery notes track the physical dispatch of goods, invoices track the financial obligation.

Each invoice is linked to a sales order and optionally to a delivery note. A single sales order can generate multiple invoices (e.g., for partial billing or milestone-based invoicing).

Key Concepts

• Sales Invoice — A billing document detailing the items, quantities, prices, taxes, and payment terms for a transaction with a client.
• Invoice Line — An individual item or service on the invoice, with its quantity, unit price, tax rate, and calculated totals.
• Partial Payment — When a client pays part of the invoice amount, the invoice tracks both the paid and outstanding balances separately.
• Amount Due — The remaining balance after subtracting any payments received from the total invoice amount.

Creating a Sales Invoice

To create a new invoice:

1. Navigate to Sales > Sales Invoices in the sidebar.
2. Click New Sales Invoice.
3. Fill in the details:
   • Invoice Number — A unique identifier for this invoice (e.g., INV-2026-0045).
   • Sales Order — Select the sales order this invoice relates to.
   • Delivery Note — Optionally link to a specific delivery note.
   • Client — The client being billed.
   • Billing Address — The address for the invoice.
   • Invoice Date — The date the invoice is issued.
   • Due Date — When payment is expected.
   • Payment Terms — The agreed payment conditions (e.g., Net 30, Net 60).
   • Currency — The billing currency.
   • Notes — Any comments visible to the client.
   • Internal Notes — Private notes for your team only.
4. Click Create to save the invoice in Draft status.

Managing Invoice Lines

After creating an invoice, add the items being billed:

1. Find your invoice in the list and click the Lines action.
2. Click Add Line for each item:
   • SO Line — Link to a specific sales order line (optional).
   • Delivery Line — Link to a delivery note line (optional).
   • Product / Variant — The product being invoiced.
   • Description — A text description of the item or service.
   • Quantity — The quantity being invoiced.
   • Unit — The unit of measure.
   • Unit Price — The price per unit (e.g., 1,500.00 DA).
   • Tax Rate — The applicable tax percentage.
   • Discount Percent — Any line-level discount.
   • Notes — Line-specific notes.
3. The system automatically calculates line totals, tax amounts, and discount amounts.

Lines can only be added or modified while the invoice is in Draft status.

Invoice Workflow

An invoice moves through a series of statuses as it progresses from creation to payment:

1. Draft

The invoice has been created but not finalized. You can still add, edit, or remove lines and change invoice details.

2. Pending

Click Mark as Pending to indicate the invoice is ready for review. The invoice totals are locked.

3. Sent

Click Send to Partner to record that the invoice has been sent to the client for payment.

4. Partially Paid

Click Record Payment when the client makes a partial payment. The system tracks the amount paid and the remaining amount due.

5. Fully Paid

The invoice is marked as fully paid once the total amount due has been collected.

Reversal and Cancellation

• Reverse — Use this to reverse an invoice that was issued in error. Reversed invoices remain on record for audit purposes. Reversals are typically accompanied by a credit note.
• Cancel — Cancel an invoice that has not yet been sent. Cancelled invoices are retained for record-keeping.

Invoice Totals

Each invoice displays a summary of its financial details:

Important Notes

• Each invoice must be linked to a sales order and a client.
• Invoice lines can only be edited while the invoice is in Draft status.
• Recording a payment is an important financial action — ensure the amount is correct before confirming.
• Reversed invoices cannot be un-reversed. If the reversal was a mistake, create a new invoice.
• Use credit notes to formally adjust or refund invoiced amounts.