Sales invoices overview
Goal
Understand how sales invoices fit the sales cycle and when to use quotes, orders, invoices, credit notes, and receipts.
Who it is for
Sales clerk, AR clerk, sales manager.
How invoices fit the cycle
- Optional sales quote (draft) → convert to order or invoice.
- Optional sales order (draft) → deliver and/or invoice (full convert or partial).
- Sales invoice is created as a draft, then posted (needs
sales.post). Posting numbers the invoice (if auto), updates AR, revenue/tax, and issues stock for stockable lines. - Receipt allocates cash/bank to open invoices (receipts post on create — no draft).
- Corrections after post: issue a credit note (full reverse from invoice, or draft CN then post). Do not delete posted invoices.
Open the screen
Trade → Sales invoices (permission sales.view; create needs sales.manage).
Work from invoice details
- Collection follow-up includes a dated history of saved updates, with the team member, owner, payment promise, and reminder status. Notes appear when retained; older records explicitly identify missing note text. Use Load older records for earlier updates.
- Invoice details have three tabs: Overview for lines, supporting details, communication and files; Collection for payments and follow-ups; and Activity history for the audit trail. The follow-up note starts blank; the latest saved note is displayed separately. Owner, promise date and reminder settings retain their current values.
- Use the primary action to post a draft, send an unsent invoice, or record a receipt for an unpaid invoice. Available actions follow your permissions and approval status.
- Click an item name to preview its catalog details without leaving the invoice (requires catalog viewing permission). Invoices with more than eight lines offer item, SKU, and description search. Invoice totals always include all lines, even while searching.
- Open orders, receipts, and credit notes from Related documents. Cards show status and amount when available; selecting a document opens its preview.
- Before resending, review the notice showing the previous recipient and send date when history is available. Sending again creates another email.
- Line-column choices and the Document details expansion are remembered on this browser for each user and business.