Invoice details
When you open an invoice, everything about it is on one page: what it charges, what has been paid, and every record that settles or corrects it.
Before you start
Section titled “Before you start”You need Invoice View on the invoice. Tabs and actions your role cannot use are hidden.
- Select Invoices in the sidebar and select an invoice number.
- Read the three figures at the top: Grand total, Paid and Balance due. A notice under them says how much is outstanding, that the invoice is settled, or that it was credited or voided.
- Read Details for the Account, Contact, Invoice number, Invoice date, Due date, Currency, Salesperson and the quotation it came from, if any.
- Read Items for the lines and totals, and Notes for the Terms and conditions and Remark.
- Open the tabs below: Payments for money received, Credit notes for corrections, Activities for follow-up and History for every change made to the invoice.
- Use the buttons at the top — Issue on a draft, Preview for the PDF — and the ··· menu for Edit, Change Owner, Record payment, Delete or Void.
What happens next
Section titled “What happens next”Opening a related record — a receipt on the Payments tab, a credit note, the source quotation — takes you to it, and the invoice keeps your place. Actions you are not allowed to take, or that do not apply to this invoice’s status, are not shown; Void is shown but unavailable while the invoice has payments or credit notes on it, and says why.
Rules to know
Section titled “Rules to know”- On a draft, the invoice shows its proforma number; the invoice number appears once it is issued.
- Balance due is the grand total less payments and applied credit. It is the figure the customer still owes.
- History records who changed what and when, including payments removed and credit applied.