What this page is for
Everything about one invoice or credit note, and every action on it.
Who can use it
- View invoices opens it.
- Create, issue and send invoices: issue, edit drafts, email.
- Record payments against invoices: record a payment.
- Issue credit notes and cancel invoices: credit notes and cancelling.
How to issue and send
- On a draft, select Issue. It gets its number, issue date and due date, and payments already received are counted.
- Select Email to customer to send the PDF. PDF downloads it.
How to record a payment
Enter the amount, date, method and reference under Record a payment. Bank transfers and other methods that need checking count once they are verified. A receipt is made when it counts.
How to credit or cancel
- Credit note: enter an amount and a reason. It lowers what the customer owes.
- Cancel invoice: a draft is just cancelled; an issued invoice gets a credit note for what is not yet credited.
- When an approval rule covers credit notes, the credit note waits for approval and is issued once approved.
Fields and columns
| Item | Meaning |
|---|---|
| Lines | Description, quantity, price, tax and net amount. |
| Subtotal, Tax, Total | Totals of the lines. |
| Paid, Credited, Still to pay | What is settled and what is left. |
| Payments | Payments counted against this invoice. |
| Credit notes | Credit notes made on this invoice. |
Statuses and automation
Draft, Issued, Partly paid, Paid, Overdue (past due date and not paid), Cancelled (fully credited before any payment). Status updates by itself when payments and credit notes arrive.
Settings that change this page
Settings, Invoicing. Message templates: invoice and credit note emails.
FAQs
Why does a credit note say it waits for approval? A rule on Approval rules covers credit notes of this amount.
Troubleshooting
| Problem | What to do |
|---|---|
| "Could not send" | Issue the invoice first and give the customer a valid email. |
| A payment shows as waiting | Someone must verify it on Verify payments. |