Invoice Entry

Create and edit sales invoices, credit notes, quotes, and standing invoices. The form is organized into a Details tab for header fields, a Lines tab for product line items, and a Charges tab containing charges, shipping, and banking grids.

Document Types

Invoice (I)	Standard sales invoice. Can be posted to update Accounts Receivable and Inventory.
Credit Note (C)	Credit or refund document. Displayed in red in the invoice list. Can be posted to update Accounts Receivable and Inventory. Credit notes do not display a header due/overdue status.
Quote (Q)	Price quotation. The Quotation Reference field is hidden for quotes. Does not display a header status chip.
Standing Invoice (S)	A recurring invoice template that is used to generate periodic invoices on a schedule. Displays "DRAFT" as the header status.

Header Status

In browse mode, a header banner displays the customer name (linked to the customer record), the document date and delivery date, the delivery address (with a Map link when a valid delivery address is present), and the customer contact. The right side shows the Post status, Print status, and the internal Document ID, along with a status indicator and any related orders. The status indicator is determined as follows:

DELETED	Displayed for any document whose Post Status is Deleted (D). This takes priority over the statuses below.
DRAFT	Displayed for Standing Invoice (S) documents.
PAID	Displayed for invoices (I) when the unallocated amount on the linked AR transaction is zero.
OVERDUE	Displayed for invoices (I) when the due date is empty or has passed and the document is not fully paid.
DUE	Displayed for invoices (I) that are not yet paid and not overdue. Credit notes (C) and quotes (Q) do not display a status.

Details Tab - Information

Customer Code	The customer this document is for. Select the customer before entering other details.
Name	Read-only. Displays the customer name and currency code (e.g., "Smith Ltd (NZD)").
Document Date	The date of the document. Defaults to the system date for new documents.
Period ID	The accounting period this document belongs to. Determined from the Document Date for new documents.
Origination Date	The date the original order or request was placed.
Delivery Date	The expected or actual delivery date for goods.
Document No	The invoice or document number. Hidden for Standing Invoice (S) documents.
Order No	The customer's order number or purchase order reference.
Packing Slip No	The packing slip number associated with this document.

Details Tab - Foreign Exchange

Foreign exchange fields are displayed when the document currency differs from the base currency and a customer has been selected.

Currency

Read-only.

Displays the document currency code and symbol (e.g., "USD ($)").

Rate Type

The exchange rate type to use. Disabled when the rate is fixed.

Exchange Rate

The exchange rate from transaction currency to base currency. Disabled when the rate is fixed. Includes a lock/unlock button to fix or free the rate.

Details Tab - Reference

Internal Reference	Internal reference code for tracking and reporting.
Quotation Reference	Reference to the original quote. Hidden for Quote (Q) documents.
Comment	Comment text for the document.
Narration	Internal narration text for the document.
Custom 1	User-defined custom field.
Custom 2	User-defined custom field.

Details Tab - Analysis

Sales Person Code	The salesperson assigned to this document.
Store Person Code	The warehouse or store person handling this document.
Price Code	The price list level to use for this document. Visibility is controlled by the Invoices Price Lists permission.
Discount Schedule Code	Quantity break discount schedule for this document. Visibility is controlled by the Invoices Discounts permission.
Category 1	User-defined category for document classification and reporting.
Category 2	User-defined category for document classification and reporting.

Details Tab - Delivery Address

Delivery Code	Select from the customer's saved delivery addresses. Selecting a code populates the address fields. Only available in edit mode.
Address Fields	Delivery Address lines 1-5, Post Code, and Country Code. Editable in edit mode. In browse mode, the address is displayed as a read-only text block with a Google Maps link when a valid delivery address is present.

Details Tab - Saturn Fields

The following fields are displayed when Saturn multi-branch functionality is enabled:

Branch Code	The branch this document belongs to. Defaults from user settings for new documents.
Department Code	The department this document belongs to. Defaults from user settings for new documents.
Default Location Code	The default warehouse location code for new document lines. Defaults from user settings for new documents.

Details Tab - Terms

Due Date	The payment due date for this document.
Discount Date	The date by which payment must be received to qualify for an early payment discount.
Hold Amount	The amount of the document withheld from payment (retention).

Details Tab - Contact

Contact	Select the customer contact person for this document. The contact list is loaded from the customer's contacts; the dropdown shows each contact's email or phone as a secondary line.
Contact Email	When enabled, emails regarding the document will be sent to the contact's email address.

Details Tab - Status

Print Status

The printing status of the document:

Unprinted (U) - Not yet printed
Packing Slip (K) - Packing slip printed
Confirmed (C) - Confirmation printed
Manual (M) - Manual invoice generated
Printed (P) - Document printed

Post Status

The current posting status of the document. When the document is unposted or open, only the Unposted (U) and Open (O) values can be selected:

Unposted (U) - Draft, can be fully edited
Open (O) - On hold
Posted (P) - Posted to accounts
Deleted (D) - Deleted

Lines Tab

The Lines tab contains an editable grid for entering product line items. Each line has the following key fields:

Product Code	Select a product from inventory.
Description	Product description. Supports a narrative editor for multi-line text entry.
Quantity Supplied	The quantity being invoiced.
Selling Price	The selling price per unit.
Cost Price	The cost price per unit.
Discount Percentage	Line discount percentage.
Exclusive Amount	The line total excluding tax.
GST Code	The tax code for this line.
GST Amount	The tax amount for this line.

Additional line fields include: Line Type, Date Supplied, Unit, Narration, Margin Percentage, Markup Percentage, Custom 1, Custom 2, Lot No, Serial No, and Tracking details. When Saturn is enabled, lines also have Branch Code, Department Code, and Location Code. When unit of measure conversion is in use, lines include UOM Code, UOM Quantity Supplied, UOM Multiplier, and UOM Selling Price. The set of columns shown is metadata-driven and can be customised per user.

The Lines grid toolbar provides these additional actions when editing:

Add from list Bulk-add lines from a saved product list. Each product code in the list is added as a line.
Delete nil lines Remove all lines that have a nil (zero) quantity.
Refresh weight and volume Recalculate the weight and volume for the document lines.

Charges Tab - Charges

The Charges grid allows entry of additional charges on the document:

Description	Description of the charge.
Charge Amount	The charge amount excluding tax.
Charge GST Code	The tax code for this charge.
Charge GST Amount	The tax amount for this charge.

Charges Tab - Shipping

The Shipping grid records shipper and tracking information:

Shipper Code	The shipping carrier code.
Reference	Shipping reference number.
Quantity	Number of packages or items shipped.
Tracking Address	Tracking URL or address for shipment tracking.
Custom 1 / Custom 2	User-defined custom fields for shipping records.

Charges Tab - Banking

The Banking grid records payment details for the document:

Media Code	The payment media type (e.g., cheque, direct credit, credit card).
Payer Name	The name of the payer.
Bank Account No	The bank account number for the payment.
Bank Reference	The bank reference for the payment.
Bank Particulars	Additional bank particulars for the payment.
Banking Amount	The payment amount.

Totals

The Totals panel displays calculated document totals. The same totals also appear in the header banner in browse mode. By default the following fields are shown:

Net	Read-only. The total of all line items excluding tax.
GST	Read-only. The total tax amount from line items and charges.
Charges	Read-only. The total of additional charges excluding tax.
Gross	Read-only. The grand total including all lines, charges, and tax. Always shown and highlighted.

The panel is customisable: additional optional fields can be shown, including Margin, Volume, Weight, Discount Amount, Payment Discount, Hold Amount, Commission, Exclusive Cost, Gross Margin, Exchange Rate, Rounding, Usage Cost, and their base-currency (Bs) equivalents.

Quick Actions

Actions shown depend on the document class and status. Actions that do not apply to the current document are hidden rather than shown disabled.

Cash Sale Available for Invoice (I) and Credit Note (C) documents with Unposted (U) status. Opens a dialog to select a bank account and bank-through option, then posts the invoice and receipt together. Requires the Cash Sale permission.
Mark Historic Shown only for Standing Invoice (S) documents. Archives the standing template. Enabled when the document is Unposted (U) and the user has Control permission on Standing Invoices.
Invoice from Quote Shown only when viewing a Quote (Q). Generates an invoice from the quote.
Order from Quote Shown only when viewing a Quote (Q) and the Order Entry (OE) module is available. Generates an order from the quote.
Manual Invoice Available for Invoice (I) and Credit Note (C) documents that are not deleted, have Unprinted (U) or Packing Slip (K) print status, and have a document number assigned.
Post Post the document to update Accounts Receivable and Inventory. Available for Invoice (I) and Credit Note (C) documents with Unposted (U) status. Requires the Posting permission. A confirmation prompt is shown.
Order from Invoice Shown only when viewing an Invoice (I) and the Order Entry (OE) module is available. Generates an order from the invoice.
Convert to Credit / Convert to Invoice Converts the saved document in place, flipping the document class and negating amounts (the Document ID is kept). Convert to Credit is shown for an Invoice (I); Convert to Invoice is shown for a Credit (C). Requires Write permission on both Invoices and Credits, and the document must be Unposted (U). A confirmation prompt is shown.
View Order Drill down to the source order. Shown only when the document has a source order.
View AR Transaction Drill up to the posted Accounts Receivable transaction. Shown only when the document has a linked AR transaction.

Print Actions

Preview Open a preview of the document in a new tab. Has no side effects and only requires the document to not be deleted (no printing permission needed).
Invoice / Credit / Quote / Standing Invoice Print the document. The button label matches the document class. Requires the Printing permission. Not available for deleted documents.
Label Print a customer label for this document. Requires the Labels permission. Not available for deleted documents.
Product Labels Print product labels for the line items on this document. Requires the Labels permission and the IC module to be available. Only enabled when the document has line items and is not deleted.
Packing Slip Print a packing slip for this document. Available for Invoice (I) and Credit Note (C) documents. Requires the Printing permission and the Packing Slips permission. Not available for deleted documents.

Cash Sale Dialog

Bank Through	Checkbox to indicate whether the payment should be banked through. Defaults from the customer's Bank Through setting.
Bank Account	Select the bank account for the cash sale receipt. Defaults from the customer group's default bank account. A bank account must be selected before proceeding.

Warning: Posted documents can only be edited for limited fields (custom/extended fields). Period status does not restrict editing of posted documents. To correct posted invoices, create a Credit Note or negative invoice to reverse the transaction.

Note: Posted documents cannot be deleted regardless of period status. They can only be reversed through a credit or negative invoice.