Invoices

Use Sales > Invoices to record customer invoices and payments.

Find an invoice

1. Open Sales > Invoices.
2. Find the invoice in the search field.
3. If necessary, select Unpaid, Partially paid, or Paid in the payment status filter.
4. Select the invoice row to show its details.

Examine Amount, Paid, Outstanding, and Payment status. The details also show credited amounts, source information, lines, and payment history.

Use Export to download the rows in the current view.

Create an invoice

1. Select New invoice.
2. Select Customer.
3. Select Bill to and Ship to, as applicable.
4. Set Issued and Due.
5. In Invoice lines, select Product for the first line.
6. Enter Description, Quantity, and Unit Price.
7. To enter more lines, select Add line.
8. In the sidebar, examine Currency, Payment terms, and PO reference.
9. If applicable, select Sales channel and Price list.
10. Examine tax, shipping, notes, and the total.
11. Select Save draft.

The saved invoice appears in the list as a draft. Convexity assigns its invoice number when you save it.

For an invoice linked to an order, start from Orders. You can also select Sales order in the invoice sidebar. The form copies source quantities and prices. Examine them before saving.

Issue an invoice

1. Open the draft invoice for editing.
2. Do a check of the customer, lines, dates, currency, and total.
3. Select Save & issue.

You can also select Issue invoice in the draft's row actions. The invoice status changes to issued. Issuing an invoice does not record a payment or ship stock.

Change or cancel a draft

1. Open the draft's action menu.
2. Select Edit.
3. Change the invoice.
4. Select Save draft.

To cancel a draft, select Cancel in its action menu. For an issued invoice that needs a credit, use Credit Notes.

Record a payment

Record a payment after you receive the customer's payment. This action records the payment against the invoice. It does not collect money from the customer.

1. Select the issued invoice row.
2. Select Record payment in the details.
3. Set Payment date.
4. Enter Amount.
5. If applicable, select Payment method.
6. Enter Reference and Notes, as necessary.
7. Select Record payment.
8. Examine Payment history and the remaining balance.

The amount must be greater than zero and cannot be more than the outstanding balance. A partial payment leaves a balance on the invoice.

Correct a payment

Voiding a recorded payment restores the amount applied to the invoice balance.

1. Open the invoice's Payment history.
2. Select Void payment for the applicable payment.
3. Examine the payment number in the confirmation dialog.
4. Select OK.
5. Examine the updated balance.
6. If necessary, record the correct payment.

Record a return or credit

For an issued invoice, use Create sales return to start a return. Use Create credit note in the invoice action menu to start a credit note.