Invoice customers

An invoice tells a customer what they owe you and by when. You raise it as a draft, check it, and post it: posting fixes its figures, books the receivable in the ledger and adds the amount to the customer’s balance.

Create an invoice

Raise an invoice on its own when you bill something that did not go through a sales order, such as a counter sale or a service.

1. Go to Receivables ‣ Transactions ‣ Invoices and click New invoice.
2. Pick the Customer. The currency, payment term, sales rep and subsidiary fill in from the customer, so check them rather than retype them.
3. Check the Date. The Due date follows from the payment term; change it only to give this invoice a different date.
4. On the Lines tab, pick the item in Item / description and enter the Qty. Click Add line for each further item.
5. Pick the Warehouse if the invoice holds stocked items, so they can leave stock when you post.
6. Click Save draft.

The invoice is saved as Draft with its own number, and opens so you can check it. Nothing has reached the ledger yet.

Field	What it sets
Subsidiary	The company that bills, and whose number range the invoice takes. It cannot change once saved.
Customer	Who is billed.
Date	The invoice date. The exchange rate, the fiscal period and the due date are all read at this date.
Due date	When payment is due, worked out from the payment term.
Currency and Exchange rate	The currency you bill in. The rate can be changed only when the currency differs from the subsidiary’s, and starts at the rate on file for the date.
Payment term	The term the due date is worked out from.
Sales rep	Who the sale is credited to.
Warehouse	Where stocked items leave from when the invoice posts.
Reference	The customer’s purchase-order number or other reference.

Prices come from the customer’s price list: the listed price shows faintly in Unit price, and the invoice uses it unless you type another. Disc. % and Disc. amount give a line discount, and Tax group sets the tax. Under the lines, Document discount percent or Document discount amount takes a discount off the whole invoice.

The Posting profile tab shows Use default, which means the customer’s profile. The Notes tab holds Customer notes, printed on the invoice, and Internal notes, which only your staff see.

Note

Unit price can be typed only by roles allowed to change prices. For everyone else the price list decides, and the field shows the listed price, locked.

Invoice the shipments of a sales order

When you sold on a sales order, invoice what has actually been shipped. The invoice then bills each line at the price and discount agreed on the order.

1. Click New invoice and pick the Customer.
2. On the Lines tab, click Invoice from order. The panel lists the customer’s shipments that still have quantities to invoice.
3. Pick a shipment. Its lines are ticked, each with the quantity still to invoice.
4. Untick a line you do not want to bill yet, or lower its Qty.
5. Click the button that adds the lines, for example Add 3 lines.
6. Click Save draft.

The shipment’s number shows above the lines; click Remove on it to detach it. The invoice takes the order’s currency, exchange rate, payment term and posting profile, and you cannot change the lines’ prices. When it posts, it moves no stock, because the shipment already did. Once every line of the order is shipped and invoiced, the sales order closes.

Example

A wholesaler takes an order for 100 cartons and ships 60 on Monday and 40 on Thursday. It raises one invoice from Monday’s shipment for 60 cartons, and a second from Thursday’s for 40. Each invoice bills the order’s price, and the order closes once the second one posts.

Post an invoice

Post an invoice once you have checked it, so the customer owes it and it counts in your books.

1. Open the draft from Receivables ‣ Transactions ‣ Invoices.
2. Click Edit if anything needs changing, and Save draft again.
3. Click Post, then Confirm.

The invoice shows Posted and can no longer be edited. The ledger now holds its journal entry, listed on the Related tab, and the customer’s balance includes it. An invoice that stands alone has taken its stocked items out of the warehouse.

Status	Meaning
Draft	Saved but not posted. You can edit it.
Posted	In the books, with nothing paid yet.
Partial	Part paid or credited. Balance due under the lines shows what is left.
Paid	Nothing left to pay.
Void	Withdrawn; its journal entry has been reversed.

Void a posted invoice

Void an invoice that should never have been posted, such as one raised for the wrong customer. You can void it only while nothing is paid or credited against it.

1. Open the posted invoice and click Void.
2. In Date, enter the date the reversal books on.
3. Click Confirm.

The invoice shows Void. A reversing journal entry books on the date you gave, the customer’s balance drops back, and stocked items the invoice took out of stock return to the warehouse.

Caution

A voided invoice cannot be posted again. An invoice already declared for e-invoicing cannot be voided at all: issue a credit note against it instead, which is also the way to correct part of an invoice.

A draft invoice cannot be deleted or voided; it stays in the list as Draft.

Copy or print an invoice

On an open invoice, click Clone to start a new draft with the same customer and lines, or Print to have the invoice prepared as a PDF. Axon Suite tells you when the file is ready.

Messages you may meet

Message	What to do
The document takes the customer past their credit limit.	The invoice would take the customer over their Credit limit. Collect a payment first, or raise the limit; see Credit limits.
The accounting period is closed.	The Date falls in a closed period. Use a date in an open period, or reopen the period in Finance.
No exchange rate from USD to SAR for 2026-03-12.	Record the rate for that date in Currencies, then save again.
A movement states the warehouse the stock moves in.	The invoice holds stocked items but no Warehouse. Pick one and post again.
A stocked line is invoiced through the goods issue that delivered it, not straight from the order.	Ship the goods first, then use Invoice from order.
Payments are still allocated to this document; void them before voiding it.	Void the payments that paid this invoice, or credit it instead.
This document is applied to another; unapply it before voiding it.	A credit note has been posted against this invoice. Void that credit note first.
The document was declared to the tax authority; issue a credit note instead of voiding it.	Credit the invoice instead.