Invoices

Invoices usually record amounts owed to the organisation. Use them when a party must be billed for goods, services, fees, penalties, subscriptions, rent, recoveries, or other charges.

Some tenants also use the invoice workspace for supplier payable invoice matching from approved procurement sources. In that case, the invoice represents an amount the organisation owes to a supplier, not a customer receivable. The form, source document, approval, posting, and payment path should make that payable context clear.

Open Billing -> Operations -> Invoices.

Workspace Reference

Area	What The User Does
Main table	Reviews invoice number, party, invoice date, due date, total, balance, approval status, issue status, payment status, and posting status where available.
New Invoice	Opens the invoice form for a new receivable.
View Detail	Reviews header, lines, balances, allocations, credit notes, write-offs, posting status, activity history, and print/PDF output.
Edit	Updates an invoice before policy or status locks it.
Submit or Approve	Moves the invoice through the configured approval workflow.
Issue	Marks the invoice as formally issued to the party where the workflow uses issue status.
Apply Payment	Allocates confirmed received money to the invoice balance.
Credit Note	Reduces the invoice because of a return, adjustment, discount, dispute, or price correction.
Write-Off	Clears a valid debt that the organisation has decided not to collect.
Supplier Invoice	Matches an approved supplier source such as a goods receipt where payable invoice workflows are enabled.
Supplier Debit Note	Applies an approved supplier return or supplier credit against a payable invoice where procurement/AP workflows are enabled.

Some service areas, such as Production, Agriculture, Events, POS, or Resource Capacity, may send users to Billing after operational work is approved or delivered. Billing remains the receivable workspace; service screens should not create separate receivable ledgers.

For production dispatch, the invoice normally follows an approved delivery note or dispatch document. Apply any customer deposit or advance to the invoice, then apply the final received payment. Once the invoice balance is zero, the customer side is settled, but production costing, supplier payables, and HR/payroll operator payout may still be open.

For agriculture stories, this usually means one of two things:

• a buyer, processor, customer, tenant, or partner now owes the organisation money, so an invoice belongs in Billing
• a producer, worker, or supplier is being paid by the organisation, so that belongs in Payments, not Billing

For procurement stories, Billing may be used to review or post the supplier invoice, but the actual outbound payment still belongs in Payments.

When To Create An Invoice

Create an invoice when:

• a party owes the organisation for goods or services
• a recurring schedule generated a charge that needs review
• a fee, penalty, rent, subscription, or membership charge must be collected
• a manual receivable needs approval and issue
• the organisation needs a formal billing document for statement and aging review

Do not create a new invoice just to record a receipt. Use Apply Payment for receipts against existing invoices.

Do not use Billing for producer settlement payout execution. Agriculture settlement statements may explain the commercial basis, but the actual outbound payment belongs in the shared payment-batch workflow.

For supplier procurement, create or open a supplier invoice when an approved goods receipt or other approved procurement source needs payable matching. Do not create a supplier invoice against a party that lacks an active Supplier role.

Creating An Invoice

1. Click New Invoice.
2. Select the party being billed.
3. Enter invoice date, due date, currency, description, and business context required by the form.
4. Add invoice lines.
5. Review tax, discount, and total amounts.
6. Save or submit the invoice.
7. Complete approval where required.
8. Issue the invoice when it is ready for the party.
9. Review posting status and balance movement.

When the invoice is source-driven from procurement, open it from the purchase order, goods receipt, supplier return, or supplier debit-note action where available. The supplier, source document, outstanding balance, and matching lines should come from the source or from lookups. Users should not memorise internal source references or manually type hidden document identifiers.

Invoice Header Fields

Common header fields include:

Field	Required	Meaning
Party	Yes	Customer, member, tenant, supplier, school, buyer, or other party being billed.
Invoice date	Yes	Date the invoice is raised.
Due date	Recommended	Date payment is expected.
Currency	Recommended where multi-currency is enabled	Currency of the invoice and receivable.
Description	Recommended	Main explanation shown in invoice detail and statements.
Business unit or service context	Recommended	Operating area responsible for the invoice.
Reference	Recommended for operational traceability	Supporting order, dispatch, event, contract, delivery, settlement, or document reference.

Use descriptions that will still make sense when the invoice appears in statements or aging reports later.

If the invoice came from agriculture context, include the meaningful shared reference: buyer sale, dispatch, contract, project, produce-delivery, service order, or settlement-supporting document reference.

If the invoice came from procurement context, the party should be the supplier and the source reference should identify the approved PO, goods receipt, supplier return, debit note, or other source document. Supplier invoice forms should use lookups or source handoff for these fields wherever possible.

Invoice Lines

Each invoice line should explain what is being charged.

Common line details include:

Field	Required	Meaning
Item or charge	Yes for structured billing	Product, service, fee, penalty, rent, subscription, or other billed item.
Description	Recommended	Clear line-level explanation.
Quantity	Yes for quantity-based billing	Number of units charged.
Unit price	Yes for priced billing	Price per unit.
Tax treatment	Required where tax applies	Tax rule, tax group, inclusive/exclusive handling, or exemption where applicable.
Discount or adjustment	No	Any line-level reduction.
Classification	Required where setup needs it	Charge or accounting classification required for posting and reporting.

Avoid vague descriptions such as “charges” or “balance”. Good descriptions reduce disputes.

For agriculture and field-service billing, line descriptions should help finance and operations understand what was sold or charged: produce type, grade, quantity, service period, field activity recovery, transport recharge, processing fee, or other clear business basis.

Invoice Statuses

An invoice can have several statuses at the same time.

Status Area	What It Tells You
Approval status	Whether the invoice is draft, submitted, approved, returned, rejected, or cancelled.
Issue status	Whether the invoice has been formally issued.
Payment status	Whether it is unpaid, partially paid, paid, overpaid, written off, or otherwise resolved.
Posting status	Whether the accounting impact has posted, failed, or is pending follow-up.

Always check the correct status. An invoice can be approved but still unpaid, or paid but not fully reconciled.

Invoice Detail View

Use invoice detail to answer why the balance changed.

The detail view should help users review:

• header information
• invoice lines
• approval history
• issue status
• payment allocations
• credit notes
• write-offs
• current balance
• aging impact
• posting status
• notes and activity history

This is the safest place to investigate disputes, corrections, and collection follow-up.

For supplier invoices, use detail view to confirm the matched receipt lines, supplier debit notes, outstanding balance, posting status, and payment-batch history.

The detail dialog now also supports:

• Print for a standard invoice print layout
• Download PDF for circulation or filing

The printable invoice uses the tenant-wide document identity maintained in Administration -> General Setup -> Organisation Details. That keeps legal name, contact details, registration data, and footer disclaimers consistent across formal invoice output.

Applying Payments

Use Apply Payment after money has been received or confirmed. The payment reduces the invoice balance and appears in invoice history and statements.

Use Deposits & Advances before or after invoice issue where the customer paid against an approved quote or sales order. Apply the deposit to the issued invoice so invoice detail and statements show how the balance was cleared.

If the receipt still needs bank, wallet, provider, till, or card settlement review, use Payments & Settlement after the billing allocation is recorded.

If the invoice came from a produce buyer sale or another agriculture commercial flow, the billing receipt still follows the same shared pattern: Billing reduces the receivable; Payments confirms whether the collection actually settled.

Credit Notes And Write-Offs

Use a credit note when the original invoice amount should be reduced because of an adjustment, return, price correction, discount, or dispute resolution.

Use a write-off when the debt is valid but the organisation has decided it will not be collected.

Do not use payment allocation, credit notes, and write-offs interchangeably. Each action tells a different financial story.

For supplier payable invoices, use a supplier debit note when an approved supplier return or supplier credit reduces the amount owed to the supplier. The debit note should reduce the payable balance but should not create another stock movement.

Accounting Impact

Invoices normally create or update receivable accounting according to billing setup.

Supplier payable invoices normally create or update payable accounting according to procurement/AP setup.

Before issuing or posting, confirm:

• the party is correct
• the currency is correct
• line classifications are correct
• tax treatment is correct
• approval requirements are complete
• posting status is successful or ready for follow-up

If posting fails, review charge classification, tax setup, receivable account setup, business unit context, and required detailed tracking.

For supplier invoices, also review supplier role, source goods receipt, payable account setup, supplier debit-note application, and whether the payment amount is based on outstanding balance rather than original invoice total.

Common Mistakes

Mistake	Better Practice
Creating a duplicate invoice to fix a wrong amount.	Use credit note, cancellation, or correction workflow.
Treating invoice total as outstanding balance.	Use current balance or aging.
Issuing before reviewing lines and due date.	Review party, dates, currency, tax, totals, and descriptions.
Applying payment to the wrong invoice.	Search by party and invoice reference before submitting.
Typing procurement source references from memory.	Open from the source workflow or use lookup-backed source fields.
Paying supplier invoice total after a debit note.	Pay the current outstanding balance after approved debit notes.
Using write-off for a price correction.	Use a credit note when the invoice itself was too high.
Using Billing to execute farmer or worker payout.	Use Agriculture source records plus shared Payments batches.
Treating a paid production invoice as payroll proof.	Use HR Payroll to review and pay operator labour.

Related Guides

• Applying Payments
• Credit Notes And Write-Offs
• Aging And Statements
• Payments & Settlement
• Procurement And Stock Control
• Production Order To Dispatch, Billing, And Payroll
• Party Operations
• Organisation Details