Sales Invoice View
The Sales Invoice View is the full record of an invoice after it has been raised. It shows the header, billing and delivery addresses, line items and totals, the connected delivery notes, the General Ledger entries, and how payments and credits have been allocated against it.
Where to find it
Open any invoice reference from the Invoices list.
Invoice Information
| Field | Description |
|---|---|
| Reference | The unique reference for the invoice. |
| Date | The invoice date. |
| Due Date | The date payment falls due, derived from the payment terms. |
| Sales Man | The salesperson responsible for the invoice. |
| Created By | The user who raised the invoice. |
| Created On | The exact date and time of creation. |
| Branch | The branch the invoice was raised under. |
Document Details
| Field | Description |
|---|---|
| Customer Currency | The currency of the transaction. |
| Payment Terms | The terms that set the due date. |
| Sales Type | The price list applied. |
| Sales Area | The region associated with the sale. |
| Our Order Ref | A link back to the originating sales order. |
Billed To & Delivered To
Two addresses shown side by side: Billed To is the customer branch being invoiced, and Delivered To is where the goods actually went. They are frequently different, and on a tax invoice the distinction matters for place-of-supply rules.
Line Items
| Column | Description |
|---|---|
| Item Description | The item invoiced. |
| Quantity | The quantity billed. |
| Unit | The unit of measure. |
| Price | The unit price. |
| Discount | Any line discount applied. |
| Item Tax Type | The tax applied to the line, for example GST 18%. |
| Total | The line total after discount and tax. |
Total Details
Beneath the lines: the sub-total, shipping charges, any overall discount, the tax breakdown by rate, any rounding adjustment, and the invoice total.
Delivery Note
The Delivery Note tab sits next to the invoice summary and lists every delivery connected to this invoice. Each delivery reference can be opened to check its detail, which is how you confirm whether goods were delivered fully or partially against what has been billed.
General Ledger
The General Ledger is the main accounting record of the system, storing every financial transaction in debit and credit form. Sales, purchases, payments and receipts all create entries automatically, keeping the accounts balanced under double-entry accounting.
For a sales invoice the entries typically debit Accounts Receivable and credit Sales and the relevant tax accounts.
Allocations Tab
An overview of every payment and credit note applied to this invoice.
| Column | Description |
|---|---|
| Type | The kind of receipt, for example Customer Payment. |
| Reference | The reference of the payment or credit note. |
| Date | When it was received or recorded. |
| Total Amount | The full amount of the payment. |
| Left to Allocate | How much of that payment is still unapplied elsewhere. |
| This Allocation | The amount applied to this invoice. |
HSN and Summary (For Indian Users)
For Indian companies the view includes an HSN summary, grouping the invoice lines by HSN code with the taxable value and the tax split. This is the breakdown GST returns are built from, so it is worth checking before the invoice is issued.
Attachments
You can attach documents or images to the transaction directly from the view, without opening the invoice for editing.
Actions
| Action | What it does |
|---|---|
| Edit | Modify the invoice, subject to country rules and permissions. |
| Credit This | Raise a credit note against the invoice. See Invoice to Credit Note. |
| Repeat | Create a duplicate of the invoice, useful for recurring billing. |
| Pin | Pin the invoice for quick access. |
| Print the invoice. | |
| Print Receipt | Print a receipt for the transaction. |
| Send the invoice to the customer. | |
| Invoice Link | Generate a shareable link to the invoice. |
| Void | Void the invoice, reversing its financial effect. |
Void Invoice & Its Cash Payments
Voiding an invoice that was settled in cash also reverses the payment recorded against it. The receivable, the revenue, the tax and the cash receipt all unwind together, so the ledger stays balanced rather than leaving an orphaned payment behind.
Void reverses; it does not erase. The reference remains in the system marked as void, which is what keeps your numbering sequence intact for audit.
Notes
- The Super Admin can hide Edit and Void from other users through permissions.
- This screen changes with the add-ons you have installed. With the Approval add-on enabled, an extra tab appears showing the approval detail for the Super Admin.
Related pages
- Direct Invoice — create an invoice
- Invoices — find invoices
- Invoice to Credit Note — reverse an invoice
- Customer Payment — collect payment
- Sales Delivery View — the source document