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Posted Sales Invoices

Posted sales invoices are permanent records of amounts billed to customers. They update the general ledger and customer accounts receivable.

What is a Posted Invoice?

A posted sales invoice: - Bills the customer for products or services - Updates customer balance (accounts receivable) - Posts revenue to general ledger - Cannot be modified or deleted (permanent record)

Creating and Posting an Invoice

Method 1: From Sales Order (Ship and Invoice)

  1. Open the released sales order
  2. Click Posting → Post
  3. Select Ship and Invoice
  4. Click OK
  5. System creates both shipment and invoice

Method 2: Invoice Previously Shipped Order

  1. Open sales order (already shipped)
  2. Click Posting → Post
  3. Select Invoice
  4. Click OK
  5. Invoice is created for shipped quantity

Method 3: Standalone Invoice (Service/No Shipment)

  1. Search for Sales Invoices
  2. Create new invoice
  3. Add customer and line items
  4. Click Post

Viewing Posted Sales Invoices

  1. Search for Posted Sales Invoices (Alt + Q)
  2. Browse or filter to find specific invoice
  3. Click to open and view details

Finding Invoices by Customer

  1. Open customer card
  2. Click Invoices in navigation
  3. View all posted invoices for that customer

Key Invoice Information

Field Description
Invoice No. Unique identifier
Customer No. Billed customer
Posting Date Date invoice was created
Due Date When payment is expected
Amount Total invoice amount
Remaining Amount Unpaid balance

Sending Invoices to Customers

  1. Open the posted invoice
  2. Click Print/Send in the ribbon
  3. Choose delivery method:
  4. Email - Sends PDF via email
  5. Print - Prints physical copy
  6. PDF - Saves to file
  7. Confirm and send

Payment Status

Checking Payment Status

  1. Open the posted invoice
  2. View Remaining Amount field:
  3. Full Amount = Unpaid
  4. $0.00 = Fully paid
  5. Partial Amount = Partially paid

Applying Payments

See Payment Journals for recording customer payments.

Credit Memos (Corrections)

If you need to correct or reverse a posted invoice:

  1. Search for Sales Credit Memos
  2. Create new credit memo
  3. Reference original invoice number
  4. Post the credit memo
  5. This reduces customer balance

Note: You cannot delete or modify a posted invoice. Credit memos are the proper way to make corrections.

Reports and Analysis

Common Invoice Reports

  • Customer Statement - Shows all transactions for a customer
  • Aged Accounts Receivable - Shows unpaid invoices by age
  • Sales by Customer - Revenue analysis

Access reports from the Reports menu or search by name.

Best Practices

  • Post invoices promptly after shipment
  • Verify amounts before posting (cannot change after)
  • Send invoices immediately to customers
  • Follow up on unpaid invoices regularly
  • Use credit memos for corrections, never delete
  • Document special terms in invoice notes

Common Scenarios

Scenario: Regular Sale

  1. Create and ship sales order
  2. Post as "Ship and Invoice"
  3. Send invoice to customer
  4. Record payment when received

Scenario: Service Invoice (No Shipment)

  1. Create sales invoice directly
  2. Add service line items
  3. Post invoice
  4. Send to customer

Scenario: Advance Billing

  1. Create sales invoice before shipment
  2. Post invoice
  3. Ship goods later
  4. Customer has already been billed

Troubleshooting

Problem: Need to change posted invoice Solution: Cannot modify posted invoices. Create credit memo to reverse, then create new invoice.

Problem: Invoice posted with wrong amount Solution: Create credit memo for full amount, then create corrected invoice.

Problem: Customer says they didn't receive invoice Solution: Find posted invoice and re-send via email/print.