Skip to main content
Version: 7.0

Invoicing — user documentation

This documentation describes the “Invoicing” section: bills and invoices, payments (incoming/outgoing), debt control and payment calendar, taxes, printing and reporting.

Who this section is for​

The “Invoicing” section is typically used by:

  • Sales manager / account manager — creates invoices, controls payments, works with accounts receivable by partners and contracts.
  • Accountant / finance specialist — registers payments, matches payments with documents, controls debt closure, builds reports.
  • Logistics / warehouse (if the warehouse contour is enabled) — creates and processes shipments from invoices.

If some documents or menu items are missing in your configuration, that is normal: the available functionality depends on enabled modules and settings.

Contents​

Sections:

Quick start​

Scenario: create an invoice and register an incoming payment​

  1. Open “Invoicing” → “Operations” → “Invoices”.
  2. Create an invoice:
  3. Move the invoice to status "To pay" (action "Mark as Todo" in the invoice card; required by the workflow rules).
  4. After the payment is received, register an incoming payment and match it with the invoice.
  5. Control debt in reports and in the payment calendar.

Scenario: create a bill and register a supplier payment​

  1. Open “Invoicing” → “Operations” → “Bills”.
  2. Create a bill and fill lines.
  3. Move the bill to status “To pay” (if required).
  4. Register an outgoing payment and match it with the bill.

End-to-end process “from amount due to debt closure”​

Below are typical document chains. In a particular configuration, some steps may be disabled or replaced.

Sales (customer)​

  1. Invoice — records the sale in accounting (revenue/taxes/customer debt).
  2. Shipment (optional) — an inventory document that can be created from an invoice.
  3. Incoming payment — records money receipt and reduces debt (after matching with documents).

Purchase (supplier)​

  1. Bill — records the purchase in accounting (amounts/taxes/company payable to the supplier).
  2. Outgoing payment — records payment to the supplier and reduces debt (after matching with documents).

Practical guideline:

The "Invoicing" section typically contains groups:

  • Operations — bills, invoices, incoming and outgoing payments, and the related correction documents.
  • Processes — auxiliary processing panels (depend on configuration).
  • Reporting — debt reports and the payment calendar.
  • Configuration — parameters and directories (the Settings form, document types, taxes, payment terms, bank/cash accounts).

Terms​

Bill​

A document that records receiving goods/services from a supplier and the amount due to the supplier.

Invoice​

A document that records the sale in accounting (revenue, taxes, debt).

Incoming payment​

Receipt of funds (payment from a customer/partner).

Outgoing payment​

Withdrawal of funds (payment to a supplier, refund, other payouts).

Debt​

The difference between document amounts and the amounts of payments matched with them.

Correction​

A separate document that corrects or reverses a previously-confirmed bill or invoice. Bill corrections support both a replacement mode and a reversal mode; invoice corrections support replacement only.

Credit note / Refund​

Documents used to record returns:

  • a credit note is a bill of a special type (the "Return" flag is set on the bill type) and reverses a sales invoice from the supplier's side;
  • a refund is an invoice of a special type (the "Return" flag is set on the invoice type) and reverses a purchase bill from the customer's side.

Statuses and editing (general principle)​

Many documents in "Invoicing" follow a typical lifecycle:

  • Draft — the document can be freely edited;
  • To pay — the document is confirmed for further actions (printing, creating related documents, payments matching);
  • Paid — the document is fully paid (in the Bill/Invoice card the action that drives this transition is "Mark as Paid"); on payments themselves the equivalent terminal status is Done;
  • Canceled — the document is excluded from accounting/processes.

Exact behavior depends on configuration. As a rule, the "higher" the status, the more restrictions there are on changing fields and lines.

Integrations and dependent contours (user level)​

  • Bank/cash: payments are linked to bank accounts/cash registers; movement and debt reports are built from them.
  • Inventory (if used): invoices can create shipments; some fields (location, delivery address) become required.
  • Taxes: taxes can be set manually in lines or substituted automatically based on settings.

FAQ​

Why doesn’t debt decrease after entering a payment?​

Usually you need to:

  1. Make sure the payment is matched with documents (bills/invoices).
  2. Check document and payment statuses (they must not be Canceled).
  3. Check currency and amounts (partial payment, overpayment).

See: Payments, Incoming payments, Outgoing payments, Debt and payment calendar.

Why isn’t document printing available?​

Printing most often depends on:

  • document status (for example, printing is available only from “To pay” / “Ready”);
  • the presence of a configured print template.

See: Reports and printing, Settings and directories.