The invoice detail section displays the entire invoice to be received from an entity.
After creating an invoice, you have to click either on "Allocate" or "Add Account"
Add Account: Allows to add additional accounts directly from Masters account. This option comes only if Add Ad-hoc Accounts is enabled in company setting.
Allocate: Allows to add a specific account to the invoice which comes under the entity you have selected
You can also "Refresh" the invoice if you made any changes in accounts after creating the invoice.
Accounts can also be removed from invoice by clicking on 'Unallocate' button.
Once the accounts are added/allocated, the invoice is displayed as below:
Date will display the invoice generated date.
Currency will show you the currency which is used in the invoice. You can click on the Change option to change the currency.
Created By displays the name of the user who has generated the invoice.
Entity displays the Customer's name.
Company displays the responsible company for the shipment.
Approved By displays the name of the user who has approved the invoice.
Credit Period displays the period allowed for credit.
Due Date displays the due date for this invoice.
Finalized By displays the name of the user who has finalized this invoice.
Job T/D displays the shipment/Job number.
Status displays the current status of the invoice. It can be a draft or Approved.
Show Rate/Qty if set to 'YES' will display the details otherwise not.
Pro-forma Count displays the number of Pro-forma created.
Show Quantity Units if set to "NO" will not display the units otherwise will display it.
Show SubTotals if set to "NO" will not display the subtotal otherwise will display it.
Additional remarks can be added in the 'Remarks' field.
Received displays the amount received.
Outstanding displays the amount that is still pending.
'Select Action' gives you the option to either Approve the invoice or to create a Pro-Forma. You can generate multiple Pro-Forma.
Click on the 'Duplicate' button to create a replica.
Click on the Cancel/Delete button if you want to cancel or delete the invoice. You cannot cancel/delete the invoice once it is approved/finalised.
Click on the 'Modify' button to make changes in the invoice header.
Accounts: This shows the list of account(s) allocated to the invoice.
Data: This displays the list of all fields that are associated with the invoice and defined under Masters -> Data Fields -> Invoices.
Payment Received: This section displays the incoming payments against the customer invoices. For more details go to Receipts & Payments.
Files: This displays all manually uploaded/generated documents for the invoice.
Comments: This allows to add specific comments associated with the invoice. As soon as the comment gets added the previous commenter (if any) is notified.
Action Log: Displays information about all changes made to the invoice by users, along with the local time and date and the name of the user who made the changes.
Adjustments: This option allows you to make slight change to total amount of invoice. More adjustment options can only be added as per business requirement.