How to Manage Invoices

The Invoice feature is used to create, view, and manage purchase invoices from suppliers. Through this page, users can monitor invoice numbers, supplier names, invoice dates, due dates, total invoices, goods receipt status, and payment status. This feature helps ensure that every invoice is neatly recorded and makes it easier for the operations and finance teams to make payments and check status (Draft/Paid). 

1. Create new invoice
   To create a new order, you can do the following : 
   
   • Press the “Add Invoice” button and the system will automatically open a page to create a new invoice.
   • First, you must fill in the details section.
     
     
     
     
   • Then fill in the item section.
     
     
     
     This section is used to add and calculate item details on the invoice. Users can fill in the Receiving Date, Price, and Qty for each item and the system will automatically calculate the Subtotal. At the bottom, there is a summary of calculations such as Subtotal, Discount, Total, GST, Shipping Cost, and Grand Total, so users can see the complete purchase invoice total before the invoice is saved or processed.
   • Then press the save button to save or the proceed button to process the invoice.
     
     
2. Add payment
   To add payment, you can do it by: 
   
   
   • To add a payment, you can press the three dots button and then press add payment.
     
     
     Note : To add a payment to an invoice, you must first process the invoice.
     
   • When the invoice has been processed, there will automatically be a section for payment.
     
     
   • To add a payment, you can click the “Add Payment” button. After that, a form will appear to add a payment.
     
     
   • Press the save button to save the payment.
     
     
     The invoice status changes according to the total amount paid, which will be matched with the grand total of items. 
     
     
     
     
     
     If you haven't made any payments yet, the status will be unpaid. If the total payment is less than the grand total, the status will be “PARTIALLY_PAID.” If the total payment is equal to the grand total, the status will be “PAID.”
     
     
3. Cancel invoice
   To cancel a invoice, you can press the three dots button and then press cancel.
   
   
   Note : Canceling an invoice can only be done while the invoice status is not yet “PAID.”