Invoices

A sales invoice is the xMatix document that bills a customer for goods or services and turns the sale into a receivable in the ledger. It is the last commercial step of order-to-cash: an order is captured, stock is allocated or drawn over the counter, the invoice is released, and payments then settle it. You find invoices in the Sales app and the Finance app, under Invoices.

Overview

An invoice has a header — the customer (Account), the selling company (Partner Account) and its Branch, the Executive, pricing and tax settings, addresses — and Lines, one per item billed. Almost every money figure on the header is calculated from the lines, so you change amounts by changing lines, not by typing totals.

The invoice moves through three statuses: Draft while it is being prepared, Posted once its journal has been posted to the general ledger, and Cancelled once it has been cancelled. You do not pick the status yourself; posting and cancelling set it. For the bigger picture — the different ways invoices are released from orders, and how payments and advances settle them — see Invoicing and payments.

When to use it

Most invoices are created for you by an action on an order (Invoice (OTC), Invoice, the selective variants or bulk order processing), on a delivery order (Create Invoice) or by claim settlement. Use this page whenever you work with an invoice after that point — reviewing it, posting it, creating its delivery or shipment, printing it, raising its e-invoice or e-way bill, or cancelling it. Create an invoice by hand with New only when there is no order to bill from, for example a one-off charge.

How xMatix handles it

Read the screen

The Invoices list opens on the All Invoices view. Summary cards across the top cover the last 30 days: Total Invoices, Total Outstanding, Total Invoiced, Total Scheme Discount, Total Discount and Overdue Receivables (outstanding invoices whose Due Date has passed). The shipped views are:

Opening an invoice shows the header band with Document Date, Order, Partner Account, Branch, Account, Executive and Status, then three tabs:

• Lines — the billed items with Item, Quantity, Unit Price, Amount, Tax Amount and Gross Amount. You add, edit and delete lines here.
• Details — collapsible panels: Key Details, Amounts, Taxes, GST & Place of Supply, e - Invoice, e - Way Bill, Billing Address, Shipping Address, Additional Information and System Details.
• Related — the records linked to this invoice, such as payments, delivery orders, shipments and journals.

On the right, the Amount Summary panel shows the base amount, scheme discount, other discounts, any additional discount, tax and the total, then each payment recorded against the invoice and the remaining Outstanding figure. Below it, Scheme Recommendations lists trade schemes the invoice could qualify for.

Which buttons you see, and when

The header buttons depend on the invoice's status. On the shipped layout:

Each button also needs a grant on your security profile (see Permissions). Layouts are tenant metadata, so your administrator may have changed this arrangement.

What happens when an invoice is created

Whichever path creates the invoice, the save does the following:

• Number. The invoice gets a Document Number from document numbering. The shipped series is INV, followed by the day, month and year and a six-digit counter, joined by hyphens.
• Date. Document Date is set to today when it is empty. A date in the future is pulled back to today — an invoice can never be dated ahead of the day it is saved. An earlier date supplied by the creating process is kept.
• Status. The invoice starts as Draft.
• Company checks. The partner account and branch are validated: the partner account must be an active partner account, the branch must belong to it and be active, and a branch is required when the partner account has branches.
• Credit check. When the customer has a credit limit with this partner account, the invoice must fit under it — see Credit limits.
• Tax supply type (India). The invoice's Tax Supply Type is derived from where the goods are supplied from and to — Within State, Outside State or Exempt — and GSTIN, vehicle-number and contact-number formats are checked.

Prerequisites

• The Sales or Finance app is in your app launcher, and your security profile grants access to invoices and the actions you need.
• The customer exists as an active customer account, and the selling company exists as an active partner account with its branches.
• To post: the selling company's account has GL Posting Enabled switched on, the chart of accounts and posting definitions cover the invoice's items and taxes, and the accounting period of the document date is open. See Chart of accounts.
• For e-invoices and e-way bills: your administrator has connected the GST integration. See E-invoicing and E-way bills.

Procedure

Step 1 — Find an invoice

Open Sales (or Finance) and choose Invoices. Pick a view from the view switcher — Draft Invoices for work in progress, Posted Invoices for billed documents, Outstanding Invoices for invoices still waiting for payment. Use search, column filters and sort to narrow the list, then open the invoice by its document number. An invoice released from an order also appears under that order's related records.

Step 2 — Create an invoice by hand (only when there is no order)

On the Invoices list choose New. The New Invoice form asks for:

1. Account (required) — the customer you are billing — and optionally Contact. Only active customer accounts are offered, and only contacts of that account.
2. Invoice Configuration tab — Executive, Tax Supply Type, Price List and Discount Group.
3. Billing Address and Shipping Address tabs — pick a saved address or fill street, city, state, postal code and country.
4. System Details tab — Partner Account, Branch (only branches of the chosen partner account are offered), Supplier Branch and Tax Group.

Save. The invoice opens as Draft with its document number. Account, partner account and branch cannot be changed afterwards, so check them before saving.

Step 3 — Add or correct lines

On the Lines tab choose New to add a line, pick the Item and enter Quantity. Unit Price comes from the price list where a matching price rule exists; otherwise enter it. Edit or delete a line from its row. The line's Amount, Tax Amount and Gross Amount, and the header totals, recalculate when you save. To commit a qualifying promotion, choose Apply Scheme (see Trade schemes).

Step 4 — Post the invoice to the general ledger

While the invoice is Draft, choose Post General Ledger. xMatix marks the invoice approved for posting, posts one balanced journal — the customer's receivable against sales and output tax — and opens a receivable item for the customer that payments later settle. GST tax records and any TCS or TDS postings are written at the same time. Status changes to Posted, and GL Posting Status shows the result.

If the selling company does not have GL posting enabled, no journal is created. If an account cannot be resolved for a line, a tax or the header, posting stops with a message naming what is missing (see Common problems).

Step 5 — Post the stock movement

Choose Post Inventory to move the invoiced quantities out of stock for every line that has not yet reached the inventory ledger. The button disappears once every line is posted. If nothing is left to post, xMatix replies "No Invoice Lines found for Inventory Posting."

Step 6 — Create the delivery or shipment

• Delivery creates a delivery order from the lines that still have quantity to deliver. With nothing left to deliver, you see "No pending delivery quantities found in invoice lines to create delivery order."
• Create Shipment creates a shipment for the invoiced lines; Selective Create Shipment does the same for the lines you choose. A shipment needs a Supplier Branch on the invoice when your organization uses branches.

The new delivery order or shipment appears on the Related tab.

Step 7 — Record a payment

Choose Payment in the Amount Summary panel (or the Payment action) to open a payment form already linked to this invoice. Save the payment: Amount Paid goes up and Outstanding Amount goes down. Part-payments are fine — each one is its own record. Payments and advances are explained in Invoicing and payments and Recording and applying payments.

Step 8 — Print or preview the invoice

Once the invoice is Posted, choose Print Invoice (or Print Service Invoice for a repair-order invoice) to render the print format and open your browser's print dialog. Full Page Invoice Print and Half Print render the full-page and half-page formats. To print many invoices at once, select them on the list and run a print action there: each invoice starts on a new page of one PDF. Print formats are document reports your administrator maintains — see Document reports.

Step 9 — Generate the e-invoice and e-way bill (India)

On a Posted invoice:

1. Choose E Invoice Generator. xMatix builds the e-invoice from the invoice and its lines and sets Status (eInvoice) to Pending. The connected GST integration registers it and writes back the Invoice Reference Number (eInvoice), acknowledgement and QR Code (eInvoice), and the status becomes Generated.
2. Choose E Way Bill to open the e-way bill panel, enter the distance, transport mode (Road, Rail, Air or Ship) and, for road transport, the vehicle number, and submit. The e-way bill number and date are recorded on the invoice when the integration returns them.

Full details, including cancelling an e-way bill, are in E-invoicing and E-way bills.

Step 10 — Cancel an invoice

Choose Cancel on a Posted invoice and confirm Yes, cancel. xMatix:

• sets every line's cancelled quantity to its full quantity;
• reverses the inventory movement;
• reverses payments settled against the invoice, returning them to the customer's account;
• reverses the invoice's journals, including any TCS journal, which clears the receivable;
• removes the invoice's GST tax records.

Status becomes Cancelled. Cancelling is allowed only within the cancellation window your administrator sets (24 hours from the document date unless changed). Past the window, raise a credit note instead. Cancelling does not cancel a registered e-invoice — handle that through your GST process.

Step 11 — Copy or delete an invoice

Clone creates a new Draft invoice with the same header and lines. Delete removes a Draft invoice permanently. An invoice whose journal has been posted cannot be deleted — cancel it instead.

Step 12 — Work with invoices on mobile

The Sales and Finance apps show invoices in the xMatix mobile app too. From an invoice you can record a payment, generate the e-invoice and work with its e-way bill. E-invoice and e-way bill actions need a connection: offline, the app says "e-Invoice generation is not available offline." or "E-way bills are not available offline." Save a new invoice before using them.

Fields

Header fields, in the order they appear on the New Invoice form and then the Details tab.

Line fields on the Lines tab: Item, Quantity and Unit Price (both default to 0), Amount (base amount less discounts and scheme discounts), Tax Amount and Gross Amount (amount plus tax). See the Invoice Line reference for every line field.

Business rules

• Numbering. Every new invoice gets its Document Number from the Invoice Document Name Setting. A save that fails uses no number; a deleted invoice leaves a gap.
• No future dates. A future Document Date is reset to the moment of saving.
• Fixed parties. Account, Partner Account, Branch and Order cannot be changed once they have been saved with a value.
• Calculated money. Totals, outstanding and open amounts are calculated from the lines and from payments; they cannot be typed.
• Status follows posting. Shipped business rules set Status to Posted when the invoice is approved for ledger posting and to Cancelled when any line has a cancelled quantity. Changing the status by hand out of step with posting shows "Invoice Status Not Editable".
• Posting. Posting needs the selling company's GL Posting Enabled switch, resolvable accounts for every line, tax and the header, and an open period. A cancelled invoice cannot be posted.
• Payments. Each saved payment linked to the invoice updates Amount Paid and Outstanding Amount, on insert, change and delete.
• Cancellation. Allowed only for a posted, not yet cancelled invoice, within the configured window measured from Document Date, while some line still has quantity to cancel.
• Deletion. An invoice with a posted journal cannot be deleted.
• E-invoice. Once an invoice has an IRN, the e-invoice cannot be generated again.

Example

A distributor's sales executive releases an invoice from an order for 40 cartons of tea at 250 each for a retail customer, Sunrise General Store, in the same state as the selling branch. The invoice opens as Draft with document number INV-10102026-000318, Tax Supply Type Within State, and lines carrying CGST and SGST. The Amount Summary shows a base of 10,000, a 500 scheme discount, tax of 475 and a Total Amount of 9,975.

The executive's manager reviews the lines and chooses Post General Ledger: the status becomes Posted and the receivable appears for the customer. Post Inventory moves the 40 cartons out of stock, Delivery creates the delivery order, and Print Invoice produces the copy that travels with the goods. E Invoice Generator stages the e-invoice; a few minutes later the IRN and QR code appear in the e - Invoice panel. Next week the customer pays 5,000 in cash; the payment is recorded from the Amount Summary panel and Outstanding Amount drops to 4,975, which keeps the invoice in the Outstanding Invoices view until the balance is paid.

Training

Practice exercise

In a sandbox tenant with a partner account whose GL Posting Enabled is on:

1. Open a confirmed sales order with at least two lines and release an invoice with Invoice (OTC).
2. Open the invoice. Check that its status is Draft, note its document number and compare the Amount Summary total with the order total.
3. Choose Post General Ledger. Expected result: Status is Posted, and a journal appears on the Related tab.
4. Choose Post Inventory. Expected result: the button disappears and Inventory Posting Status reads Posted.
5. Record a payment for half the total from the Amount Summary panel. Expected result: Outstanding Amount equals the other half, and the invoice is listed in Outstanding Invoices.
6. Choose Cancel and confirm. Expected result: Status is Cancelled, and the payment is no longer settled against the invoice.

Quick reference

• Invoices live in Sales → Invoices and Finance → Invoices.
• Status is never typed: posting makes it Posted, cancelling makes it Cancelled.
• Change amounts by changing lines — header totals are calculated.
• Account, partner account and branch are fixed once the invoice is saved.
• Post the ledger and the stock separately: Post General Ledger, then Post Inventory.
• Print, e-invoice, e-way bill and cancel appear only on a Posted invoice.
• Cancel within the window (24 hours by default); after that, raise a credit note.
• A posted invoice cannot be deleted.

Permissions

Access is set on security profiles:

• Entity access. Read, Create, Update and Delete on Invoice decide whether a user sees invoices and can create, edit and delete them. The shipped Sales, Sales Executive, Sales Manager and Service profiles have full access.
• Actions. Every invoice button needs its own grant on the profile's Actions tab; without it the button is not shown. The shipped grants are:

Full Page Invoice Print and Half Print have no shipped grant: add them to the profiles that should print those formats. The actions that record e-way bill results from the integration are granted to System Admin only and should stay with administrators or the integration's profile. A print action also needs the document report it renders to be shared with the user.

Configuration

Administrators tailor invoices in these places:

• Cancellation window. Setup → Feature Hub → Administration → Module Settings → Sales, group Invoicing: Cancel Invoice allowed within (hours, 0 = no limit). Default 24, range 0 to 8760; 0 allows cancellation at any time. The window is measured from the invoice's document date. The confirmation dialog's text mentions 24 hours whatever value you set, so tell users if you change it.
• Credit-limit enforcement. Same page, group Credit Limit: Route credit limit breaches to an approval process. Off (default) blocks an invoice that breaches the customer's limit; on skips the block so that an approval process you configure can govern overrides. See Credit limits.
• Free item stock. Same page, group Schemes: Check free item stock when adding an invoice line. Off (default) checks stock for scheme free items only at inventory posting; on refuses a line whose earned free item is out of stock.
• Imported invoice rounding. Same page, group Invoicing: Round imported invoice tax by group, for invoices imported from another system.
• Document numbering. Setup → Feature Hub → Platform → Document Settings, Invoice Document Name Setting (series INV, date part, six-digit counter). Changing the series or date format restarts the counter. See Email templates and document numbering.
• GL posting. Switch on GL Posting Enabled on the selling company's account record. Without it, posting creates no journal. Posting definitions and the chart of accounts decide which accounts each line and tax hits — see Chart of accounts.
• Print formats. The print buttons render document reports. Change a format in the report designer and wire new print buttons as entity actions — see Document reports.
• Pricing, discounts and taxes. Price lists, discount groups and tax groups decide line prices and taxes — see Pricing, discounts and taxes.
• Layouts and views. The record layout, the button visibility conditions and the list views are tenant metadata you can change in Design Studio.
• Business rules. The shipped rules that set the status to Posted and Cancelled are editable business rules; keep them in step with posting if you change them. See Business rules.
• GST integration. E-invoice registration and e-way bill generation need the GST integration connected — see E-invoicing.

Common problems

I can't find Post General Ledger, Delivery or Apply Scheme

On the shipped layout these buttons show only while the invoice is Draft and still has quantity waiting for delivery. A posted invoice no longer shows them. If the invoice is Draft and they are still missing, your profile lacks the action grant.

"Only a posted invoice can be cancelled."

The invoice's journal has not been posted, or it is already cancelled. Post it first, or — if it is still Draft — delete it instead of cancelling.

"An invoice can only be cancelled within 24 hours."

The cancellation window, counted from the document date, has passed. The message gives the invoice's date and how many hours ago that was. Raise a credit note instead. Administrators can change the window in the Sales module settings.

"No eligible invoice lines found to cancel."

Every line has already been cancelled. There is nothing left to reverse.

"Invoice 'INV-…' has a posted GL journal and cannot be deleted. Reverse or un-approve it first."

A posted invoice cannot be deleted because its journal and receivable would be left behind. Cancel it within the window, or raise a credit note.

"Credit limit exceeded for …"

The customer's open receivables plus this invoice would exceed their credit limit with this company. Collect payment, raise the limit, or ask your administrator about approval-based overrides. See Credit limits.

"Key fields are not editable once the related objects are added."

You tried to change Account, Partner Account, Branch or Order after the invoice was saved with a value in it. These fields are fixed for the life of the invoice. Create a new invoice for the other party instead.

"No GL account resolved for line '…'. Configure a PostingDefinition or a chart-of-accounts default."

Posting could not find the account for an item, a tax, the header or the counterpart. An administrator needs to add a posting definition or a chart-of-accounts default for it, then post again. A similar message appears for tax lines, round-off and reverse-charge GST.

"A cancelled invoice cannot be posted."

The invoice is cancelled. Create a new invoice if the sale is still valid.

"This invoice already has an IRN; an e-invoice cannot be regenerated."

The invoice is already registered. Corrections after registration go through credit notes.

"HSN/SAC code is required for e-invoicing on line '…'."

A line's item has no HSN or SAC code. Add it to the item, then generate the e-invoice again.

"Supplier Branch is required to create a shipment."

Fill Supplier Branch on the invoice, then choose Create Shipment again.

I posted the invoice but no journal appeared

The selling company's account does not have GL Posting Enabled switched on, so posting was skipped. Ask an administrator to switch it on, then post again.

Common questions

Why can't I change the status myself?

Status reflects what has happened in the ledger. Shipped business rules set it to Posted when the invoice is approved for posting and to Cancelled when its lines are cancelled. Typing a status that disagrees with the posting would make the invoice say it was billed when no journal exists, so xMatix shows "Invoice Status Not Editable" instead. Use Post General Ledger or Cancel to move it.

Do I have to post the ledger and the stock separately?

Yes. Post General Ledger writes the accounting entries and the customer's receivable; Post Inventory moves the stock out of the warehouse. They are separate so that finance and the warehouse can act independently. GL Posting Status and Inventory Posting Status on the Details tab show where each stands.

What is the difference between Outstanding Amount and Open Amount?

Outstanding Amount is the total minus every payment linked to the invoice. Open Amount is the total minus payment adjustments applied to it. They agree once every payment has also been applied. The ledger's own view of what the customer owes is the receivable item created at posting.

Can I change the date of an invoice?

You can set an earlier date, and posting uses the document date for the journal, provided that accounting period is still open. You cannot date an invoice in the future: a future date is reset to the time of saving. Keep in mind that the cancellation window is measured from the document date, so an older date shortens the time left to cancel.

Why does the Cancel confirmation say 24 hours when our window is different?

The confirmation text is fixed. The window that is actually enforced is the one in the Sales module settings, and the error message when it has passed shows the real number of hours.

Related topics

• Invoicing and payments
• The sales order lifecycle
• Bulk order processing
• Credit limits
• Trade schemes
• Recording and applying payments
• E-invoicing
• E-way bills
• Document reports
• Invoice — entity reference