Sales Invoices

The Sales Invoices module manages legal tax invoice billing, posting automated double-entry revenue journals to the General Ledger, emailing PDF invoices, and tracking payment settlements.

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Invoice Lifecycle & General Ledger Posting

stateDiagram-v2
    [*] --> Draft : Create Invoice from Dispatched Order
    Draft --> Posted : Post Invoice (GL Revenue & AR Debited)
    Draft --> Cancelled : Cancel Draft

    Posted --> PartiallyPaid : Partial Customer Payment Allocated
    Posted --> Paid : 100% Payment Settled
    Posted --> Archived : Archive (Fully Settled)

    PartiallyPaid --> Paid : Remaining Balance Settled
    Paid --> Archived : Archive

1. General Ledger Revenue Postings

Clicking Post Invoice writes an immutable transaction to the General Ledger:

Debit:  Accounts Receivable Control Account  (Total Gross Amount including tax)
Credit: Sales Revenue Account               (Net Line Items Total)
Credit: Output Tax / GST Payable            (Statutory Sales Tax Total)

2. Payment Due Date & Trading Terms Computation

Upon invoice creation, the system automatically resolves the customer’s effective trading terms (Customer Record → Customer Group → System Default) to calculate the legal Payment Due Date:

• Net (Days from Invoice) (net):
  • Due Date = Invoice Date + Days
  • Example: An invoice issued on June 5 with NET30 (30 days) is assigned a due date of July 5.
• End of Month (EOM) (end_of_month):
  • Due Date = Last Day of Invoice Month + Days
  • Example: An invoice issued on June 5 with EOM30 (30 days EOM) takes the end of June (June 30) plus 30 days -> Due Date is July 30.
• Cash on Delivery (COD) (cash_on_delivery):
  • Due Date = Invoice Date (zero days credit; payment due immediately upon receipt).

Payment terms and early settlement discount windows (e.g. 2% within 10 days) are rendered automatically on official customer Typst PDF invoices.

3. Database Immutability & Reversals

• Once posted, a sales invoice cannot be edited or deleted due to database immutability triggers (herobm_core.prevent_financial_deletion).
• To correct or void a posted invoice, operators must issue a formal Sales Credit Note.

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Step-by-Step Workflows

1. Invoicing Dispatched Sales Orders

1. Open the dispatched order in Sales → Orders (/sales-orders/:id).
2. Click Create Invoice. Dispatched quantities, customer pricing, and tax categories populate automatically.
3. Review lines, billing contact, and payment due date.
4. Click Post Invoice to commit to the General Ledger and Accounts Receivable.
5. In Sales → Invoices (/sales-invoices), locate the invoice and click Email Invoice to transmit the official branded Typst PDF invoice to the customer.

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Field Reference

Field	Description
Invoice Number	Legal tax invoice identifier (INV-...).
Customer	Debtor account billed for the goods.
Invoice Date	Statutory tax point date.
Due Date	Settlement deadline based on customer trading terms.
Gross Total	Full payable amount including GST/VAT.
Outstanding Amount	Unpaid balance remaining on debtor ledger.
Invoice Status	Stage (Draft, Posted, Partially Paid, Paid, Cancelled, Archived).