Create an Account Invoice

Create an account invoice

Use this task to create an account invoice or an additional invoice before you continue with the invoice lifecycle. An account invoice starts from Account Invoices. An additional invoice starts from Additional Invoices. The invoice status flow includes Draft, Ready for approval, Approved, Due, Overdue, and Paid.

Before you start

An account invoice or additional invoice is a new finance record that you prepare from its own creation route. Before you open the form, have the invoice information ready and know which route matches the record you need.

Prerequisites

The form marks Invoicing Address and Issued By as required.

The invoice record is available only when the invoice subscription is included. If it is not included, the invoice surface offers an upgrade instead.

The Account Invoices route is available only under the product's Shotec-company condition. The account invoice requires an account selection in addition to Invoicing Address and Issued By.

Review the value shown in each field before saving.

Open the invoice form

The invoice form is the shared screen used by both creation routes. Select the route for the invoice type you need.

Prerequisites

• You have the invoice type and the information listed in Before you start.

Steps

1. Open Financial.

2. Open Receivables.

3. Select the invoice type you need.

   If you need to create…	Select
   An account invoice	Account Invoices
   An additional invoice	Additional Invoices

4. Confirm that the invoice form opens before entering information.

The selected route opens the corresponding invoice form.

Result: The selected invoice route is open and ready for you to enter invoice information.

Understand the invoice form

The invoice form combines invoice information, an item grid, a note, and actions for saving or continuing with an existing invoice. The fields shown depend on the invoice type and the current invoice state.

The main invoice information includes the fields in the following table.

The item area uses the columns in the following table when they are available on the form.

The form also contains four selects without their own field label used for account, payment period, payment method, and freight type. Use the surrounding field label and the selected value to identify the relevant choice.

The item grid can use the invoice items collection or the after-delivery milestone items collection. The available item columns can therefore vary with the form setup. Review the headers shown before entering a row, then continue to Complete and save the invoice.

Add a billing address

Selecting an account loads the billing-address choices for that account. You can add a destination when the account edit permission and branch conditions allow it.

Prerequisites

• You have chosen the invoice type and opened its route.

Steps

1. In Account, select the account.

2. If billing-address creation is available, open the address-creation form.

3. Enter the destination information in the popup.

   Information	Field
   Destination name	Destination Title
   Country	Country
   State	State
   City	City
   Street	Street
   Postal code	Zip-code

Result: The new destination is saved, selected, and used to update Invoicing Address.

The address-creation form provides Destination Title, Country, State, City, Street, and Zip-code. Destination Title is required; the other required markers depend on configuration.

The grid can display these product labels: the item column, Unit, Qty, Unit Price, the discount column, Item Price, and Currency. The tax column is shown when present.

Complete and save the invoice

Complete the invoice information and item rows, then use the save action that matches whether you want to remain on the form.

Prerequisites

• You have opened the correct invoice route.
• You have the invoice information and item values ready.
• You know the value for Invoicing Address and the person to select in Issued By.

Steps

1. Complete the invoice information.

   Enter or select…	In…
   The account for an account invoice	Account
   The invoice date	Invoice Date
   The billing destination	Billing address destination
   The invoicing address	Invoicing Address
   The payment-period count and time period	Payment Period
   The invoice issuer	Issued By
   The invoice note, when needed	Invoice Note

2. Complete an item row using the headers available on your form.

   Check…	Enter…
   Quantity	A value from 0 to 999999 in Qty
   Non-negative amounts	Values in Unit Price and the tax percentage column that are not negative
   Discount	A value from 0 to 100 in the discount column

3. Select the save action you need.

   If you need to…	Select
   Save and remain on the form	Save
   Save and close the form	Save and Close

Result: The invoice is ready for the selected save action. If a validation message appears, use When validation fails.

When the save succeeds, the form displays Invoice saved successfully. Save and Close leaves the page after a successful save. If saving fails, the form displays Invoice failed to save.

Save and Close is enabled only when editing is allowed and changes exist.

When validation fails

Use the message on screen to identify which value needs attention. The messages below are the validation and request messages associated with the invoice form and its item rules.

The validation heading is Validation errors:.

If the route opens Dashboard instead of the invoice form, return to Open the invoice form and open the route for the invoice type you need.

After you correct the value, repeat the applicable save step in Complete and save the invoice.

Review currency and totals

Changing the invoice currency updates the invoice symbol, code, and rate, applies the symbol and code to each item, and recalculates the items. Updating an item recalculates its amount and the invoice totals.

For an account invoice, the saved workspace can show invoice amount, total taxes, total including tax, paid amount, deductions, and due amount. The due amount is the total including tax less the paid amount and deductions. A branch-currency due amount appears when the currencies differ and a rate is available.

Out of scope

Sales- and commission-only fields and grids belong to Invoice lifecycle, not this account or additional invoice creation task.

Continue with the saved invoice

The saved invoice continues through the invoice lifecycle. Its status path includes Draft, Ready for approval, Approved, Due, Overdue, and Paid. Use Invoice lifecycle for the saved invoice workspace, status actions, and related tabs.

When the invoice reaches the payment stage, use Record a payment for the separate payment task.

The saved-invoice workspace owns the following actions for an existing invoice. Their availability depends on its status, permissions, or user role.

Leaving an invoice with unsaved changes opens a confirmation before the page closes or the route changes.