Invoices are generally created as status N and once details are finalized Invoices can be updated (posted) singularly or in a batch process. The exception is Invoicing from Jobs where the first stage of posting assigns the Invoice number from the proforma charges and the second stage posts the Invoice through to the Suppliers Ledger and General Ledger.

Once all required details of an Invoice have been entered and saved, it is possible to post it and update the associated Supplier account. It will then become a Posted Invoice, and is locked, assigned to the accounting system and posted to the General Ledger and Customers Ledger.

Invoices must be unposted before updating Charge details. Un-posting an Invoice deletes the corresponding General Ledger and Suppliers Ledger entries. The Invoice may also need to be unposted to edit additional details, depending on the set System Parameters.

Invoices can be updated individually, or in batch.

Updating a Single Invoice

Single Invoices are posted from the Customers/Debtors module.

To post an Invoice:

1. In the main menu navigate to Customers > Invoices. Existing Invoices are displayed in date order.
2. To find the required invoice use the search boxes to filter the Invoice records. See Searching for Invoices for further details.
3. Select the Invoice. In the lower half of the Invoices window the estimated Charge lines are displayed.
4. Click the Post button. A popup window will display a summary of what will be invoiced.
5. Select the Hold checkbox if the Invoice is not to be processed. This will disable receipts from being entered against the invoice. To take the invoice off hold, navigate to the Inquiry tab of the Debtor/Customer Management module and click the Unhold icon next to the held amount.
6. Enter any additional notes and click Yes.
7. The Status of the Invoice is set to U (Updated) and a Debtor Invoice (DI) Journal is created and posted to the General Ledger. Once posted the charges cannot be updated unless the Invoice is reversed.

Updating Multiple Invoices

Multiple invoices may be posted from the Search tab of the Invoice Update module.

To post multiple Invoices:

1. In the main menu navigate to Customers > Invoice Update. Existing Invoices are displayed in order of Invoice Number.
2. To find the required Invoices use the search boxes to filter and select the Invoice records. See Searching for Invoices and Selecting Records for further details.
3. Select the Invoices to be posted by clicking on individual records or by using the Select All tool .
4. To view the details of an Invoice, select it in the Search tab and navigate to the Detail tab. The Customer details, Account and Invoice Date, Invoice number and Terms are displayed. Charge lines on the Invoice can also be viewed.
5. Select the Post button. A pop up window will provide a summary of the posting details.
6. The Status of each Invoice is set to U (Updated) and a Debtor Invoice (DI) Journal is created and posted to the General Ledger. Any invoices that are not successfully posted will remain in the Invoice Update module with a description of the error and can be edited in the Detail tab.

If Stripe is enabled on your system, the invoice update screen is also where users can go to complete a direct debit run through Stripe, by clicking the Pay Online Button.

---