Create, review and post a sales or purchase invoice

Create a new invoice draft

Use this flow to start a sales or purchase invoice draft. You can choose Sales Invoice or Purchase Invoice at the start, then fill in the party, dates, currency, line items, and tax details before you save.

1. On the invoice page, select New Invoice.New Invoice
2. Choose Sales Invoice or Purchase Invoice.Sales InvoicePurchase Invoice
3. Search for the customer or supplier and select the correct party from the results.
4. Fill in Invoice Date and Due Date.Invoice DateDue Date
5. Choose Payment Terms, Currency, and, if shown, Exchange rate.Payment TermsCurrencyExchange rate
6. Add line items, taxes, and notes. If the invoice is recurring, set the recurring options before you save.
7. Select Save as Draft or Save & Submit.

Expected result: the invoice is saved as a draft or moved into the submit flow after the draft is saved.

Review the saved invoice before posting

Open the saved invoice in the preview to confirm the current draft before you post it. The preview is the review screen for the saved invoice, and it shows the values that matter for posting: party, date, due date, currency, line items, unit selections, taxes, totals, and status.

1. Open the invoice from the list, or open the review screen from the draft save notice.
2. Check the party, Invoice Date, Due Date, Currency, line items, selling units, conversion factors, reviewed rates, taxes, and totals.Invoice DateDue DateCurrency
3. Look for the review details shown with the invoice, including the saved modified time and the review fingerprint values used to validate the draft before submit.
4. If the invoice is still a draft, select Edit Invoice to make changes.Edit Invoice
5. If the invoice is ready, select Submit Draft.Submit Draft

Expected result: you can confirm the current saved invoice and decide whether to edit, submit, or close the preview.

Fill in the fields that affect posting

These fields affect how the invoice is saved and posted. Some are required before you can save, and some change the result if they are left blank or entered incorrectly.

• Invoice Date and Due Date are saved with the invoice. Due Date cannot be earlier than Invoice Date.
• Payment Terms can use a built-in preset or a loaded template.
• Currency can be changed on a new draft. If you change it, you must review line pricing again.
• If the invoice currency differs from the company currency, you must enter the approved exchange rate.
• Sales invoices require a sales channel.
• Sales invoices can also use an Order Type value; the default is Standard.
• If more than one business name is available, you can choose a DBA or use the company default.
• Billing Address and Shipping Address can be selected after the party is chosen.
• Notes / Terms are saved on the invoice header and can appear on the invoice record.
• Recurring invoices require a start date, and Save & Submit is required for recurring drafts.

Expected result: the invoice keeps the values you choose and uses them when you save or submit the draft.

Work with line items, units, prices, and taxes

Each line item must be verified before saving. Item code, selling unit, quantity, rate, account, cost center, warehouse, and tax fields all affect the final invoice amount and whether the draft can be saved.

1. Add a line item, then search for and choose the item.
2. Verify the selling unit and conversion factor for that line.
3. Enter the quantity and reviewed rate in the invoice currency per selected unit.
4. If needed, switch the discount field between Discount % and Final Amt.
5. Choose the correct GL account and cost center for the line.
6. For stock items on sales invoices, choose a warehouse unless the sales channel is Shopify.
7. Add tax rows only when needed, and choose the account head and tax value for each row.

Expected result: each line item has a selected item, verified unit, reviewed price, and any needed account or tax detail before you save.

Submit a draft invoice

Submitting a draft moves it toward a posted state. If the invoice is already posted, use the preview or posted review notice instead of trying to edit it as a draft.

1. Open the invoice preview.
2. Confirm the party, dates, currency, totals, and any tax or stock movement details.
3. Select Submit Draft.Submit Draft
4. Wait for the status message that confirms the submission result or the ledger refresh result.

Expected result: the invoice is submitted, or you receive a clear message that the draft was rejected, blocked, or still pending review.

Use the save and submit recovery panel

If a save is interrupted or still pending, the page keeps a recovery reference so you can continue the same request. This helps you avoid duplicate drafts or duplicate submission attempts.

1. Open the save recovery panel if it appears.
2. Choose Check save status to refresh the current outcome.Check save status
3. If the original save is still pending, choose Resume existing save.Resume existing save
4. If the save was rejected, return to editing and correct the form.
5. If the notice is no longer needed, dismiss it after the save is accepted.

Expected result: you either recover the original saved invoice or return to editing with the same draft still preserved.

Understand posted, pending, rejected, and unavailable outcomes

• Pending means the save or submit is still being checked. Keep the same request and use Check save status or Resume existing save.
• Rejected means the ledger refused the draft before posting. Open the draft, correct the blocking field, and resubmit the same invoice.
• Blocked means your current access or the connection no longer allows the same saved request to continue. Review the existing invoice with the administrator or reconnect before trying again.
• Unavailable means the page cannot confirm the outcome right now. Keep the original request and check again later instead of creating a new draft.
• Posted means the invoice is submitted. Use the posted review notice or preview if you need to confirm the final saved values.

Expected result: you can match the message on screen to the correct recovery action without creating a duplicate invoice.

Send, print, or export the invoice

After an invoice is posted, you can open the preview to download the PDF or send the invoice by email. These actions do not change the invoice amounts or book status by themselves.

1. Open the posted invoice preview.
2. Select Download PDF to open the invoice PDF in a new tab or window.Download PDF
3. Select Send Email to open the email dialog.Send Email
4. Enter at least one recipient in To, then add CC, BCC, subject, or message if needed.
5. Send the email when you are ready.

Expected result: you get a PDF copy of the invoice or open an email draft for sending. If you close the email dialog, nothing is sent.

Troubleshooting

• If Due Date is before Invoice Date, change the due date and try again.
• If the exchange rate field appears, enter a positive approved rate before saving.
• If Save & Submit stays disabled or fails, make sure every line has a verified unit and a reviewed rate.
• If a sales invoice has stock items, choose a warehouse unless the sales channel is Shopify.
• If a draft save shows a recovery notice, use Resume existing save or Check save status instead of creating a new draft.
• If submission is pending, wait for the same request to finish before trying again.
• If the ledger rejects submission, reopen the invoice, correct the blocking field, and submit the same draft again.
• If the ledger or refresh status is unavailable, keep the existing saved request and try again later.
• If a posted invoice changed during posting, use Review posted invoice before making further changes.

If you still cannot save or submit, reopen the invoice, confirm the current values, and correct the field that is blocking the form. Keep the same saved request whenever the outcome is uncertain.