An invoice is a document issued by you to the customer. It provides details about a sale or products, including the quantities, costs, and any special terms.
Creating invoices in ERP Go is simple, from drafting to posting directly into your accounting system.
Invoices can be generated in several ways:
From a sales order, where you can define invoicing rules per item or order.
Manually, by creating an invoice from scratch.
Through batch invoice runs, typically performed at the end of a week or month for bulk processing.
Once a sales order has been created and partially or fully fulfilled, the invoicing action becomes available. This allows you to generate an invoice based on the items that have been delivered, whether in full or in part.
How does the process work?
To help you manage each step of the invoicing life cycle, there's four main stages of an invoice in ERP Go:
Draft
Confirmed Invoice
Issued Invoice
Posted Invoice
These are represented by icons that starts with a circle that develops into a tick as you bring your invoice closer to completion.
You can also void or cancel an invoice and raise credits against invoices if required.
What are the Draft, Confirmed, Issued and Posted stages?
There are five stages that can be applied to an invoice, you might use them for:
Draft
When you create an invoice, it will have the status of Draft. This is an open/unconfirmed invoice that can be be deleted at any time
A Draft invoice can be Confirmed, Issued, Posted or Deleted
Confirmed
This is a confirmed invoice that now has an assigned document number
Once the invoice is confirmed it can never go back to 'Draft' and cannot be deleted
Once an invoice has been confirmed, certain details can still be updated, such as the payment terms or customer reference. However, line items cannot be added, removed, or modified at this stage.
A Confirmed invoice can be Issued or Posted
Note: When an invoice is confirmed, the corresponding stock items are deducted from inventory. This reflects the final step in the order fulfillment process, ensuring accurate stock levels and financial posting.
Issued
The invoice has been issued/sent to the customer
Once the invoice is issued it can never go back to 'Confirmed' or 'Draft' and cannot be deleted
Once an invoice has been issued, certain details can still be updated, such as the payment terms or customer reference. However, line items cannot be added, removed, or modified at this stage.
An Issued invoice can be Posted
Posted
The invoice has now been posted to the associated accounts package (or an exported CSV file has been created where not linked to an accounts package) and is locked
A posted invoice cannot be amended in anyway, items cannot be added, removed or updated
Void
The invoice has been voided (cancelled)
An invoice can be set to void when at status confirmed or issued
A voided invoice cannot be amended in anyway
You can regenerate a voided invoice as long as its the latest invoice in a sequence
Next Steps
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