The View Invoices page provides a centralized location to manage and track all invoices in your account. From this page, you can review invoice details, filter invoices by specific criteria, and perform bulk actions to streamline your invoicing workflow. Whether you need to send invoices to customers, track payment status, or update invoice statuses, the View Invoices page offers the tools and flexibility to efficiently manage your invoicing processes.

To access the View Invoices page, navigate to Sales > Orders > View Invoices from your main menu.

By default, the View Invoices page will list all Parked status Invoice in descending order of their Invoice Number.

At the top of the View Invoices page, you have the option to click "Export", which downloads the current View Invoices layout in either a PDF, CSV or XLSX format.

Use the filter fields available at the top of the View Invoices page to specify which Invoices should be displayed, making it easier for you to review and update them.

The detail that's displayed per Invoice in the View Invoices page is determined by column headers that are included in the page's grid layout.

The columns that are displayed by default in your View Invoices page are described in the table below.

There are additional columns you can display on the View Invoices page, which can be found in the Show Toolbar tab's Hidden Column. Drag and drop the column header from the Hidden Columns pop-up window into your grid's layout to populate the column's detail per Invoice in your view.

Customize how Invoice details are displayed by adjusting the column widths, dragging and dropping columns into their preferred position, and clicking on the header to sort the Invoice into ascending or descending order. You can also drag and drop column headers into the grey space above the other column headers to group Invoices by that column's detail, in an expandable format.

After customizing your column layout, save it for future use:

The layout will now be saved to your user profile, only available to select from the Show Toolbar's Grid Layout drop-down menu.

Edits can be made to your custom grid layout at any time; just click Save in the Show Toolbar options after you've made the necessary adjustments. Similarly, custom grid layouts can be removed by clicking Delete in the Show Toolbar tab.

Initially, whenever you navigate to the View Invoices page, the default grid layout "None" will be displayed.

To make your custom grid layout the default view:

If you've created a grid layout that other users in your account would benefit from using, you can make it available to their user profiles too:

The layout will then be available to select from the Show Toolbar > Grid Layout menu when other users open the View Invoices page.

Whilst the View Invoices page can be used to provide an overview of invoices created for your Sales Orders, you can use the actions and functions available in the View Invoices page to progress them through your invoicing processes.

You can perform bulk actions by ticking the checkbox of all relevant Invoices on the page, then hover over the grid header's action cog icon to select the appropriate action. Alternatively, you can hover over the action cog in the Invoice's row to apply the action to the individual Invoice.

Select Print Invoices in the View Invoice's action cogs to generate PDF documents for your selected Invoice, using the Doc Designer's Invoice templates selected in the Invoice.

Send Invoices to your customers by selecting "Email Invoices" in either action cog.

By default, the Invoice's customer's primary contact, "Invoicing" contact, and default cc email address will populate in the email window.

If you are bulk sending invoices, each Invoice will show as a tile in the email window, and you can click on the To and Cc fields to edit the recipients. The email's Subject and Body will populate from your account's email templates in the Message field. Otherwise, if the invoice is being sent individually, you can edit the Subject and Body fields that have populated from the email templates, as required.

Tick the "Send me a copy" checkbox to include yourself as a recipient for each email, then click Send to deliver them to your recipients.

Select "Set Payment Received" from the action cog options to indicate whether payment has been received from your customer for the invoice. The grid's "Payment Received" column will then update with a tick to indicate payment has been logged as received, and the Invoice will also show a "Payment Received" notice.

Select the "Complete Invoice" option in the action cog to update the invoice to Completed status. This means that no further edits can be made to the lines, products, quantities, or prices in the Invoice, and it cannot be deleted. If the Invoice's Sales Order has dispatched all its stock, and there are no further products or charges to invoice for, completing the Invoice will also update the Sales Order to Complete status.