The Invoice Enquiry is a comprehensive reporting tool that provides a centralized view of all Sales Invoices created in your account. This feature helps you analyze sales performance, track revenue, and manage invoice-related data effectively.
The Invoice Enquiry displays all Sales Invoices in a reportable format, showing the total revenue per invoice rather than individual product line breakdowns. This tool is particularly valuable for financial analysis and can include Credit Notes to ensure accurate reporting of both sales and refunds.
Navigate to the Invoice Enquiry through Unleashed's main menu: Reporting > Sales > Invoice Enquiry. Click on Run to generate the report with your selected filters applied. Always click this after adjusting filters to refresh your data view. Export, located in the top right corner, shows a dropdown menu that allows you to export the enquiry reports in three formats: PDF, CSV, or XLSX.
Filtering the Invoice Enquiry
The Invoice Enquiry offers extensive filtering capabilities to refine your data view.
Invoice Enquiry filters | Description |
Date From | Set the start date to filter Invoices by the Transaction Date selected. |
Date To | Set the end date to filter Invoices by the Transaction Date selected. |
Transaction Date | Use the drop-down menu to select one of the following transaction dates to filter the date range by:
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Sell Price Tier | Filter Invoices by the Sell Price Tier that was applied to the originating Sales Order. |
Printed | Use the drop-down menu to filter Invoices by whether they have been printed or not:
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Payment Received | Use the drop-down menu to filter Invoices by whether they have been ticked as Payment Received or not:
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Warehouse | Use the multi-select drop-down menu to filter Invoices by the warehouse assigned to the originating Sales Order. |
Transaction Number | Filter invoices by their transaction number. |
Sales Order Number | Filter Invoices by their originating Sales Order transaction number. |
Status | Use the drop-down menu to filter Invoices by their current status:
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Sales Order Group | Use the drop-down menu to filter Invoices by the Sales Group assigned to the originating Sales Order. When a custom Sales Group label is used, the filter's name will use the customer Sales Group label. |
Include Credits | Tick the checkbox to include Credit Notes created from completed Invoices in the enquiry's results. Unticked by default. |
Customer Type | Use the drop-down menu to filter Invoices by the Customer Type assigned to the invoice's customer. |
Customer Code | Filter Invoices by the customer's code. |
Customer Name | Filter Invoices by the customer's name. |
Delivery Address | Filter Invoices by the Delivery Address assigned to the originating Sales Order. The filter is only available to use when the Customer Code or Name is used. |
Sales Person | Use the drop-down menu to filter Invoices by the Sales Person assigned to the originating Sales Order. |
Understanding the Invoice Enquiry
The default view of the Invoice Enquiry populates essential invoice information in a grid of the following columns.
Invoice Enquiry grid columns | Description |
Transaction No. | Displays the Invoice's transaction number. |
Sales Order No. | Displays the Invoice's Sales Order transaction number. |
Invoice Date | Displays the Invoice's Invoice Date. |
Due Date | Displays the Invoice's Due Date. |
Completed Date | Displays the date the Invoice was updated to Completed status. If the Invoice is not complete, the field will be blank. |
Status | Displays the Invoice's current status. |
Customer Code | Displays the Invoice's customer code. |
Customer Name | Displays the Invoice's customer name. |
Warehouse Name | Displays the name of the warehouse assigned to the Invoice's originating Sales Order. |
Margin | Displays the margin calculated for the Invoice's subtotal as a percentage. |
Sub Total | Displays the Invoice's subtotal, excluding charges and tax. |
Action | Hover over the action cog to select one of the following actions to apply to the Invoice:
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Hidden Columns
Use the Hidden Columns feature in the enquiry's Show Toolbar tab to customize your view.
Invoice Enquiry hidden columns | Description |
Charge Sub Total | Displays the total of charges included on the Invoice. |
Comments | Displays the text entered in the Invoice's Comments field. |
Cost | Displays the total stock value of product quantities included on the Invoice, using each product's current Average Landed Cost (ALC) or ALC at the time the product was dispatched for the Sales Order. |
Customer Reference | Displays the Customer Reference on the Invoice's originating Sales Order. |
Customer Type | Displays the Invoice's customer's assigned Customer Type. |
Delivery Country | Displays the Country populated in the Invoice's Sales Order's delivery address. |
Delivery Method | Displays the Delivery Method assigned to the Invoice's Sales Order. |
Emailed | Indicates with a tick or cross icon whether the Invoice has been emailed. |
Payment Received | Indicates with a tick or cross icon whether the Invoice has received payment. |
Payment Terms | Displays the Payment Term that has been applied to the Invoice. |
Printed | Indicates with a tick or cross icon whether the Invoice has been printed. |
Profit | Displays the profit value calculated for the Invoice, calculated using the Invoice's Sub Total and Cost. |
Sales Order Group | Displays the Sales Group assigned to the Invoice's Sales Order. |
Sales Person | Displays the Sales Person assigned to the Invoice's Sales Order. |
Tax Total | Displays the total tax of the Invoice. |
Total | Displays the Invoice's total value, including charges and tax. |
Invoice Enquiry totals
The footer provides three critical financial metrics:
Average Margin: Calculated as (Profit/Sales Revenue) × 100 across all displayed invoices, helping you understand overall profitability.
Total Charges: Sum of all additional charges applied to the invoices in your filtered view.
Total Revenue: Combined sub-total values, representing your core sales revenue for the period.
Compare with Business Intelligence
To align the Invoice Enquiry data with your Dashboard's BI Sales Revenue:
Set Transaction Date to "Invoice Date"
Check "Include Credits"
Select "Completed" status
Run the report
The sum of Total Charges and Total Revenue should match your BI Sales Revenue.
📌 Note: BI Sales Revenue includes "Free Credits" while Invoice Enquiry does not, which may create minor variances.
Customising your view
Drag any column header into the grey area above the grid to group your data by that field. Add multiple grouping levels and use the +/- icons to expand or collapse sections. This is particularly useful for analyzing data by customer, product group, or period.
Reorder columns by dragging headers, resize columns by dragging borders, and sort data by clicking column headers - first click for descending order, second click for ascending order.
To add a Hidden Column to the Invoice Enquiry's grid:
Go to Reports > Sales > Invoice Enquiry.
Click Show Toolbar.
Click Hidden Columns.
Drag a column header from the Hidden Columns list and drop it into the grid.
To remove a Hidden Column from the Invoice Enquiry's grid:
Go to Reports > Sales > Invoice Enquiry.
Click Show Toolbar.
Click Hidden Columns.
Drag a column header from the grid into the Hidden Columns list.
Grid Layouts
After customising your column layout, save it for future use:
Click on the Show Toolbar tab.
Select New.
Enter a unique name for the new layout.
Click Add.
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.
Default grid layouts
Initially, whenever you navigate to the Invoice Enquiry, the default grid layout "None" will be displayed.
To make one of your custom grid layouts the default view:
Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Default checkbox.
Click Save.
Share grid layouts
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:
Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Shared checkbox.
Click Save.
The layout will then be available to select from the Show Toolbar > Grid Layout menu when other users open the Invoice Enquiry page.
Shared layouts cannot be a default for another user's profile, but they can save the shared layout as a new layout in their own profile, then set that as their default. Any edits you make to your shared layout will not apply to their saved default version.