Sales Invoice#

Overview#

Each invoice belongs to a client and (optionally) a project. It holds one or more line items, applies tax based on a Tax Mode and a per-item Tax Type, and carries a status that moves through its life cycle (Draft → Sent → Partially Paid / Paid, and so on — or Draft → For Approval → Sent when it was created through the with-approval flow). As payments come in, each payment is stored as a collection receipt under the invoice, and the invoice's Outstanding Balance updates automatically.

💡 Creating an invoice is driven by a Process running behind the scenes — a Create Invoice step files the invoice, then a Record Collection step records the collection receipt against it, using the same fields described below. Two built-in flows ship with the system: Invoice Workflow (Create Invoice → Record Collection, the default) and Invoice Workflow (with Approval) (Create Invoice → Approval → Record Collection, which adds an approval gate before the collection). Any additional Sales-Invoice flows your company has set up can also be picked when starting a new invoice, from the same dropdown described below.

How to Open#

Go to Treasury → Receivables → Sales Invoices.

Page Layout#

The list page (Sales Invoices) opens with four summary cards and a table of invoices.

Invoice Statuses#

For Approval is set and cleared automatically by the workflow, not by a manual action: an invoice created through the with-approval flow reads For Approval while it sits on the Approval step, then switches to Sent on its own once approved and the Record Collection step opens. If the approver rejects it instead, it drops back to Draft for the maker to fix and resubmit.

Statuses can also be moved by hand using the Change Status button on the invoice (see Common Tasks). The allowed next statuses depend on the current one — for example, a Draft can move to Sent or Cancelled, and a Paid invoice has no further transitions.

Creating an Invoice#

Creating an invoice starts a workflow — clicking New Invoice no longer opens a form directly. Instead you pick a flow, and that flow's first step opens as the invoice form.

1. Go to Treasury → Receivables → Sales Invoices
2. Click New Invoice. This opens the New Invoice dialog — an Invoice flow picker.
3. Leave Invoice flow on Default — Invoice Workflow (create → record payment), or pick With Approval — Invoice Workflow (create → approve → record payment) to route the invoice through an approval step before payment. Any other Sales-Invoice flows your company has set up appear in the same dropdown.
4. Click Start. The flow starts and its first step — Create Invoice — opens automatically as a form:
   • Customer (required) — Search and select the customer being billed
   • Description (required) — A short description of what is being invoiced
   • Invoice # (optional) — Leave blank to auto-generate
   • Issue date (optional) — Defaults to today
   • Due date (optional) — When payment is expected
   • Tax mode (required) — VAT Inclusive or VAT Exclusive (defaults to VAT Inclusive)
   • Currency (required) — Defaults to your company currency
   • Payment terms (required) — Cash on Delivery, Payment Upon Invoice, Post Dated Check, Dated Delivery Upon Payment, or No Terms of Payment
   • Notes (optional) — Payment instructions: bank details, late-fee terms, and the like
5. Add line items in the items table. For each row:
   • Item (optional) — Search and select a stock/inventory item to auto-fill the description and unit price, or type to create a new item
   • Qty — Defaults to 1
   • Description
   • Unit price
   • Discount — A per-line discount amount
   • Tax type — VATable (12%), Zero-Rated (0%), VAT Exempt, or Non-VAT
   • Amount — Calculated automatically
6. Review the running Subtotal / VAT / Total shown alongside the form.
7. Click Submit Invoice.

Submitting the form is what files the Sales Invoice — no separate "Create Invoice" click needed. The workflow then moves to its Record Collection step, ready for a payment to be recorded against it (see Recording a Payment below).

Viewing an Invoice#

Clicking an invoice row opens its workflow timeline (see Page Layout above) when the invoice has a linked workflow. Invoices with no linked workflow — filed before this workflow existed — open the classic Invoice Details page directly, which shows:

• Header — Invoice number and status badge, with the available action buttons
• Invoice Info — Client, Project, Tax Mode, Invoice Date, Due Date, and VAT Rate
• Description and Notes (when present)
• Line Items — Description, Qty, Unit Price, Discount, Tax Type, Base Amount, VAT, and Total per line
• Tax Summary — Subtotal, VATable Sales, Zero-Rated Sales, VAT-Exempt Sales, VAT Amount, Total Discount, and Total Amount
• Outstanding Balance — Shown in red when there is a balance, otherwise in the highlight color
• Collection Receipts — Every payment recorded against the invoice
• Collection Summary — Total Amount, Total Paid, and Outstanding Balance

The action buttons shown depend on the invoice's status:

Multibook#

Once the Multibook segment list has been pulled, every line has an optional Segment pick (clear it to leave the line without one). The segment you choose is the one sent to Multibook for that line; without one, the branch mapping or the company default segment applies. Companies without the segment list see no Segment column. If the Multibook rate book has no rate for the posting date, ANTE's own rate is used and a notice on the document says so.

When your company is linked to Multibook, invoices are kept in step with it after the first Invoices step on Multibook sync. The Multibook column on the list, and a badge on the invoice page and quick view, show where each invoice stands. A line under the page header says whether invoices are being watched and links to the failures.

Use the Multibook filter on the list to show invoices in Multibook, failed to send, from Multibook, or ANTE only.

Once an invoice is in Multibook it is locked: Edit is hidden and a notice shows its Multibook number. Cancelling it asks you to confirm and also reverses the invoice in Multibook. Invoices that came From Multibook are fully read-only: no Edit, Cancel, status change, delete or Receive Payment buttons, and a notice explains they are managed in Multibook.

Collections on an invoice that is in Multibook are sent to Multibook as a clearing that closes the invoice's open item there, under the Collections and payments step of Multibook sync. The bank or cash side comes from the Multibook bank account the receiving fund account is linked to, so link the fund account first (Fund Account). Each collection in the receipts table then carries a Cleared in Multibook chip with the clearing number, Sending while it is on its way, or Failed with a notice and View failures to retry or discard. A collection that waits for its invoice to reach Multibook simply waits; it goes up by itself. A foreign-currency collection is held for now, because Multibook works out the exchange difference itself. Voiding a collection reverses the clearing in Multibook. An invoice cleared in Multibook comes back as a read-only receipt marked Made in Multibook, with no Void button.

Common Tasks#

Tips#

• Outstanding balance in red — A red balance means the client still owes money; a zero balance is shown in the highlight color.
• Project is optional, and set after creation — The New Invoice form doesn't ask for a project; add one afterward from Edit if the invoice needs to be linked to one.
• Foreign currency — Pick a non-company currency on the invoice form to bill in another currency; the system resolves the exchange rate automatically. A foreign invoice is shown and collected in its own currency (a JPY invoice reads and is paid in JPY, never relabelled as your main currency). Totals that add invoices together — the Aging Report, the receivable statistics and dashboard, and the Collection by Client / Project totals — convert a foreign invoice to your main currency at the rate booked on the invoice.
• Filter to focus — Use the Status and Tax Mode filters to narrow the list quickly.
• Partial payments don't lose track of the balance — collecting less than the full outstanding amount from the workflow's Record Collection step spawns a follow-up task for the rest, so the workflow keeps chasing the invoice until it is fully Paid.
• Download any workflow document — switch the workflow timeline to its Documents tab to grab a PDF (or Excel) copy of the invoice, a payment receipt, or any other completed step's document.

Related Pages#

• Collection by Client — Receivables grouped by client
• Collection by Project — Receivables grouped by project
• Aging Report — Outstanding receivables by age

💡 Note: An invoice's outstanding balance, paid total, and status reflect the collection receipts recorded against it. Recording or voiding a payment updates these figures automatically.

How It Connects#