ANTE User Manual

Sales Invoice

Sales Invoices are the core of Receivables. An invoice records what you have billed a client (line items, tax, and totals), tracks how much they have paid, and shows the outstanding balance still owed. From an invoice you can record payments (collection receipts), change its status, edit it while it is still a draft or sent, and void a payment that was recorded by mistake.

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 Payment 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 Payment, the default) and Invoice Workflow (with Approval) (Create Invoice → Approval → Record Payment, which adds an approval gate before payment). 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.

Summary Cards

CardShows
Total InvoicesThe number of invoices
Total InvoicedThe combined total of all invoices
Total CollectedThe total amount collected (paid)
OutstandingThe total amount still owed

Invoices Table

  • Search — Search by Invoice # or Description
  • Status filter — Filter by status (defaults to All Statuses)
  • Tax Mode filter — Filter by VAT Inclusive / VAT Exclusive (defaults to All Tax Modes)
  • New Invoice button — Top right; opens the New Invoice flow picker (see Creating an Invoice below) rather than a form directly

Table Columns

ColumnDescription
Invoice #The invoice number (sortable)
Client / ProjectThe client name, with the project name beneath it when set
StatusThe invoice status badge (sortable)
Tax / VATThe tax mode label and the VAT amount
TotalThe invoice total (sortable)
Paid / BalanceAmount paid; a red Bal: line appears when a balance is still outstanding
Due DateThe payment due date (sortable)
Invoice DateThe date of the invoice

Click any row to open its driving workflow timeline — a dialog listing the flow's steps (for example Create Invoice → Record Payment) with status icons, plus a task button on any step that has one to open that step's form. Invoices filed before this workflow existed (with no linked flow) open the classic Invoice Details page instead.

Once at least one step's form has been submitted, a Timeline | Exportable toggle appears at the top right of this section. Switching to Exportable lists every completed document in the flow (Invoice, Payment, and so on) with an Export <Name> button that downloads a branded PDF copy — see Exporting Documents from the Timeline below.

Invoice Statuses

StatusMeaning
DraftNewly created, not yet issued; fully editable and deletable
For ApprovalOnly seen on invoices started with the with-approval flow — waiting on its Approval step. Not editable and cannot receive a payment yet
SentIssued to the client; still editable
Partially PaidOne or more payments received, but a balance remains
PaidFully paid; no balance remaining
OverduePast its due date with a balance owed
CancelledVoided / no longer active

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 Payment 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:
    • Client (required) — Search and select the client being billed
    • Description (required) — A short description of what is being invoiced
    • Invoice number (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
    • Memo / payment instructions (optional) — 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 Payment step, ready for a payment to be recorded against it (see Recording a Payment below).

Tip

You need at least one line item to submit the invoice. A client is also required — the form won't let you submit without one.

Tip

There is no Project field on the invoice form itself anymore. If this invoice needs to be linked to a project, open it afterward and use Editing an Invoice to add one.

Tax Mode vs. Tax Type

  • Tax Mode applies to the whole invoice and controls how VAT is treated for VATable lines:
    • VAT Inclusive — Unit prices already include the 12% VAT; the system separates the VAT out of the amount.
    • VAT Exclusive — Unit prices exclude VAT; the system adds 12% VAT on top.
  • Tax Type is set per line item: VATable (12%) is taxed, while Zero-Rated (0%), VAT Exempt, and Non-VAT lines carry no VAT.

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
  • Payment Summary — Total Amount, Total Paid, and Outstanding Balance

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

ButtonWhen it appears
Receive PaymentWhen there is an outstanding balance and the invoice is not Draft, For Approval, or Cancelled
EditWhen the invoice is Draft or Sent
Change StatusWhen the current status has at least one allowed next status
DeleteWhen the invoice is still Draft

Quick View: "View Invoice"

For invoices created through the New Invoice workflow, you don't need to leave the timeline or the payment step to check the invoice itself — a View Invoice button opens the same read-only quick view from two places:

  • The invoice's workflow timeline dialog (top right, once the invoice has been filed)
  • The Record Payment step's task, next to where you enter the payment

The quick view shows:

  • Invoice Information — Client, Status, Invoice Date, Due Date, Tax Mode, VAT Rate, Project, and Description
  • Line Items — Description, Qty, Unit Price, Discount, Tax Type, and Total per line
  • Payment Summary — Subtotal, Total VAT, Total Discount, Total Amount, Total Paid, and Outstanding Balance
  • Collection Receipts — every payment recorded against the invoice, with Receipt #, Date, Amount, EWT Rate, EWT Amount, Net Received, Fund Account, and Memo

This view is read-only — there are no Edit, Change Status, or Delete buttons here. Those live on the full Invoice Details page (see above).

Exporting Documents from the Timeline

Once a step's form has been submitted, its document becomes downloadable from the workflow timeline dialog:

  1. Open the invoice's workflow timeline.
  2. Click Exportable (next to Timeline, top right of the Process Timeline section) — this toggle only appears once at least one step has a submitted document.
  3. The Exportable view lists each completed document — for example Invoice and Payment — with the step it came from.
  4. Click Export <Name> (e.g. Export Invoice, Export Payment) on the document you want. ANTE downloads a branded PDF copy.

If a partial payment is being collected across several follow-up tasks (see Recording a Payment (Collection Receipt) below), each recorded payment gets its own row here.

Common Tasks

Recording a Payment (Collection Receipt)

  1. Open the invoice (it must have an outstanding balance and not be Draft, For Approval, or Cancelled)
  2. Click Receive Payment (or Record Payment in the Collection Receipts section)
  3. Review the read-only Invoice Information (Invoice Number, Client, Project, Total Amount, Total Paid, Outstanding Balance)
  4. Enter the payment:
    • Payment Amount (required) — Pre-filled with the outstanding balance; cannot exceed it
    • EWT Rate — Expanded Withholding Tax rate: No EWT (0%), 1% - Goods, 2% - Services / Contractors, 5% - Professional Fees (≤₱3M), or 10% - Professional Fees (>₱3M) / Corporations
    • Fund Account (required) — The account that receives the money
    • Payment Date (required) — Defaults to today
    • Payment Memo (optional)
  5. Check the calculated EWT Amount and Net Amount Received
  6. Click Record Payment

The new receipt appears in the invoice's Collection Receipts list, and the Outstanding Balance updates. When an invoice is fully paid, the payment form shows a Fully Paid message instead, and no further payments can be recorded.

Tip

If the invoice was created through the New Invoice workflow, you can also record the payment from its Record Payment step: open the invoice's workflow timeline and open that step's task — it captures the same Amount, EWT rate, Fund account, Payment date, and Memo fields. Click View Invoice there (or from the timeline itself) for the read-only quick view described in Quick View: "View Invoice" above.

Partial Payments on the Record Payment Step

If you record less than the full outstanding balance from the workflow's Record Payment step, ANTE still records that payment, then automatically creates a follow-up Record Payment task for the remaining balance — a toast confirms it ("Partial payment recorded — a follow-up Record Payment task was created for the remaining …"). The step you just submitted becomes read-only: its fields lock, the Submit / Send Back buttons disappear, and a banner explains what's happening — a "payment recorded" banner naming the receipt, plus a "partial payment" banner naming the amount still being collected in the follow-up task. The workflow stays Running until the balance is fully collected: each further partial payment spawns another follow-up task the same way, and the workflow only completes once a payment clears the invoice to Paid.

This chain of follow-up tasks appears in the invoice's workflow timeline as nested steps under the original Record Payment step, and each one's receipt shows up on the Exportable tab once recorded.

Tip

EWT (Expanded Withholding Tax) is withheld by the client. The Net Amount Received is the payment amount minus the EWT, which is what actually lands in your fund account.

Voiding a Payment

  1. Open the invoice
  2. In the Collection Receipts table, find the receipt row
  3. Click Void (the red action at the end of the row)
  4. Confirm in the dialog

Voiding reverses the payment and its effect on the fund account, and the invoice's outstanding balance is restored.

Editing an Invoice

  1. Open the invoice
  2. Click Edit (available only while the invoice is Draft or Sent)
  3. Update the header fields and line items
  4. Save your changes

Changing the Status

  1. Open the invoice
  2. Click Change Status
  3. Pick the new status from the menu (only valid next statuses are listed)

Deleting a Draft

  1. Open the invoice (it must still be Draft)
  2. Click Delete
  3. Confirm in the dialog

Only Draft invoices can be deleted. For invoices that have already been issued, use Change Status → Cancelled instead.

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.
  • 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 Payment 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 Exportable tab to grab a PDF of the invoice, a payment receipt, or any other completed step's document.

💡 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.

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