Sales and Purchase Invoices

Invoices are both operational documents and accounting documents. Create them from their source documents whenever possible so quantities, rates, taxes, and traceability remain connected.

Source document comparison

Invoice	Preferred source	Direct creation
Sales Invoice	Delivery Note or Sales Order	Supported
Purchase Invoice	Goods Received Note or Purchase Order	Supported

Confirm whether stock already moved through Delivery Note or GRN. Creating an invoice does not replace the physical stock workflow.

Sales Invoice

Go to: Financials → Sales Invoice

Choose the source

Click Create Sales Invoice. Select a Delivery Note or Sales Order when invoicing existing work, or continue with a direct invoice.

Complete basic information

Select Customer, dates, currency and exchange rate. Leave Document Number empty when automatic numbering is used.

Review items and accounting

Confirm item, unit, quantity, price, income account, Cost Center, Project, warehouse/batch information where shown, and line totals. For a batch-tracked item you can split one line’s quantity across multiple batches using its batch allocation control. Use Import CSV / Export CSV on the item table toolbar, or the item search box, to bulk-manage rows on invoices with many lines.

Add taxes, charges, and discount

Select each rule and its account. Review whether discount is percentage or amount and whether it applies before or after tax.

Review the remaining tabs

Confirm addresses, accounting, payment, bank details, terms, transport, source documents, associations, and attachments as applicable.

Save, assign, and approve

Save Draft, assign the invoice if required, then use the approval action. Approval moves the invoice to its unpaid state and posts the accounting entries.

Sales Invoice fields

Section	Important fields
Basic Information	Customer, Invoice Date, Due Date, Document Number, Currency, Exchange Rate
Items	Item, Custom Code, Unit, Conversion Factor, Quantity, Rate, Amount, account and dimensions
Taxes	Tax, Rate, Amount, Tax Account
Charges	Charge, Rate, Amount, Charge Account
Discount & Summary	Discount Type, Discount %, Discount Amount, totals
Payment	Payment terms, advances, outstanding and settlement details
Accounting	Receivable/income accounts, Cost Center and Project
Other tabs	Addresses, bank, terms, transport, source and child documents, associations

Sales Invoice statuses

Status	User meaning
Draft	Editable and not posted
Unpaid	Approved, posted, and fully outstanding
Partially Paid	Some amount has been allocated
Paid	Outstanding amount is settled
Overdue	Outstanding after Due Date
Credit Note Issued	A return/credit note has been issued against it
Return	This document reverses all or part of an earlier invoice
Cancelled	Cancelled according to permitted document rules

Accounting effect

An approved Sales Invoice normally debits the customer receivable and credits income, tax, and charge accounts according to the document rows. Payment Entry later reduces the receivable and moves value into Cash or Bank.

Return and credit note

Use the invoice’s return action so ERPX links the new document through Return Against. Review negative quantities and amounts, currency, tax, and accounts. The return cannot exceed the original invoice quantity. Approving the credit note requires its linked Delivery Note return to already be approved — “Approve delivery note [number] before approving this credit note — it was created to reverse the delivered stock and still needs to be approved.”

Purchase Invoice

Go to: Financials → Purchase Invoice

Choose the source

Create from a GRN or Purchase Order whenever possible. Use a direct Purchase Invoice for a supplier bill that has no source document.

Enter supplier details

Select Supplier, supplier invoice/bill information, dates, currency, and exchange rate.

Review items or services

Confirm quantity, rate, expense/account selection, Cost Center, Project, and totals. Use Import CSV / Export CSV on the item table toolbar, or the item search box, to bulk-manage rows on invoices with many lines.

Add taxes, charges, and discount

Select rules and accounts, then review the calculated total.

Review payment and advances

Confirm outstanding amount and any supplier advances available for allocation.

Save, assign, and approve

Save Draft, resolve any budget warning, assign if required, and approve. Approval normally moves the invoice to Unpaid and posts the payable entries.

Purchase Invoice fields

Section	Important fields
Basic Information	Supplier, invoice/bill dates and number, Document Number, Currency, Exchange Rate
Items	Item/service, Unit, Quantity, Rate, Amount, expense/account and dimensions
Taxes	Tax, Rate, Amount, Tax Account
Charges	Charge, Rate, Amount, Charge Account
Discount & Summary	Discount Type, Discount %, Discount Amount, totals
Payment	Advances, outstanding and settlement details
Other tabs	Addresses, associations, source documents and attachments

Purchase Invoice statuses

Status	User meaning
Draft	Editable and not posted
Unpaid	Approved, posted, and fully outstanding
Partially Paid	Some amount has been allocated
Paid	Outstanding amount is settled
Overdue	Outstanding after Due Date
Debit Note Issued	A return/debit note has been issued
Return	This document reverses all or part of an earlier invoice
Cancelled	Cancelled according to permitted document rules

Accounting effect

An approved Purchase Invoice normally credits the supplier payable and debits expense, tax, charge, inventory-related, or clearing accounts according to its source and rows. A GRN may already have recorded receipt-side stock value, so check the source chain before interpreting the invoice entries.

When the setting Enable Separate Ledger Entry of Exchange Gain/Loss is on, a Purchase Invoice raised at a different exchange rate than its source GRN clears stock liability at the GRN’s own rate and posts the difference to a dedicated Exchange Gain/Loss expense account, instead of folding it into the clearing entry.

Return and debit note

Create the return from the original invoice. ERPX links it through Return Against, keeps the original currency, and prevents returned quantities from exceeding the original. Approving the debit note requires its linked return GRN to already be approved — “Approve GRN [number] before approving this debit note — it was created to reverse the received stock and still needs to be approved.” Once that GRN is approved, the debit note can no longer be deleted.

Withholding Tax (WHT/TDS/PAYE)

Turn on Include Withholding Tax on a Sales or Purchase Invoice to add a dedicated WHT/TDS/PAYE card, separate from the regular Taxes table.

Turn on withholding tax

On the invoice, enable Include Withholding Tax. The WHT/TDS/PAYE card appears with Add Withholding Tax.

Add the withholding row

Click Add Withholding Tax, select the withholding Type from Select WHT/TDS, and enter its Rate %. Only one withholding row is allowed per invoice.

Save

Withholding tax is tracked for reporting only — it does not reduce the invoice’s Grand Total, is not posted to the ledger, and does not print on the invoice PDF. It exists so you can reconcile what a customer or supplier withheld against what they remitted.

Withholding tax types are configured as a Tax Type in Tax and Charges setup, but a withholding type can only be added through this card — not through the regular Taxes table. Once a withholding row is marked paid, its type and rate can no longer be changed or removed.

Rule	Message
More than one withholding row	“Exactly one withholding tax is required when WHT/TDS is included”
Rate is 0 or over 100	“Each withholding tax must have a rate greater than zero and not more than 100”
A withholding type added to the regular Taxes table	“Withholding tax ‘[type]’ must be added in the Withholding Tax section”
Editing a paid withholding row	“A paid withholding tax type or rate cannot be changed”
Removing a paid withholding row	“A paid withholding tax cannot be removed”

Withholding rows are excluded from the Sales Tax Report and Purchase Tax Report.

Create Tax Entry

Once an invoice has at least one tax row with a rate or amount greater than zero, use Create → Tax Entry on the invoice to open a Journal Entry pre-filled as a tax entry for that document, instead of building the journal entry from scratch.

Budget checks

Purchase Invoices can be checked against an active Project or Cost Center Budget. A Block Transaction budget stops the action; Warn Only requires confirmation; No Enforcement records utilization without blocking.

Payment and investigation

Create or review settlement in Payment.
Use Create → Tax Entry on the invoice to post its tax directly to a Journal Entry.
Trace source and downstream documents in Transaction Chain.
Review unpaid and aging balances in Ledger Reports.
Open the invoice’s Accounting Ledger action to see its exact posting.