ICONK OS
Back to Documentation

Invoicing

Draft

Create, send, and track invoices. Understand invoice status and payment basics.

Goal

Explain how to create, manage, and track invoices in ICONK OS, including invoice statuses, payments, and limitations.

Who This Guide Is For

Accountants, salespeople, company owners, and anyone who creates or manages invoices.

What You Can Do

  • View all invoices in your company
  • Create new invoices
  • Edit draft invoices
  • Send invoices (which posts them to the general ledger)
  • Cancel invoices
  • Create credit notes for sent or paid invoices
  • View payments applied to invoices
  • Refund posted credit notes
  • Track invoice status (Draft, Sent, Paid, Cancelled)

What You Should Not Expect Yet

  • Reusable customer credit accounts are created from linked-customer credit notes and invoice overpayments.
  • Advanced partial-payment workflows support partial payments, invoice credit notes, customer refund settlement, and applying customer credit to later invoices in the same document currency.
  • Automated invoice sending (email) depends on your company's email configuration.

Step 1: Viewing Invoices

  1. Go to Accounting → Invoices in the sidebar (or Invoices directly if visible).
  2. You will see a list of all invoices with their number, customer, amount, status, and date.
  3. You can filter and search by customer, status, date range, or invoice number.

Invoice Statuses

| Status | What It Means | |--------|--------------| | Draft | The invoice has been created but not yet sent. It can be edited or deleted. | | Sent | The invoice has been sent/posted. It is recorded in the general ledger. Payments can be applied. | | Paid | The invoice has been fully paid. Total payments equal or exceed the invoice total. | | Cancelled | The invoice has been cancelled. Inventory and accounting entries are reversed. |

Step 2: Creating an Invoice

  1. Go to Invoices and click Create Invoice (or New Invoice).
  2. Fill in the invoice details:
    • Customer — Select an existing customer or enter a new customer name.
    • Issue Date — The date the invoice is issued.
    • Due Date — The date payment is expected.
    • Items — Add line items with description, quantity, unit price, and tax rate.
    • Notes — Optional notes for the customer.
  3. Review the totals (subtotal, tax, and total amount).
  4. Click Save to create the invoice as a draft.

Invoice Currency

Invoices use one document currency. The default comes from the company accounting currency, and selecting a customer can switch the draft to that customer's currency. Selecting a product does not change the invoice currency; the product selling price is only converted into the current invoice currency as a suggested unit price. If the exchange rate is missing, enter the customer price manually.

Step 3: Editing an Invoice

Draft Invoices

Draft invoices can be edited freely:

  1. Open the invoice from the invoice list.
  2. Click Edit.
  3. Update any field — customer, items, dates, notes.
  4. Save the changes.

Sent or Paid Invoices

Once an invoice is Sent or Paid, it cannot be edited directly. To make changes:

  • If the invoice is Sent and not yet paid, you may need to cancel it and create a new one.
  • If the invoice is Paid, it cannot be edited. Contact your administrator for guidance.

Step 4: Sending an Invoice

When you are ready to send an invoice to a customer:

  1. Open the draft invoice.
  2. Change the status to Sent (or click Send).
  3. The system will:
    • Record the invoice in the general ledger (accrual posting).
    • Deduct stock for the invoiced items (if inventory tracking is enabled).
    • Update the invoice status to Sent.

What Happens When You Send

  • The invoice is now a formal financial record.
  • It appears in your Accounts Receivable aging report.
  • Payments can now be applied to it.

Step 5: Viewing Invoice Payments

  1. Open an invoice from the invoice list.
  2. Look for the Payments section on the invoice detail page.
  3. You will see all payments that have been applied to this invoice, including:
    • Payment date
    • Amount
    • Payment method
    • Reference number

Partial Payments

If a customer pays less than the full invoice amount:

  • The invoice status remains Sent until total payments reach the invoice total.
  • The invoice becomes Paid when posted payments, credit notes, and applied customer credits equal or exceed the total.
  • If payments exceed the total, the excess is recorded as reusable customer credit for linked customers and kept in the payment notes for audit history.

Customer Payment Links

On the invoice detail page, the Advanced AR panel can create customer payment links for open invoice balances.

  • Copy payment link copies the full public checkout URL.
  • Hosted checkout provider can be left on Auto, or finance users can choose Tap or Paymob when the company is configured for that provider.
  • Provider checkout status appears on the same payment-link row after hosted checkout starts, including the provider charge reference and whether a payment has been linked.
  • Finance users with payment-create permission can use the provider capture check from the payment-link row when a captured provider charge needs manual reconciliation.
  • Paymob checkouts show the Paymob order ID first. The ERP only records the customer payment after a signed successful Paymob transaction callback arrives, or after finance provides a real Paymob transaction ID for manual capture.
  • If the company has a custom domain configured, the copied link uses that domain.
  • Public checkout validates that the link belongs to the app domain or the company's custom domain before showing the customer-facing payment page.
  • Hosted checkout redirects back to the trusted payment-link domain after payment.

Step 6: Creating a Credit Note or Return

Use a credit note when a sent or paid invoice needs a return, price correction, or customer credit without editing the original invoice.

  1. Open a Sent or Paid invoice.
  2. Click Create Credit Note.
  3. Enter a reason.
  4. Enter the returned quantity for one or more invoice lines.
  5. Click Post Credit Note.

The system will:

  • Reduce the invoice balance due.
  • Reverse the related sales income and sales tax in the ledger.
  • Restore stock for returned tracked inventory items.
  • Keep the original invoice intact for audit history.

Credit notes use the original invoice currency and exchange rate. If the invoice was foreign currency, the credit note posts the base-currency accounting reversal using the same rate as the original invoice.

Refunding a Credit Note

After a credit note is posted, you can settle the remaining customer credit with a refund or apply it to another invoice for the same customer and same currency:

  1. Open the invoice.
  2. In the Credit Notes section, find the posted credit note.
  3. Click Refund.
  4. Enter the refund amount and method.
  5. Click Post Refund.

The system will:

  • Reduce the remaining credit-note balance.
  • Clear the Accounts Receivable credit created by the credit note.
  • Reduce cash or the selected bank account.
  • Post realized FX gain or loss if the refund exchange rate differs from the original invoice/credit-note rate.

The invoice detail page also shows available customer credits for linked customers. Use Apply Credit to settle the invoice from an existing customer credit balance without recording a new cash movement.

Step 7: Cancelling an Invoice

If you need to cancel an invoice:

  1. Open the invoice.
  2. Change the status to Cancelled (or click Cancel).
  3. The system will:
    • Reverse the inventory deduction (if applicable).
    • Void the general ledger entry (if one was posted).
    • Update the invoice status to Cancelled.

Important Notes

  • Only Sent invoices can be cancelled. Draft invoices can be deleted instead.
  • Paid invoices cannot be cancelled directly. You may need to void the payments first.
  • Cancelling an invoice is a significant accounting action. Make sure you understand the impact before proceeding.

Step 8: Deleting an Invoice

  • Draft invoices can be deleted.
  • Sent, Paid, or Cancelled invoices cannot be deleted. They must be cancelled first (if applicable).

Known Limitations

  • Credit notes are available for sent and paid invoices. Use them for returns and corrections instead of editing posted invoices.
  • Customer credit accounts are available in reviewed flows. Credit notes, invoice overpayments, and customer advances can create reusable credit balances for linked customers.
  • UNCERTAIN: The exact email sending behavior for invoices depends on your company's email configuration. If email is not set up, you may need to send invoices manually.
  • Paid invoices cannot be edited. This is by design to maintain accounting integrity.

How to Get Help or Troubleshoot

  • If you cannot send an invoice, check that all required fields are filled in and that the invoice has at least one line item.
  • If an invoice shows an incorrect total, check the line items, tax rates, and any discounts applied.
  • If you cannot see the Invoices module, check your role permissions. See Roles and Permissions.
  • For general questions, see the FAQ.
All Guides