The Sales Invoices tab is where you create and manage invoices to bill customers for goods sold or services provided.
Each invoice increases the customer's balance in Accounts Receivable, representing money they owe you.
From this tab, you can track payment status, send invoices to customers, and monitor overdue accounts.
To create a new sales invoice, click the New Sales Invoice button.
Learn more: Sales Invoice — Edit
When you invoice inventory items, Manager automatically updates your inventory quantities:
• Qty Owned decreases because you've sold the items
• Qty to Deliver increases because you still need to ship them
To record the actual delivery, create a delivery note under the Delivery Notes tab. This will reduce both Qty on Hand and Qty to Deliver.
Learn more: Delivery Notes
For immediate delivery sales, you can combine invoicing and delivery in one step:
• Check the Acts as Delivery Note checkbox when creating the invoice
• Select the Inventory Location from which items are being shipped
• This will decrease Qty on Hand immediately instead of creating a delivery obligation
The Sales Invoices tab features several columns.
The Issue Date column shows when the invoice was created.
This date determines when the sale is recorded in your accounts and affects due date calculations.
The Due Date column indicates when payment is expected from the customer.
This date is calculated automatically based on your payment terms or can be set manually.
Invoices past this date will show as overdue.
The Reference column contains the unique invoice number.
This reference appears on the printed invoice and helps both you and your customer identify specific transactions.
The Sales Quote column shows which quote this invoice was created from.
This helps you track the conversion of quotes to actual sales.
The Sales Order column indicates which order this invoice fulfills.
This links the invoice back to the original customer order for complete transaction tracking.
The Customer column shows who this invoice was issued to.
The customer name links to their full record where you can see all their transactions and current balance.
The Description column displays a summary description for the entire invoice.
This is useful for providing context about what the invoice covers overall.
For detailed line-by-line descriptions, view the full invoice or use the invoice lines report.
For more information, see: Sales Invoices — Lines
The Project column shows which projects are billed on this invoice.
Since projects are assigned per line item, one invoice can bill for multiple projects.
All project names are listed when an invoice spans multiple projects.
The Division column indicates which divisions are involved in this invoice.
Since divisions are assigned per line item, one invoice can include sales from multiple divisions.
All division names are listed when an invoice spans multiple divisions.
The Withholding Tax column shows tax amounts that the customer will withhold from their payment.
In some jurisdictions, customers are required to withhold tax and pay it directly to tax authorities.
This amount reduces what the customer actually pays you but creates a tax credit you can claim.
The Discount column shows the total discount amount given across all line items.
Discounts can be applied as percentages or fixed amounts on individual lines.
This total helps you track the revenue impact of discounts offered to customers.
The Invoice Amount column shows the total amount billed to the customer.
This includes all line items, taxes, and fees, minus any discounts.
This is the amount the customer needs to pay (before any withholding tax).
The Cost of Sales column displays the total cost of inventory items sold on this invoice.
This helps you see the gross profit on each invoice by comparing it to the invoice amount.
Only appears when the invoice includes inventory items with cost tracking.
The Balance Due column shows the outstanding amount the customer still owes on this invoice.
This balance decreases as customers make payments or credits are applied.
Click the amount to see a detailed history of all payments and adjustments.
The Days to Due Date column shows how many days remain before payment is due from the customer.
This countdown helps you anticipate incoming cash flow and send payment reminders.
Once the due date passes, this column becomes blank and days overdue begins counting.
The Days Overdue column shows how many days have passed since the invoice due date.
Use this to prioritize collection efforts - the higher the number, the older the debt.
Consider following up with customers when invoices become overdue to ensure timely payment.
The Status column shows the payment status of each invoice with color-coded indicators.
Green means fully paid, yellow indicates payment is coming due, and red signals overdue.
This visual system helps you quickly identify which invoices need your attention.
Click the Edit Columns button to choose which columns you want to display.
Learn more: Edit columns
The Advanced Queries feature provides powerful tools to analyze your sales invoice data.
For example, to focus on collection efforts, you can view only overdue invoices sorted by days overdue:
Another useful query groups invoices by customer to show total sales for each:
These are just two examples. You can create queries to analyze sales trends, identify top customers, track performance by division, monitor cash flow, and much more.
All columns, including custom fields, can be used in your queries for maximum flexibility.
Learn more: Advanced Queries