Invoice

Last updated: June 20, 2026

e-Invoice training
Issuing this document under MyInvois? See the e-Invoice (MyInvois) training guide for the full submit, clear and troubleshoot flow.

An invoice bills the customer and posts the sale to your accounts. It is the document that turns a delivered or agreed sale into a receivable: the formal demand for payment, the trigger for your revenue and tax entries, and, where it applies, the record submitted to MyInvois. Everything before it was a promise; the invoice is the claim.

What you will learn
  • Where an invoice comes from and what it posts to
  • Charge by item versus charge by amount (progressive billing)
  • The invoice lifecycle and how payment status is tracked separately
  • How due dates, e-Invoice and accounting posting fit together
The sales document chainQTNQuotationSOSales OrderINVInvoiceDODeliveryHowever it is raised, confirming an invoice posts it to your accounts.
An invoice can be generated from a quotation, an order or a delivery simplified mockup

Anatomy of the screen

  • Source link – the order, quotation or delivery this invoice was generated from, so the trail back is always visible.
  • Customer and document blocks – as on the order, including the customer order code.
  • e-Invoice control – where MyInvois is enabled, the inline submission status.
  • Order items – the lines, which behave differently depending on the charge mode (below).
  • Payment terms and account – the term that sets the due date, plus the bank account printed on the invoice.
  • Payment progress – a bar showing how much of the invoice is paid and the balance outstanding.

How it behaves

Two charge modes

This is the idea that shapes the whole document. By item bills specific lines and quantities, the natural choice when you invoice what was delivered. By amount bills a sum of money rather than named lines: the system prorates that amount across the order's deliverables in proportion to progress, and the balance carries forward. Amount mode is how you bill a large order in stages without tying each payment to particular goods.

Lifecycle, and a separate payment status

The document itself runs Draft, Verify, then Posted, with Cancel available; where e-Invoice is on, it pauses at an Acceptance state while the provider responds. Independently of that, a payment status of pending, partial or complete is computed from receipts and contra entries against the invoice total and any adjustments. A posted invoice can be unpaid, part-paid or settled, so the two statuses answer different questions: is the document final, and is the money in.

Due date, posting and e-Invoice

The due date is the invoice date plus the term's due days. Confirming an invoice posts the accounting entries (debit receivables, credit revenue, with tax and any discount split out); cancelling reverses them. Where MyInvois applies, submission moves the invoice into its acceptance state until the provider validates it.

Worked example

You are billing a 60,000 contract in three stages. You raise the first invoice by amount for 20,000; the system prorates it to a third of each order line and posts a 20,000 receivable. The customer pays, so the payment status moves to complete while the order's payable balance drops to 40,000. Two more amount invoices clear the rest, each carrying the remaining balance forward.

Edge cases and good practice

  • Pick the mode deliberately. Item mode for goods-based billing; amount mode for staged or retainer billing. Switching mid-stream is awkward, so decide up front.
  • An invoice can stall in Acceptance. If MyInvois has not responded, the invoice is final on your side but awaiting external validation; that is expected, not an error.
  • Multi-currency. A currency rate is captured on the invoice so the receivable and its eventual settlement reconcile cleanly.

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