Using the Sales Invoice｜Sales Management Manual

📖 Overview: See the Sales Management business-flow overview as well.

The Sales Invoice recognizes revenue and records a receivable. On completion, revenue and accounts receivable are recognized and the consumption tax is finalized.

For non-stock items such as services, you can create a Sales Invoice on its own, without a Sales Order or Shipment.

What you can do

• Record sales billing to customers
• Generate automatically from Sales Orders / Shipments
• Auto-generate the revenue / receivable journal entries (on completion)
• Automatic consumption-tax calculation
• Create Credit Memos and Debit Memos
• Manage payment schedules (installments)
• Integrate with payment allocation

Window layout

🖥️ Interactive layout: View the full tab/field layout of the Sales Invoice window (HTML), auto-generated from AD metadata. Note: on a Japanese iDempiere instance the on-screen field labels are in Japanese.

graph TD
    T1["Sales Invoice (C_Invoice) - 51 fields"]
    T2["Invoice Line (C_InvoiceLine) - 33 fields"]
    T3["Tax (C_InvoiceTax) - read only"]
    T4["Payment Schedule (C_InvoicePaySchedule)"]
    T5["Allocation Line (C_AllocationLine) - read only"]
    T1 --> T2
    T1 --> T3
    T1 --> T4
    T1 --> T5

Sales Invoice (C_Invoice) - 51 fields Invoice Line (C_InvoiceLine) - 33 fields Tax (C_InvoiceTax) - read only Payment Schedule (C_InvoicePaySchedule) Allocation Line (C_AllocationLine) - read only

Tab	Table	Role	Key fields
Sales Invoice	C_Invoice	Header (customer, date, amount, etc.)	Business Partner, Doc Type, Invoice Date, Price List
Invoice Line	C_InvoiceLine	Product / quantity / price lines	Product, Quantity, Price, Tax
Tax	C_InvoiceTax	Auto-calculated tax (read only)	Tax Rate, Tax Amount
Payment Schedule	C_InvoicePaySchedule	Installment schedule	Due Date, Amount
Allocation Line	C_AllocationLine	Payment-allocation status (read only)	Allocated Amount, Date

Basic procedure

graph TD
    S1["1. Create invoice (from order/shipment or manual)"] --> S2["2. Enter header"]
    S2 --> S3["3. Save"]
    S3 --> S4["4. Lines tab"]
    S4 --> S5{Import from existing doc?}
    S5 -->|Yes| S6["5a. Create lines from shipment/order"]
    S5 -->|No| S7["5b. Enter lines manually"]
    S6 --> S8["6. Review & save lines"]
    S7 --> S8
    S8 --> S9["7. Back to header"]
    S9 --> S10["8. Complete (Document Action - Complete)"]
    S10 --> S11["Journal posted, receivable recognized"]

1. Create invoice (from order/shipment or manual) 2. Enter header 3. Save 4. Lines tab 5a. Create lines from shipment/order 5b. Enter lines manually 6. Review & save lines 7. Back to header 8. Complete (Document Action - Complete) Journal posted, receivable recognized Import from existing doc?

How to access

Open Sales Management > Invoicing > Sales Invoice (Standard) from the menu.

Bulk generation from orders (recommended)

1. Open Sales Management > Invoicing > Generate Invoices.
2. Specify conditions (business partner, order date, etc.).
3. Click OK to auto-generate invoices.

Manual entry

1. Click New.
2. Enter the header:
   • Document Type: Sales Invoice (or Credit Memo for returns/discounts).
   • Invoice Date, Business Partner, Price List, Payment Term.
3. Click Save.
4. On the Invoice Line tab, enter products/quantities/prices, or use Create lines from to import from a Shipment / Sales Order.

💡 Tip: For returns or discounts, use document type Credit Memo rather than a negative invoice — this generates correct accounting entries.

Completing the invoice

1. Return to the Sales Invoice (header) tab.
2. Click Document Action → Complete → OK.

Completing performs, automatically:

• Revenue / receivable journal entries
• Tax finalization
• Update of the order’s invoiced quantity

⚠️ Note: A completed invoice cannot be edited directly. Void generates a reversing entry; if already allocated, release the allocation first.

📌 Note: Revenue and receivables are only recognized when the invoice is completed — completing a shipment alone does not recognize revenue.

Field reference

Sales Invoice tab (header)

Field	Type	Description
Document Type	Select	Sales Invoice, Credit Memo, Debit Memo, etc.
Order	Search	Linked Sales Order
Invoice Date	Date	Invoice date (printed)
Account Date	Date	Accounting posting date
Business Partner	Search	Bill-to customer
Partner Location	Select	Bill-to address
Price List	Select	Applicable price list
Currency	Select	Auto-set from the price list
Sales Rep	Select	Sales representative
Payment Rule	List	Cash, Transfer, Credit Card, etc.
Payment Term	Select	From the payment-term master

Invoice Line tab

Field	Type	Description
Product	Search	Product to bill
Quantity	Quantity	Invoiced quantity
Price	Amount	Selling price
List Price	Amount	Catalog price (reference)
Tax	Select	Applicable tax rate
Line Amount	Amount	Quantity × Price

Document types

Document Type	Use	Accounting entry
Sales Invoice	Normal sales billing	AR (Dr) / Revenue (Cr)
Credit Memo	Discount / return reduction	Revenue (Dr) / AR (Cr)
Debit Memo	Additional billing	AR (Dr) / Revenue (Cr)

FAQ

Q. How do I print / issue the invoice?

Use Sales Management > Invoicing > Print Invoices for batch printing, or the Print button in the window. PDF e-mailing is also supported.

Q. How do I create a credit memo?

1. Create a new document of type Credit Memo.
2. Reference the original invoice and enter lines.
3. Complete it to reduce the receivable.

Q. Where is payment allocation done?

Use the Receivables / Payables > Payment Allocation form to match invoices and payments. An automatic allocation process is also available; status appears on the Allocation Line tab.

Q. How do I void an invoice?

Void a completed invoice to auto-generate a reversing entry. If already allocated, release the allocation first.

Position in the business flow

graph TD
    A[Sales Order] -->|generate| B[Sales Invoice]
    C[Shipment] -->|import lines| B
    B -->|journal| D[General Ledger]
    B -->|allocate| E[Payment]

import lines Sales Order Sales Invoice General Ledger

Related pages

• Sales Order
• Shipment

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About OSS ERP adoption

iDempiere invoicing covers revenue recognition, receivables and allocation end to end, with multi-currency, tax calculation and installments built in.

As-Link Inc. provides iDempiere implementation support and customization development.

Learn more about our OSS ERP services