Before you create an invoice
An invoice is created from an existing sales order. Prepare and verify the order first, because invoice lines and commercial amounts cannot be edited on the invoice screen.
Preparation checklist
| Check | Running example | Where to resolve a problem |
|---|---|---|
| Correct customer | Café Aroma, the existing Customer/Partner | Customer/Party records and the sales order |
| Correct order ID | Numeric order ID 1188 in this guide | Sales order detail or its application URL |
| Eligible order state | Confirmed | Sales workflow |
| At least one line | 40 mugs and 10 T-shirts | Source order |
| Agreed commercial values | Total 327.60 | Source order pricing and any approval |
| Correct warehouse and unit | Main Warehouse / Bright Home Supplies | Source order and access grants |
| Correct transaction/base currency and rate | GBP / GBP, rate 1 | Source order |
| No non-cancelled invoice | Check the register by Sales order ID | Invoicing register |
| Approved invoice/due dates | 07/11/2026 / 07/12/2026 | Invoice creation form |
| Posting accounts/setup ready | Receivables and sales accounts configured | Accounting administrator |
Order IDs and document numbers are examples, not pre-seeded records. Use the IDs returned in your tenant.
Which order states qualify?
| State | Create invoice? |
|---|---|
| Draft | No; finish the Sales workflow first |
| Confirmed | Yes |
| Partially dispatched | Yes, if there is no existing active invoice |
| Dispatched | Yes, if there is no existing active invoice |
| Other states | Not accepted by this creation service |
An order in dispatch progress still produces an invoice for its copied order lines, not just the outstanding shipment. There is no quantity selection on this form, and no per-dispatch instalment-invoice workflow.
One active invoice per order
A sales order can have only one non-cancelled invoice, including a Draft. If one exists, open it instead of creating another.
Example: Farah saves a draft on Monday and returns on Tuesday. Create from sales order is not a way to resume editing it. Search by the source order ID and open Monday's invoice.
A cancelled draft remains in history and no longer blocks a replacement. A posted invoice cannot be cancelled through the normal draft action. See Cancel and replace.
Dates are not supplier payment terms
Leaving Due date blank gives invoice date + 30 calendar days. This customer-invoice default is not the Purchasing NET30 term parser, not month-end and not 30 working days.
If the customer's agreed due date differs, enter it explicitly before saving. The current creation screen checks that it is not earlier than Invoice date. There is no invoice-date/due-date edit screen after creation.
A draft can already have a draft journal
Invoice creation asks Accounting to prepare a draft sales-invoice journal. Posting finalises the invoice and journal/receivable workflow. Check the accounting setup before creation as well as before posting; a configuration error can stop the workflow.
No actual customer email, printable invoice pack, payment or stock movement is produced by filling in this form.