Review invoice details and balances
Where: Sales invoices → select the invoice number.
Who: sales.invoice.view, with the document's business-unit access. Linked credit notes need their separate viewing permission.
Read the three balance cards
| Card | Check | Running example |
|---|---|---|
| Invoice total | Agrees with the source agreement | GBP 327.60 |
| Paid / credited | Includes allocated payments and effective credits | GBP 200.00 after the first payment |
| Amount due | Current outstanding balance | GBP 127.60 |
Always read the invoice status with these figures. A Draft can show a full Amount due without being posted. A Cancelled draft may retain its original numeric balances in the record. A Paid invoice can have been settled partly by credit rather than cash.
Review sections in order
| Section | What to verify | Example |
|---|---|---|
| Invoice information | Status, type, sales order, customer, unit, warehouse and dates | Standard, source order 1188, Café Aroma |
| Invoice lines | Exact products/variants, description, quantities, unit price, discount, tax and total | 40 Standard mugs, not another variant |
| Invoice totals | Transaction and base amounts, exchange rate and rate date | GBP / GBP, rate 1 |
| Notes | Relevant order/customer reference | PO CA-441 |
| Credit notes | Existing linked records and their statuses | A Draft credit does not settle the balance |
Line amounts and the Totals table display four decimal places. The currency cards may use a more compact monetary display; compare underlying values before diagnosing a small rounding difference.
Links and actions
| Control | Purpose |
|---|---|
| Reload | Fetch the latest invoice and linked credits |
| Sales order #… | Open the source agreement, subject to Sales access |
| Order invoice and journal | Open the order-based invoice view and journal tab |
| Payments | Open the Payments workspace with customer and business-unit filters |
| Post invoice | Finalise an eligible Draft after confirmation |
| Cancel draft invoice | Abandon a Draft after confirmation |
Linked SCN-… number | Open an existing credit note |
Payments carries customer/unit filters, not a guarantee that every result belongs to this single invoice. Check allocation rows to identify which receipt settled which bill.
A practical review checklist
Farah reviews a 327.60 draft before posting:
- Confirm source order ID and customer; compare the customer's reference.
- Confirm Invoice date and Due date, especially if the default 30 days is not the agreement.
- Check product variants, quantities and negotiated line discounts.
- Reconcile tax and total against the saved source order, rather than recalculating a price-list estimate.
- Check currency, base amounts and rate date.
- Review the draft journal accounts where her access and journal state permit.
- Confirm there is no unexpected duplicate active invoice.
- Only then use Post invoice.
If the invoice is wrong, there is no Edit invoice button for customer, dates, notes or amounts. Use the draft cancellation/replacement procedure before posting. For an already posted error, involve Accounts; do not try to cancel it as a draft or assume a credit-note write action is available.
Missing names and refresh errors
Partner #…, Business unit #…, Unavailable and a missing variant name can be fallback labels when current master data is unavailable. They are not empty amount fields or proof the underlying reference changed. Use IDs and source documents to investigate.
A credit-panel error is separate from an invoice load error. Retry credit notes reloads the detail; No credit notes for this invoice after a successful permitted read is different from a failed credit request.
After a mutation error, controls can remain blocked until Reload. Review the returned status before deciding whether the action should be attempted again.