Invoice terms, numbers and statuses
The normal invoice lifecycle
Credits in this diagram explain the effect of existing posted credit notes. Credit-note write actions are currently unavailable in the browser.
| Status | Meaning | Available invoice action |
|---|---|---|
| Draft | Copied document awaiting final posting | Review; Post if positive with lines; Cancel draft |
| Posted | Finalised invoice, normally with its full balance due | Review and follow Payments; read existing credits |
| Partially paid | Some balance settled by payment allocations and/or credits | Review outstanding balance and allocations |
| Paid | Amount due reached zero | Read/reconcile; not proof all settlement was cash |
| Cancelled | Draft abandoned; history kept | Read; a replacement may be created from an eligible source order |
| Reversed | A recognised status that may appear in data | Read; no reversal command is provided in these screens |
Do not read the visual list of statuses as a sequence every document must visit. A full payment can move Posted directly to Paid. Cancellation is an alternative for a Draft, not a step after Paid.
Invoice numbers versus IDs
| Reference | Example | Use |
|---|---|---|
| Sales order number | SO-1188 | Human reference to the source agreement |
| Sales order ID | 1188 | Numeric value required by Create invoice; actual ID may differ from the printed number |
| Invoice number | INV-A1B2C3D4 | Generated bill reference; searchable in the register |
| Invoice ID | 501 | Internal numeric reference in the invoice URL |
| Credit note number | SCN-E5F6A7B8 | Generated credit reference |
| Customer code | CUST-0042 | Customer profile reference used in lookups |
| Customer Partner ID | 42 | Trading-relationship reference used by invoice/payment matching |
These example values are invented. An order number ending in 1188 does not guarantee that the record ID is 1188. Copy the actual ID instead of guessing from a number.
Balance terms
| Label | What it means |
|---|---|
| Invoice total | Original copied bill total in transaction currency |
| Paid / credited | Recorded settlement from allocated payments and effective credit notes |
| Amount due | Current outstanding invoice balance |
| Payment unallocated/available | Money on a payment record not yet applied to an invoice |
| Transaction currency | Customer invoice currency |
| Base currency | Currency used for copied base amounts and accounting/reporting |
Example: invoice total 327.60; payments allocated 200; an existing posted credit of 27.60. Paid / credited is 227.60 and Amount due is 100. It is incorrect to report 227.60 as cash received.
Invoice type and credit-note status
Creation from Sales always creates a Standard invoice. Credit note and Debit note invoice-type values may be recognised by the data model, but there is no type selector on this creation form.
Sales credit notes are separate linked documents. Existing records may show Draft, Posted, Cancelled, Applied or Refunded. Do not infer a browser apply/refund action from those status names: none is currently available. Read Existing credit notes.