Invoicing worked examples

Practise in a training tenant with invented records and approved training prices/tax. Use the actual IDs returned in your environment. Creating/posting documents is a financial action, so do not use a live customer account for these exercises.

Prepare the running example

Omar and Nadia complete the Sales example, or prepare an equivalent Confirmed order for Café Aroma with:

Product / variant	Quantity	Unit price	Discount amount	Tax amount	Line total
Ceramic Mug / Standard	40	4.50	27.00	30.60	183.60
Cotton T-shirt / Blue, Large	10	12.00	0	24.00	144.00
Total			27.00	54.60	327.60

Use GBP transaction/base currency, rate 1, no other charges. The discount must have its Sales approval before confirmation. Ensure there is no active invoice if practising creation; if the Sales exercise already created one, use that invoice or prepare a separate training order.

Exercise 1: create, check, post and settle

Step 1: create the draft

Sales invoices → Create from sales order:

Field	Value
Sales order ID	Actual ID of the prepared order; example 1188
Invoice date	07/11/2026
Due date	Leave blank
Notes	Training café supplies; customer PO CA-441

Select Save draft invoice. Check: a new generated invoice number, Draft, due date 07/12/2026, Total 327.60, Paid / credited 0, Due 327.60. Record its actual ID, e.g. 501.

Step 2: review copied values

Check customer, unit and warehouse; inspect the two lines and the transaction/base Totals table. Expect subtotal 300, discount 27, tax 54.60 and total 327.60 for this no-charge example.

Select Order invoice and journal, then Journal Transaction Details. If an approved account change is part of the training and the two-entry Draft editor is available, search/select the account and Save Account Changes. Otherwise review read-only; do not invent missing controls.

Step 3: post

Return to the newer invoice detail. Select Post invoice, read the confirmation and confirm. Check: Posted, Due 327.60 and the linked accounting state. A second Post action should not be available for the posted document.

Step 4: record the first receipt

Use Order invoice and journal → Record Payment → Record Payment on the payment page. Record the training receipt:

Field	Value
Amount	200.00
Payment Method	Bank transfer
Payment Date	08/11/2026
Reference Number	TRAIN-FPS-77812
Notes	First instalment

Save. Return to invoice detail and Reload. Check: Paid / credited 200, Due 127.60, Partially paid. Verify the actual receipt/allocation row, not just the balance card.

Step 5: record the remainder

Use the same order-specific payment workflow to record the actual second receipt of 127.60, with its own date/reference. Reload invoice detail.

Check: Paid / credited 327.60, Due 0, Paid. There should be two actual receipt allocations totalling 327.60, not duplicate entries for a single receipt.

Step 6: reconcile the period

Run Sales by customer for November and the correct unit. Assuming no other customer documents/credits, this sale contributes net sales excluding tax 273, tax 54.60 and sales including tax 327.60. Paying it does not remove it from November sales.

Ali follows the Sales dispatch process separately; invoice posting and receipt recording have not themselves dispatched the goods.

Exercise 2: cancel and replace a wrong due date

Use a separate eligible training order:

1. Create a Draft dated 07/11/2026 with blank Due date, giving 07/12/2026.
2. Agree that the intended due date for this exercise was 21/11/2026.
3. Select Cancel draft invoice, confirm, and check Cancelled.
4. Create another invoice from that same still-eligible order with explicit Due date 21/11/2026.
5. Check the new invoice number and ID, correct date and Draft status.
6. Search the register by Sales order ID with All statuses. Expect the retained Cancelled record plus one active replacement.

Do not add the cancelled record's retained numeric due balance to collections. Ask Accounts to verify any retained draft journal. Do not assume invoice cancellation reopens or reprices the source order.

Exercise 3: foreign-currency invoice

Prepare a separate eligible EUR order with saved subtotal 1,000, discount 100, illustrative tax 180 and total 1,080. Use GBP base currency, rate 0.85 and an approved source rate date.

Create its invoice and check:

Value	EUR transaction	GBP base
Subtotal	1,000	850
Discount	100	85
Tax	180	153
Total	1,080	918

The invoice copies the order's saved rate; changing Invoice date does not fetch a new market rate. A generic payment allocation must use a compatible transaction currency; a GBP receipt is not automatically an EUR allocation just because GBP is the base currency.

Exercise 4: payment exists but is not allocated

Use a separate Posted invoice for 100 and a compatible posted customer receipt for 60 with no allocations.

1. Open the invoice: check Due 100, despite the receipt existing for the same customer.
2. In Payments, open that receipt → Allocate to invoice.
3. Find/select this invoice, enter Amount 60 and select Allocate.
4. Reload invoice detail: check Due 40, Paid / credited 60, Partially paid.

Receipt and invoice must match customer Partner, business unit and transaction currency. If another user already allocated it, stop and inspect the current balances rather than entering a second receipt.

Exercise 5: interpret an existing credit

This is a read-only exercise using an existing credit record supplied by your training environment; credit writes are not available in the current browser.

For a 327.60 bill with cash allocations 200 and an existing Posted credit 27.60:

1. Open Credit notes and the SCN-… record.
2. Check source invoice, reason, date, amount and Posted state.
3. Return to the invoice and Reload.
4. Expect Paid / credited 227.60, Due 100 and Partially paid.
5. Reconcile cash as 200, credit as 27.60; do not call 227.60 cash received.

If only a Draft credit exists, it should not be assumed to settle the invoice. Do not try to expose the hidden write actions to finish the exercise.

Exercise 6: month-end and credit timing

Use report data containing a tax-free Posted invoice dated 30/11/2026 for 100 and an existing effective tax-free credit dated 02/12/2026 for 20.

Report period	Expected net sales contribution
November	100
December, no other documents	−20
November–December	80

This demonstrates document-date reporting, not an instruction to create a new credit. Compare report scope and base currency as well as dates.

Refusal checks

Try in training	Expected / review
Create from Draft sales order	Order-state refusal
Create again for the same active order invoice	Duplicate refusal
Due date earlier than Invoice date	Browser validation
Post a zero-total invoice	No eligible Post action / service refusal
Cancel an already Posted invoice	No draft-cancellation action / refusal
Allocate more than current due	Allocation refused
Allocate to wrong customer/unit/currency	Not compatible / refused
Look for Create/Post/Cancel credit note	Unavailable under current release restriction

Use Messages and FAQ for recovery. If a result is uncertain after a network failure, verify the existing document before repeating a write.