Invoices

The Invoices section manages all purchase invoices raised against your vendors.

Permission required: Invoice:Read (to view), Invoice:Create/Update/Delete (to modify)

Understanding Invoice Status

Every invoice has a computed status — it is calculated automatically based on the invoice's data:

Status	Badge Colour	Meaning
PartiallyPaid	🟡 Amber	Some payments recorded, but balance remains
FullyPaid	🟢 Green	All payments collected — pendingAmount = 0
Overdue	🔴 Red	Due date has passed and amount is still outstanding
Canceled	⚫ Grey	Invoice was soft-deleted

TIP

You don't set the status manually — it updates automatically as you record payments.

Viewing Invoices

Navigate to Invoices in the left sidebar.

Filtering Options

Filter	Description
Search	Matches against invoice number or vendor name
Status	Filter by FullyPaid, PartiallyPaid, Overdue, or Canceled
Vendor	Show invoices for a specific vendor
Date Range	Filter by invoice date (From / To)
Amount Range	Filter by minimum and maximum invoice amount
Sort	Sort by invoice date, due date, amount, pending amount, or vendor name

Pending Invoices View

Click Pending in the left sidebar (under Invoices) to see only invoices that still have an outstanding balance — i.e. invoices with status PartiallyPaid or Overdue. This is the most actionable view when deciding which invoices to pay next.

Overdue Invoices View

Click Overdue in the left sidebar to see only invoices whose due date has passed and that still have an unpaid balance. Prioritise these to avoid supplier disputes.

Creating an Invoice

1. Click + New Invoice
2. Fill in:
   • Vendor (required) — select from the dropdown
   • Invoice Number (required) — your supplier's invoice reference number (must be unique)
   • Amount (required) — total invoice amount
   • Invoice Date (required) — date on the invoice
   • Due Date (required) — payment deadline
   • Description — optional notes
3. Click Save

Invoice Detail Page

The invoice detail page shows:

• All invoice fields
• Paid Amount — total of all transactions recorded
• Pending Amount — amount − paidAmount
• Status — computed from the above
• Transactions tab — all payments against this invoice

Recording a Payment

To record a payment against an invoice:

1. Open the invoice detail page
2. Go to the Transactions tab
3. Click + Add Payment
4. Fill in the transaction form

Editing an Invoice

1. Open the invoice detail page
2. Click Edit
3. Update fields and click Save

Canceling an Invoice

Invoices are soft-deleted (status becomes Canceled):

1. Open the invoice detail page
2. Click Cancel Invoice
3. Optionally enter a reason
4. Confirm

WARNING

Canceling an invoice does not delete its payment transactions — those remain in the system.

Downloading the Invoice Report

Click Export Excel on the invoice list page to download a .xlsx file.

Permission required: Invoice:Read