Skip to main content

Invoicing & Accounts Receivable Guide

Module: Sales → AR Invoices Roles: Admin, Sales, Accountant Last Updated: July 2026

Overview​

The Accounts Receivable (AR) Invoices module allows you to generate invoices linked to sales orders, track payment status, record incoming payments, and communicate with customers via email. All invoice data is centralized in the AR Invoices tab within the Sales page.

AR Invoices Tab​

Viewing the Invoice List​

Navigate to Sales → AR Invoices. All invoices are displayed in a sortable, searchable, paginated DataTable.

Columns Explained​

ColumnDescription
Invoice #A unique auto-generated invoice identifier (e.g., INV-0001)
DateThe date the invoice was issued
CustomerThe customer company name
AmountThe total invoice amount
StatusCurrent payment status (see below)
ActionsRecord Payment, View, Send Email, Delete

Invoice Statuses​

Each invoice displays a color-coded status badge:

StatusBadge ColorMeaning
PendingYellowInvoice has been issued but no payment has been received yet
PaidGreenThe full amount has been paid
OverdueRedThe payment due date has passed without full payment
PartialBlueA partial payment has been received but the balance remains

Creating an Invoice​

From a Sale Record​

  1. Navigate to Sales → Sales Orders.
  2. Locate a Completed sale.
  3. Click the Create Invoice button (or use the post-save prompt after completing a sale).
  4. The invoice form opens pre-filled with:
    • Customer — from the linked sale
    • Amount — the sale total
    • Date — today's date
  5. Review the details, add any additional notes if needed, and click Save.
  6. The invoice is created with a Pending status.
  7. A prompt appears to send the invoice to the customer via email.

Manually​

  1. Navigate to Sales → AR Invoices.
  2. Click the + New Invoice button.
  3. Fill in the required fields:
    • Customer — Select from the dropdown
    • Amount — Enter the invoice amount
    • Date — Select the invoice date
    • Notes — (Optional) Add any notes
  4. Click Save to create the invoice.

Recording a Payment​

  1. Navigate to Sales → AR Invoices.
  2. Locate the invoice you want to record a payment against.
  3. Click the Record Payment button in the Actions column.
  4. The Record Payment dialog opens.
  5. Fill in the payment details:

Step-by-Step​

FieldDescription
AmountEnter the payment amount received from the customer
Payment MethodSelect one of: Cash, Bank Transfer, POS, or Cheque
ReferenceEnter a reference number (e.g., bank transfer reference, cheque number, POS terminal ID)
  1. Click Save to record the payment.

What Happens After Saving​

  • The payment is logged in the Payments tab with a timestamp.
  • The invoice status automatically updates:
    • If the payment equals the invoice amount → status changes to Paid (green).
    • If the payment is less than the invoice amount → status changes to Partial (blue).
  • The customer's outstanding balance in the Customers module is updated accordingly.

Understanding Partial Payments​

The system supports partial payments, allowing customers to pay invoices in installments.

Scenario 1: Partial Payment​

  • Invoice Amount: ₦500,000
  • Payment Received: ₦200,000
  • Invoice Status: Changes to Partial (blue badge)
  • Remaining Balance: ₦300,000

Scenario 2: Remaining Payment​

  • Invoice Amount: ₦500,000
  • Additional Payment Received: ₦300,000
  • Invoice Status: Changes to Paid (green badge)
  • Remaining Balance: ₦0

Note: Each payment is recorded as a separate transaction in the Payments tab, giving you a complete audit trail of all payments received against an invoice.

Sending an Invoice via Email​

  1. Navigate to Sales → AR Invoices.
  2. Locate the invoice in the list.
  3. Click the Send Email button in the Actions column.
  4. The system retrieves the customer's email address from the database.
  5. A branded HTML invoice template is generated and sent via the Resend API.
  6. A toast notification confirms the email was sent successfully.

What the Customer Receives​

  • A professionally formatted HTML email with the Lofty Golden Oil branding.
  • The invoice details: invoice number, date, amount, line items, and payment instructions.
  • A clear call to action for making payment.

Note: Ensure the customer's email address is correctly entered in the Customer profile before sending.

Viewing Invoice Details​

  1. Navigate to Sales → AR Invoices.
  2. Click the View (eye) icon in the Actions column.
  3. The invoice detail view opens, showing:
    • Full invoice information (number, date, customer, amount)
    • Payment history (all payments recorded against this invoice)
    • Current balance outstanding
    • Notes and additional details

Deleting an Invoice​

  1. Navigate to Sales → AR Invoices.
  2. Click the Delete (trash) icon in the Actions column.
  3. A ConfirmDialog appears asking you to confirm the deletion.
  4. Click Confirm to permanently remove the invoice, or Cancel to abort.

Warning: Deleting an invoice is irreversible. Any payments recorded against this invoice will become orphaned. Use this action with caution.

Tracking Outstanding AR​

Quick Overview​

The AR Invoices tab provides an at-a-glance view of your receivables:

  • Total Outstanding: Sum of all invoices with Pending or Partial status.
  • Overdue Amount: Sum of all invoices with Overdue status.
  • Paid Invoices: All invoices with Paid status.

Using Filters​

  1. Click the Status column header to sort invoices by status.
  2. Group all Pending and Partial invoices together to see what is owed.
  3. Group all Overdue invoices to identify customers who need follow-up.
  4. Click Export CSV to download the filtered data for further analysis.

CSV Export​

  • Click the Export CSV button at the top of the AR Invoices table.
  • The current filtered and sorted view is downloaded as a .csv file.
  • Open the file in Excel, Google Sheets, or any spreadsheet application for reporting.

Role Access Summary​

RoleAccess Level
AdminFull access — create, record payments, send email, delete, export
SalesFull access — create, record payments, send email, delete, export
AccountantRecord payments, view invoices, export (no delete)
ProductionNo access to Invoicing module