Create Invoices

Create a customer invoice, choose the receivables or paid-now route, and review the posting-sensitive fields before saving.

New invoice drawer showing Receive to, default income account, and line income account

When To Use This

  • You need to enter a new customer invoice.
  • You need the invoice to stay in Draft, move to Open, or settle immediately.
  • You need to review customer terms, due date, item details, and income accounts before saving.

Before You Start

  • A customer record exists, or you are ready to add one from the invoice drawer.
  • The invoice amount can be built from one or more lines.
  • Your company is ready to use invoices in receivables workflows.
  • You know whether Receive to should use an Accounts Receivable control account or a cash, bank, or credit-card settlement account.
  • If the customer uses saved payment terms, review the filled due date before saving.

Steps

  1. Open Invoices.
  2. Select New.
  3. Complete the invoice header:
  • Invoice #
  • Customer
  • Receive to
  • Default income account
  • Date
  • Payment Terms, if needed
  • Due Date
  • Status
  • Memo
  • Tax rate, if needed
  1. If company Sales / Invoicing defaults are configured, review the starting payment terms, due date, and workflow status before you continue.
  • Default invoice payment terms can seed a new invoice when no customer or invoice value is already supplied.
  • New invoice workflow can start new invoices as Draft or Open, depending on company setup.
  1. If the selected customer already has saved payment terms, review the Payment Terms value SPRK fills in for you.
  2. Review the resulting Due Date before saving.
  • Common terms such as Due on receipt, Due upon receipt, EOM, x/y net N, and Net N can calculate due dates.
  • Treat unusual freeform terms as values to review manually.
  • If you need an exception for this invoice, replace the default due date before you save.
  1. Choose Receive to carefully:
  • Use an Accounts Receivable control account when the invoice should stay on the open accrual path.
  • Use a cash, bank, or credit-card settlement account only when the invoice is being recorded as paid immediately.
  • Receivable control routing and settlement-account routing are alternative paths, not two fields to combine on the same invoice.
  1. Add one or more invoice lines.
  2. Use Item Number / SKU or Description to pull matching item details into the line when available.
  • In companies set to Description only, supported item-entry helpers may show descriptions without item numbers.
  1. Review quantity, unit price, line Income account, and extended amount on each line.
  • Default income account fills blank line income accounts when the drawer supports that fallback.
  • The line-level Income account is the posting source for that line.
  1. If the customer or item does not exist yet, create it inline from the invoice drawer and continue without leaving the page.
  2. Decide how the invoice should be saved:
  • Draft keeps the invoice unposted.
  • Open moves the invoice into an active receivables state when Receive to is an Accounts Receivable control account.
  • Choosing a settlement account in Receive to can route the invoice through the paid-now path instead of leaving an open receivable.
  1. If you choose Open, confirm Receive to, due date, and lines one more time before saving.
  2. Save the invoice.
  3. Review the invoice list to confirm the expected status, total, balance, terms, and due date.

What Happens When You Save

The invoice appears in the invoice list with the expected number, customer, totals, balance, payment timing, and status.

  • Draft stores the invoice without posting.
  • Open with an Accounts Receivable control account moves the invoice into the receivables workflow.
  • A settlement account in Receive to routes the invoice through the paid-now path instead of leaving an open receivable.
  • Line-level Income account values control the revenue side of the posting when the invoice posts.

If Something Looks Wrong

What You See What To Check What To Do Next
The invoice stayed in Draft Whether Status was set to Draft before saving Edit the invoice and choose the intended workflow status before saving again
The invoice did not stay open as a receivable Whether Receive to used a settlement account instead of an Accounts Receivable control account Use the receivables route when the customer still owes the balance
The due date looks wrong Customer terms, invoice date, and any manual due date Correct the date before sending or relying on the invoice
Revenue looks routed to the wrong account The line-level Income account values Correct line accounts before saving or use a posted correction path if already posted
Item numbers are missing from entry helpers The company Item identification setting Use description-based selection when the company is set to Description only