Use this reference to see how invoice status, Receive to routing, line income accounts, payments, and voids affect receivables and the general ledger.
Quick Reference
| Invoice State Or Action | Ledger Effect | Where It Matters |
|---|---|---|
Draft invoice |
No journal entry is posted | Invoice review before opening |
Open invoice with Accounts Receivable in Receive to |
Debits the receivable account and credits line income accounts | Open AR, aging, and payment follow-up |
Paid-now invoice with a settlement account in Receive to |
Debits the settlement account and credits line income accounts | Sales recorded as paid immediately |
Receive payment |
Debits Deposit to and credits the receivable account carried by the open invoice |
Customer payment and bank review |
| Payment equals remaining balance | Invoice becomes Paid |
AR status and aging |
| Payment is less than remaining balance | Invoice becomes Partial |
Collection follow-up |
| Payment is greater than remaining balance | Payment is blocked | Overpayment review |
Void invoice |
Posts a reversal, moves the invoice to Void, zeroes the balance, and preserves audit details |
Source-document correction |
| Customer terms and due dates | No posting by themselves | Aging and collection review |
| Customer credit settings | Setup and review signal only | Customer review before invoicing |
Default income account |
Fills blank line income accounts where supported | Line review before posting |
Line Income account |
Controls the revenue side of the posting | Invoice creation and import |
Details
Use Open when you want SPRK to post the invoice through the selected Receive to route instead of keeping it unposted as a draft. Use an Accounts Receivable control account in Receive to when the invoice should remain open until payment is recorded. Use a cash, bank, or credit-card settlement account only when the invoice is being recorded as paid immediately.
Customer terms, customer credit settings, company invoice defaults, and item defaults affect setup and follow-up, but they do not replace routing and line-account review. Their main downstream effect is on invoice terms, due-date defaults, starting workflow status, data consistency, and receivables aging review.
Aging can show invoice-level terms for the invoice. If an invoice does not carry its own terms, aging can fall back to the customer default terms.
Do not confirm a void in a live company until active payments and reversal consequences have been reviewed.
If Something Looks Wrong
| What You See | What To Check | What To Do Next |
|---|---|---|
An invoice was marked Paid by editing status |
Whether payment was recorded through Receive payment |
Use the payment workflow so posting and balance update together |
| The invoice stayed open when it should have been paid-now | Receive to routing |
Use a settlement account only when paid-now is intended |
| Revenue posted to the wrong account | Line-level Income account values |
Correct line accounts before posting or use a supported correction path |
| Customer terms look correct but posting is wrong | Receive to and line accounts |
Treat terms as timing data, not posting routing |
| Tax appears expected as a separate liability | Current invoice recognition behavior | Review line income and total posting before saving |
| Void is needed but payments exist | Payment history | Reverse or unapply active payments first where SPRK requires that guardrail |
Practice And Examples
- Practice file: invoice-void-reversal.csv
