Understand Invoice General Ledger Impact

Understand how invoice creation, Open status recognition, and payment receipt affect the general ledger in SPRK.

Purpose

Use this article when you need to understand what SPRK currently posts to the general ledger during invoice creation and payment receipt.

Prerequisites

  • You understand the difference between Draft, Open, Partial, and Paid invoice statuses.
  • You have access to the invoice workflow and, if needed, the Ledger page for validation.

Steps

  1. Treat Draft and Open as different accounting states.
  2. Use Open when you want SPRK to recognize the receivable.
  3. Use Receive payment when cash or bank has actually been collected.
  4. Verify the resulting status and balance in Invoices.
  5. If you need to validate the posting, inspect the related activity in Ledger.

Expected Result

Invoice posting behavior as of 2026-05-02:

  • Creating an invoice as Draft does not post a journal entry.
  • Creating an invoice as Open, or updating an existing invoice from a non-open status to Open, posts one recognition journal entry.
  • Recording a payment through Receive payment posts a separate payment journal entry and updates the invoice balance.

Current invoice recognition entry when an invoice becomes Open:

  • Debit Accounts Receivable for the full invoice total
  • Credit a single income account for the full invoice total

Current payment entry when a payment is recorded:

  • Debit the selected Deposit to account
  • Credit Accounts Receivable

Current status behavior when a payment is recorded:

  • payment equals remaining balance: invoice becomes Paid
  • payment is less than remaining balance: invoice becomes Partial
  • payment greater than remaining balance: blocked

Common Mistakes

  • Marking an invoice Paid by editing status instead of using Receive payment. The payment posting logic is tied to the payment workflow, not a manual status change.
  • Assuming item-level income account selections currently drive the invoice journal entry. SPRK currently credits one resolved income account for the whole invoice.
  • Assuming tax is posted to a separate liability account. The current invoice recognition logic credits the full total to the income side.
  • Assuming void handling is part of this documented flow. This article only documents create/open and payment behavior.

Info

  • App sections: invoices, ledger
  • Last validated: 2026-05-02
  • Screenshot status: not-started