Sales Invoices

A sales invoice asks a client to pay for goods or services. It records what you sold, the agreed prices, the tax, the discounts and the payment terms. A delivery note follows the goods, and an invoice follows the money that the client owes for them. This page is for the person who bills clients and records what they pay.

An invoice that you write yourself usually bills a sales order, and it can also name a delivery note. It can also bill something that nobody ordered, such as a service, a deposit or freight (An invoice with no order). One sales order can have several invoices, for example one for each delivery or one for each agreed stage of the work.

When a register session closes, Beelocity writes the invoices for its sales. These invoices have no sales order, because the sale happened at the counter. On the invoice’s page, the Sales order row names the register session instead. Such an invoice is never a draft, so you cannot change it.

Key Concepts

• A sales invoice lists the items, the quantities, the prices, the tax and the payment terms of a sale to a client.
• An invoice line is one item or service on the invoice, with its quantity, its unit price, its tax rate and its total.
• A partial payment covers only part of the invoice. The invoice then shows what the client paid and what is still owed.
• Amount due is what the client still owes. It is the grand total and any stamp duty, less the payments and the issued credit notes.

Creating a Sales Invoice

To bill what is left on an order, or what a delivery shipped, do not start from a blank invoice. Open the sales order or the delivery note, and choose Create invoice in More actions. Beelocity writes the lines for you, and only lines made this way count against the order.

To write an invoice yourself:

1. Open Sales > Invoices in the sidebar.
2. Click New. A new invoice page opens.
3. Fill in the details:
   • Invoice number opens on the next number of the series, such as INV-2026-000045. You can type another number that no invoice uses (The code or number the form suggests).
   • Sales order is the order that this invoice bills, if there is one. Picking it fills in the client, the currency and the terms, but not the lines. Leave it empty to bill something that nobody ordered.
   • Delivery note is the delivery note that this invoice bills. Picking one here bills nothing by itself, because only Create invoice on the note writes the lines. Leave it empty for a deposit, a stage payment or a service.
   • Client is who you bill. If you pick a sales order, it is that order’s client, and you cannot change it.
   • Billing address is where the invoice is addressed. It opens on the client’s usual billing address.
   • Invoice date is the day that the sale counts for, and it decides the tax period. It opens on today.
   • Due date is when the client has to pay. It opens on the date that your terms give, counted from the invoice date. Beelocity uses the invoice’s payment terms, then the client’s own terms, then 30 days. The date follows the invoice date and the terms until you type a date of your own. Beelocity then keeps your date, which cannot come before the invoice date.
   • Currency is the currency of the invoice. If you pick a sales order, it is that order’s currency, and you cannot change it.
   • Payment terms say when the client has to pay, such as in 30 days. They open on the sales order’s terms, or else on the client’s own terms.
   • Payment method says how the client pays. If you choose Cash, Beelocity adds the stamp duty to the total, and the printed invoice shows the Net to pay. An invoice made from an order takes the order’s method.
   • Notes are for the client to read.
   • Internal notes are for your team only.
4. Press Add above the Lines, beside the form. Beelocity saves the invoice as a Draft with its number, and its first line opens (Adding lines before you save). To add the lines later, click Save instead. You then land on the page of the draft.

An invoice with no order

You do not have to bill from an order. You can bill a day of installation, a deposit before the work starts, the freight on a delivery or a service sold over the phone. Write the invoice directly, and leave the Sales order field empty.

• You pick the Client and the Currency yourself, because no order decides them. The currency opens on your organization’s own currency.
• Each line says in words what you bill. A line with no product takes any unit, such as a day, a trip or a flat amount. You type its price.
• Moving the invoice to Sent counts nothing against an order, because it has none. Only lines made from an order count against that order.

An invoice that you saved with an order keeps that order. You cannot take the order off a saved draft, because the invoice’s lines were written against it. The form refuses, and the message appears under the field.

No invoice moves stock. Only a delivery note takes goods out of your warehouse.

Managing Invoice Lines

Add what you bill:

1. The invoice’s details are on the left of the page, and its Lines are on the right. They are there from the moment you click New. A saved invoice opens the same way when you click its number in the list.
2. Click Add for each item, then double-click a cell to change it:
   • Product is the product that you bill. Leave it empty for a free-text line, such as a service or a one-off charge.
   • Description is the wording that the client reads for this line. If you leave it empty on a line with a product, Beelocity fills in the product’s name in the client’s language.
   • Quantity is how much you bill, in the line’s unit.
   • Unit is one of the product’s active units, as its Units tab lists them. A product with no active unit takes any unit (Units of Measure).
   • Unit price is the price of one unit, such as 1,500.00 DA.
   • Tax % is the tax rate of this line.
   • Discount % is the discount on this line. Beelocity takes it off before tax.
   • Total is what the line costs after its discount and with its tax. Beelocity works it out for you.
3. Beelocity rounds each line’s discount, tax and total to the centime. The invoice’s grand total is the sum of its lines. So a payment of the grand total settles the invoice.

You can add or change lines only while the invoice is a Draft.

Invoice Workflow

An invoice moves through these statuses, from the day you write it to the day it is paid:

1. Draft

You are still writing the invoice. You can add, change or remove lines, and you can change the invoice’s details.

2. Sent

Give the invoice to the client yourself, because Beelocity does not send it. To get the paper, choose Print invoice or Download invoice in More actions (Printing and Sharing Documents).

To record that you gave it, click Sent, the next step on the road at the top of the invoice’s page, and confirm. The road runs Draft → Sent → Paid (The road a document travels):

• The steps behind the invoice are ticked, and the step it is on is in bold. The next step is a button if you can make that move yourself.
• Rest on a step to see when the invoice reached it and who moved it there. A payment shows who recorded it.
• Click the current step to open the list of moves. It lists each status that you can move the invoice to from here.
• You never pick Partially paid, Paid or Past due. Payments, credit notes and the hourly check set them for you, so they are not in the list of moves.

Moving the invoice to Sent does three things:

• You can no longer change the invoice or its lines.
• Each line made from a sales order counts as billed on that order.
• Beelocity stores a PDF of the invoice, and every later download gives you that copy.

Beelocity refuses the move if the invoice has no line or if the client is not active. It also refuses if a line made from an order bills more than that order has left to bill.

3. Partially Paid

When a payment or an issued credit note covers part of what is owed, Beelocity moves the invoice to Partially paid. The invoice shows the Amount paid and the Amount due. So an invoice that nobody has paid can read Partially paid after a credit note.

4. Paid

Beelocity moves the invoice to Paid when payments and issued credit notes cover the whole amount. To record a payment:

1. Open a Sent, Partially paid or Past due invoice.
2. Choose Record payment in More actions. You see this item only if the Treasury module is on.
3. Check the Amount. It opens on what the client still owes, and you can type a smaller amount.
4. Press Record payment.

Beelocity books the money in Treasury and sets it against the invoice. The amount is counted in whole centimes, so Beelocity refuses a fraction of a centime. It also refuses more than the client owes.

You choose only the amount. Beelocity records the payment with today’s date, in your default account for the invoice’s currency. It also picks the payment method, and it takes cash if that account accepts cash. Beelocity refuses the payment if the currency has no open default account, or if no active payment method fits that account (Setting a Default Account).

To use another account, another date or a cheque, record a receipt in Receipts & Payments and allocate it to the invoice.

A paid invoice can open again. If somebody cancels an issued credit note on it, Beelocity moves the invoice back according to what is then owed. The same happens when the Treasurer or the owner of your organization cancels a Confirmed payment on it. It also happens when they mark a payment unpaid, after the bank returns its cheque or bill of exchange.

A payment from Record payment is usually final. Beelocity picks a method that needs no clearing when it can, and the payment is then Cleared at once. Nobody can cancel a Cleared payment, so check the amount before you press Record payment. The Treasurer or the owner can reverse its entry in the cash ledger. They open the entry, choose Reverse entry in More actions, then press Post reversal. The reversal takes the amount back out of the account’s balance, but the invoice stays paid (Receipts & Payments).

5. Past due

When the due date has passed and money is still owed, Beelocity moves a Sent or Partially paid invoice to Past due. An hourly check does this, so nobody has to set the status by hand.

The check does not chase the client for you. Past-due invoices appear on the Sales home, the oldest first (See what needs doing). Once a day, the people who can manage invoices also get a message in their inbox that lists the new ones.

A full payment moves a past-due invoice to Paid. A part payment or a credit note moves it to Partially paid, but the next hourly check moves it back to Past due. The invoice leaves Past due when nothing is left to pay, or when someone voids it.

Cancelling and Voiding

• Cancel a Draft that you will never give to the client. Click the current step to open the list of moves, and pick Cancelled. Beelocity keeps the cancelled invoice for your records.
• Void an invoice that you issued by mistake. It must be Sent or Past due, with nothing paid on it. An issued credit note that came off the invoice counts as paid. Open the list of moves, pick Void and say why. Beelocity keeps your reason with the move.
• If the invoice names a sales order, voiding gives the billed quantities back to that order, so that you can create a corrected invoice.
• If the client has paid something, issue a credit note instead.

Invoice Totals

Each invoice shows these figures:

Finding an Invoice

The search box of the Sales invoices list finds an invoice by its number. The filter button narrows the list by Status, Client, Sales order or Currency. It also takes a range of Invoice date or Due date, and a band of Total amount, Amount paid or Amount due.

To list what is still owed past a given day, combine a status, the last day of Due date and a Min on Amount due. See Working with lists.

Important Notes

• Each invoice names a client. An invoice saved with a sales order keeps that order. An invoice written without an order bills what nobody ordered.
• You can change an invoice’s lines only while it is a Draft.
• Recording a payment moves money in Treasury, so check the amount before you confirm.
• You cannot bring back a voided invoice. If you voided one by mistake, create a new invoice.
• Use credit notes to correct or refund an amount that you invoiced.