Invoices and payments

Invoice your customer for their ordered items and services. You can invoice a customer before or after order fulfillment, as one invoice or several, and apply payment in many different ways depending on your business needs.

Prerequisites

Authorize a sale order (with or without a quote).

Authorize an invoice for a sales order

Invoice your customer for their ordered items and services. Customer, shipping, and accounting information is copied from the authorized sales order.

Go to Sale → Sales and select an authorized sales order without an authorized invoice.
Enter the invoice date. The payment due date will be automatically generated from the payment terms of the sale.
Stock items are copied from the order and cannot be changed .Price, discount, tax rule, and account can be changed.
Add any more additional charges (if required). You can also generate a gift card or shipping rates at this stage.
Click Authorize. If this customer has an unused customer credit, you will be asked if you wish to apply it to the order.

Sale invoices cannot be authorized if a stocktake is open in the sale location.

Change invoice details

Some details cannot be changed for an invoice. You must undo the invoice and change any read-only details before authorizing the sale.

Stock items are copied from the order. Price, discount, tax rule, and account can be changed. You must undo the order and change the order details to change the item quantity, add new items, or remove ordered items.

Allocate payment to an invoice

Apply customer payments to an authorized invoice. Customer credits, credit notes, and gift cards can also be used as payment. The payments section is at the bottom of the invoice tab.

Apply a payment

Allocate a customer payment to an invoice.

Use +Payment to create a new payment line.
Enter the payment account, date paid, amount, and optional reference.
Save and continue.

Use a customer credit

You can also use customer credit to pay an invoice. The customer may already have an unused customer credit, or you can create one at the bottom of the screen in the customer credit section.

If the customer for the invoice has an unused customer credit, you will be asked if you want to allocate it to the invoice upon authorization. If you choose no, you can still use customer credit by following the next steps.
Click +Use customer credit. All customer credits for this customer will be listed. Select the credit or credits you wish to use.
Choose how much of the credit to allocate to the invoice.
Click Add and save to apply to the invoice.

Allocate a credit note

You can also allocate any credit notes that have not been refunded to the customer against another invoice.

Click +Allocate credit note. You will see all credit notes for the customer that are not refunded. Select the credit note/s to allocate.
Choose how much of the credit to allocate to the invoice.
Click Add and save to apply to the invoice.

Use a gift card

Use some or all of a gift card balance to pay the invoice. See Gift cards for more information.

Overpay an invoice

Overpayments in Cin7 Core cause errors when syncing to accounting software and are forbidden. There are two options to record an overpayment from a customer:

Pay the exact invoice amount and record the additional payment as a customer credit.
Record the entire payment as a customer credit, then pay the invoice using customer credit. The customer can use the overpaid amount as a credit against future sales.

Customer credit can be added to the sale from the quote, order, and invoice sections, at the bottom of the screen.

Pay multiple invoices at once

Large customer payments can be distributed amongst unpaid invoices, or the entire outstanding balance can be paid at once.

Go to Sale → Bulk payment.
Select a Customer from the dropdown menu.
Select the Period you would like to view for the invoices that are due.
Click Show due invoices. All due and overdue invoices for the customer will be displayed.
If the currency of the customer is different from your own base currency, you will also be required to provide a Conversion rate.
Select a Payment date.
Select the Account which received the payment.
Provide a reference (optional).
Enter the Amount to be paid by the customer. The total outstanding amount is shown at the bottom of the table of outstanding invoices. To manually specify which invoices are paid, click the Pay amountfield for each invoice and enter the amount. The remaining unallocated payment is shown to the top right of the table.
- Sales with due and overdue payments can be differentiated by sales channel and accounting dimensions if applicable.
Click Pay to confirm the payment.

Create a recurring invoice

Send the same invoice to a customer on a regular basis. Check Recurring task in the sale details and select a frequency. See Recurring invoices for more information.

Partially invoice a sale

Convert the sale to an advanced sale to create multiple invoices or multiple fulfillments for the same sale. See Advanced sale for more information.

Print or email an invoice

Use Print to print your invoice, or save it as a PDF. Use Email to send the invoice to the customer, with the file attached as a PDF. The invoice will be stored in the Attachments of the sale for reference.

Select the section to print or email a related document. For example, select the Quote section to print a quote, and select the Invoice section to email an invoice to the customer.

See Manage document and email templates for how to customize your document and email templates.

You may wish to attach additional product or customer information before sending. Go to Settings → General Settings → Sale process customisation and enable the Additional email attachments setting to add existing attachments for products and customers to sale emails.

View accounting transactions

All accounting transactions generated by a sale can be viewed from the Financials section. Accounting dimension information is also shown here if enabled for your organization.