Accounting: Customers + Vendors: Customers: Customer Invoices
This document will cover the general workflow of creating an Invoice, registering a payment for it, and dividing a lump sum payment across several invoices within the Odoo 15 Accounting application.
To get started, navigate to the Accounting app.
From the Accounting Overview, you will see a kanban view of your journals. Customer Invoices will have smart buttons for Invoices that need to be validated/sent to the customer, unpaid invoices, and quick totals of each. You will also have the option to create a new invoice manually or by import.
Start with a Sale Order
Odoo has an automated checks-and-balances approach with most applications. For this reason, you should always aim to create invoices and payments from the original sales order. Doing so will keep the records linked so Odoo can apply payments, credits, stock moves, etc. all within the same realm of that original transaction.
Creating manual invoices and payments for existing records can cause more work in the future because those original orders would then need to be updated manually.
Creating a Manual Invoice
Customer: Select the customer to be invoiced.
Delivery Address: This field should auto-populate with the customer's delivery location.
Reference: Enter the reference number(s) for the sales order(s) being invoiced against.
Invoice Date: Enter the date the invoice was created.
Due Date or Terms: Determine the due date for the invoice or select predefined terms (e.g. 15 days, 30 days) from the drop-down menu.
Journal: The Journal where entries for this invoice are recorded. The second drop down menu on this line is to define the currency which will auto-populate with the default currency for your company.
Under the Invoice Lines tab, you can add a specific item by clicking Add a Line, then enter the items or services that you'll be invoicing, as well as the quantity and price for each. Notice that you're not required to select a product, but it does make it easier to match invoices to sale orders if you decide to go this route.
If you don't select a product, you'll need to provide a label for the invoice line, as shown below.
Under the Other Info tab:
Customer Reference: This field will auto-populate a reference to be used when registering payments through the invoice record, with the Register payment function
Salesperson: Select the employee responsible for this invoice.
Sales Team: Select the Sales Team this invoice is assigned to.
Recipient Bank: The bank account number to which the invoice will be paid.
Referrer: The person who you can refer to regarding the invoice
Company: This will auto-populate with the company
Incoterm: Pre-defined commercial terms used in international transactions.
Fiscal Position: Define the taxes that should be applied for this customer, IE state-specific tax rules.
Intrastat Country: System for collecting information and producing statistics on dispatches and arrivals of goods between countries.
Post Automatically: If checked, this invoice will post on its date.
To Check: If checked, it indicates the user was not sure about the information entered and is requesting an admin to review before confirming.
You can click SEND & PRINT so your customer will have access to the invoice, and the ability to make payments. Move to the next section to register a payment on an invoice!
Creating an Invoice from a Sales Order
When creating invoices, this is the recommended method because it keeps your documents in sync. To get started, navigate to the Sales app.
Click the order you wish to invoice.
Good to Know!
If enabled, you can Send Pro-Forma Invoice instead. A Pro-forma invoice is an estimate provided in advance of the delivery of goods. They are commonly used as quotations and are not a demand for payment.
Regular Invoice: This will include all un-invoiced lines on the order.
Down Payment (percentage): Invoices a percentage of the total on order, leaving the remainder to be invoiced at a later date.
Down Payment (fixed amount): Invoices the down payment line alone to take an initial payment.
Timesheet Period: Timesheets not yet invoiced from this period will be invoiced. If these fields are left blank, all timesheets not yet invoiced will be invoiced without distinction.
Click Create and View Invoice to immediately review the invoice.
Often customers will ask for one combined invoice, which is very easily accomplished. First, navigate to the Sales app.
Here you'll see a modal window that displays the total number of invoices being combined. Click Create and View Invoice.
This brings you to a view of each of the individual invoices lines from each invoice you just created. Click confirm to post it. At that point, you'll be able to register payments against the amount due.
See Registering Payments to make a payment on an invoice.