The Invoices list shows the invoices for the period you choose, newest first, with who they were for, their total, whether they are paid and how. Use it to find an invoice and open it — to check it, print or email it again, take a payment or correct it.
Opening the list
Customers ▸ Invoices (under Transactions on the Customers menu).
The toolbar
| Control | What it does |
|---|---|
| (count) | How many invoices are showing out of how many are loaded, and more available when there are more to load. |
| 100, 250, 500, 1000 | How many invoices to load at a time. |
| Refresh | Reloads the list. |
| New Invoice | Opens a blank Create Invoices form. F2. |
| Search box | Search invoice #, customer, phone, email or company… (and Amazon order number, when your company sells on Amazon). Typing filters the loaded invoices instantly; pressing Enter searches the server for every invoice that matches, not just the loaded ones. The × clears it. |
| Period bar | The dates the list covers. Pick a preset or your own dates; the list reloads. |
The columns
| Column | What it shows |
|---|---|
| Invoice | The invoice number. |
| Amazon order / Ref | Shown when your company sells on Amazon: the Amazon order number or other reference. |
| Date | The invoice date and time. |
| Customer | The customer's name (company name for a company); Walk-In Customer when there was none. |
| Phone, Email, Company | From the customer's record. |
| Total | The invoice total. |
| Status | Paid, Partial (part paid), Unpaid, Draft, or Cancelled. |
| Paid by | How it was paid: Cash, Debit, Credit, Card, Cheque, e-Transfer, Other, Advance (a customer deposit), Split (more than one method), or On Account when nothing has been paid yet. |
Click a heading to sort; drag heading edges to resize. The table bar offers Filters, Columns, Email and Export (CSV, Excel or PDF) as on every list. The footer reads Type to filter instantly · Enter searches the server and ↑↓ move · Enter open.
When the period holds more invoices than you loaded, Load (n) more at the bottom fetches the next batch.
If the list is empty it says No invoices yet, or No invoices match "…" for a search. If your user has no locations assigned, it explains that no invoices can be shown — ask an administrator to assign you a location.
Opening an invoice
Double-click a row, or move to it with ↑/↓ and press Enter.
- If your role may edit saved invoices, the invoice opens in Edit Invoice, in its own window, ready to print, send, take payment or correct. See Edit, copy, void or delete an invoice and Print, email, online invoice link and other invoice actions.
- If your role may not edit them, the invoice opens read-only, with its lines, totals and payments and the actions your role allows.
- An opening balance brought across from your previous system, or an invoice recorded with no item lines, always opens read-only: there are no lines to edit.
Tips
- Search by phone number when a customer calls and cannot remember the invoice number.
- For open and overdue invoices across all customers, the Income Tracker and Customer Balances are quicker than this list.
- To find an invoice by amount, item or memo, use Advanced Find.
Common problems
| Problem | What to do |
|---|---|
| An invoice is missing. | Widen the period, then press Enter in the search box to search the server. |
| Could not load invoices | Usually a connection problem. Click Try again. |
| An invoice opens read-only. | Your role cannot edit saved invoices, or it is an opening balance with no lines. |