Invoices and credits
The invoices & credits page displays a list of all invoices and credit notes. Once orders are shipped, they become invoices and appear here.
You can search by order number, invoice number, customer name, or customer reference. You can also filter the list by date range, location, source, and other available filters.
Set invoice as API ready
Before an invoice or credit note can be exported to Xero, it must be set as API ready. By default, invoices are automatically flagged as API ready when orders are invoiced. You can manage this setting from the sales settings page.
To manually set one or more invoices as API ready, go to the invoices & credits page (Sales > Invoices & credits) and select the invoices or credit notes you want to update. Then, click Toggle API ready.
When viewing an invoice, you can also set it as API ready by toggling
on.
Sync to Xero
If there's an active Xero connection, you can click Sync to Xero to upload any unsent invoices or credit notes to Xero.
For more available options, go to the Xero settings page.
Edit invoice details
On the invoice view details page, if the invoice or credit note hasn't yet been exported to Xero, you can still edit the following fields by clicking 
:
- Customer reference
- Invoice date
- Due date
- Channel source
- Payment term
- Shipping method and reference
Click 
to confirm the changes. All changes will be recorded in the audit log for that invoice or credit note.
Note: you can
lock specific periods in which invoices were created to prevent them from being edited. To do this, go to the
settings page (
Settings, then scroll to the bottom >
Lock specific periods). You can either:
- Set a specific number of days from today's date after which invoices will be locked, or
- Have the option to lock any monthly period by entering "Yes" next to the month(s) you want to lock.
Only administrator users can access this settings page to lock or unlock specific periods.
Create a sales return
On the invoice view details page, you can create a new sales return by following these steps:
- Select one or more product lines to return.
- Click Actions, then select Create sales return.
A new credit return order will be created based on your selection. You can find it on the sales orders page or the returns page. From there, you can edit its details, including adding or removing product lines.
Leave the credit return as unprocessed and update notes or user statuses to track its progress. For example, you could create a user status to indicate the return is with the customer or that items are awaiting pickup.
Redo or reverse an invoice
The redo invoice function allows you to quickly re-process a posted invoice - for example, to adjust product quantities or correct pricing errors.
To redo an invoice with payments, you must first offset or reverse those payments. To do this:
- On the invoice view details page, click Actions, then Pay invoice.
- In the Amount field, enter the negative value number of the total amount paid for the invoice (e.g. if the total amount paid was $115, you would enter -115).
- Click Invoice.
Now that the payments for the invoice have been reversed, redo the invoice:
- If the invoice has already been sent to Xero:
- On the invoice view details page, click Actions, then select Invoice & re-credit.
- If the invoice hasn't yet been sent to Xero:
- On the invoice view details page, click Actions, then select Redo invoice.
What happens next?
- The original invoice is credited and a credit note generated to offset the original invoice. Stock items are returned.
- A new order is created with the same order and invoice numbers as the original. You can now change the order details, including product line items and prices, or cancel the order entirely.
- Both the credit note and original invoice are flagged as redone. They'll be hidden and won't appear on the invoices list.
Watch a quick video on how to redo or reverse an invoice:
