Recording a Customer Invoice
This guide covers how to record a customer invoice from scratch and post it to the GL.
Navigate to Customer Invoices
Customers > Invoices
From this list you can:
- Click New to create a new invoice
- Click any existing invoice to open it
- Use the search/filter bar to find specific invoices
- Filter by status (Draft, Posted, Paid, Overdue)
Creating a New Invoice
Click New and fill in the invoice header:
| Field | Description |
|---|---|
| Customer | Select the customer from the dropdown (must have TIN on file for BIR compliance) |
| Invoice Date | Date of the sale / invoice issuance |
| Accounting Date | Date for posting to the GL (usually same as invoice date) |
| Delivery Date | Date the goods/services were delivered |
| Payment Reference | Auto-generated; used for matching payments |
| Payment Terms | e.g., 30 days, 45 days, Immediate |
| Journal | "Customer Invoices" (default) |
| Currency | Inherits from customer pricelist (typically USD for TBPC) |
Adding Invoice Lines
For each line item:
- Click Add a line in the Invoice Lines tab
- Select a Product (or leave blank for a free-form line)
- Enter the Description
- Set the Quantity and Price
- Select any applicable Taxes (VAT Output if VAT-registered customer)
:::tip PEZA Zero-Rated Sales Since TBPC is PEZA-registered, most sales may be zero-rated for VAT purposes. Make sure the correct tax code is applied according to the customer type and invoice nature. :::
Approval Workflow
Like vendor bills, customer invoices track:
- Prepared by — user who entered the invoice
- Checked by — user who verified
- Approved by — user who authorized issuance
These fields are visible at the bottom of the invoice form and appear on the Sales Voucher.
Posting the Invoice
Once the invoice is complete and reviewed:
- Click Confirm to post
- The invoice status changes from Draft to Posted
- Journal entries are automatically created:
- Debit: Accounts Receivable (customer)
- Credit: Sales / Revenue account
- Credit: VAT Output Payable (if applicable)
After posting, the invoice is ready for:
- Sales Voucher printing (see Sales Voucher)
- Collection of customer payment (see Receiving Payment)
- Debit Notes for price increases (see Debit Notes)
- Credit Notes for price decreases (see Credit Notes)
:::info Irrevocable Posting Once posted, the invoice's journal entries cannot be deleted — only reversed. If you need to make a correction, create a credit note or reverse the invoice and re-enter it. :::