Invoicing FAQ

Updated at March 31st, 2025

My entries had errors and part of them did not post. Where did the rest of the entries go that did not post?

Look in General Ledger > Entries, as this is where unposted entries with errors end up. From there, you can fix the entries and post them.

You will need to determine what type of account is missing, and enter it in the screen. You will also need to look at Invoicing > Master Files Maintenance to make sure that the item is correctly set. Common ones are:

A/R Account: Company > G/L Tab
A/P Account: Company > Purchase Order Tab
Income, Expense, or Inventory account: Class Maintenance
Sales Tax Account: (this one isn’t in Invoicing) The default is set up in General Ledger > Master Files Maintenance > Company > Company Options > Accounts Tab. Otherwise, if a Tax Rate is made up of multiple entities look in Inventory > Master Files Maintenance > Tax Rates – then expand the tax rate that was used.

I entered a Work Order, and now I need to Invoice this out. Do I need to create a new Invoice?

No, you can change the status on a Work Order to Ready to Print when you are ready to send the invoice.

I want all of my custom fields to appear on my invoice. How can I make that work?

Go to Invoicing > Master Files Maintenance > Custom Fields. Make sure the Print box is checked for each Name Prompt that you would like to show on the Invoice.

Note: Different Invoice Formats will show the fields different. If you don’t like the way the fields are showing on your invoice you may want to change your Invoice Format in Company Maintenance - Invoice Tab - Print sub-tab.

I voided an Invoice and it should not have been voided.

There is no way to undo a Void. You will have to re-enter the invoice.

How do I change the format of my Invoice?

Company Options, Invoice Tab, Print sub-tab. You can change the format, and when you reprint an invoice, it will be in the format that is now selected, even if that was not the format it was originally in when printed.

How can I add a new line to an invoice?

Changes can be made to the invoice as long as it has not been updated. Simply go back into the Invoice, click on Chg, then click on the + in the grid to add another line to the invoice.

If the invoice has been Updated, you will have to Un-update, make the changes, and then Re-update. Please note that un-updating an invoice will not remove entries from the General Ledger but will make reversing entries. See Un-Updating for more information.

I need to make a change to an Invoice but it will not let me.

If the invoice status is U, then it has been Updated. In order to make a change to the Invoice, you will need to Un-Update it, make the changes, and Re-update. Please note that un-updating an invoice will not remove entries from the General Ledger but will make reversing entries. See Un-Updating for more information.

I need to add a line to my invoice in the middle of the items that are already listed how can I put the line in a certain spot.

Click on the line you want below your new line and then click on Insert Above and it will give you a new line above the line you had highlighted to enter your new line items.

Where can I put comments on one Customer’s Invoice?

Go to Master File Maintenance > Custom Fields. Create a Name Prompt called “Comments.” Make sure to check the box to Print so that this information will print on the invoice.
There will now be a Comment field on the Invoice Entry screen.

Where can I put comments on ALL Invoices?

This can be set up in Company Maintenance > Invoice Tab > Notes and Comments sub-tab. Enter the comment in the appropriate section: Top of Invoice, Bottom of Invoice, Bottom of WO/Shipping. There is also a section for Past Due Invoices.

If I Void or Un-Update my Invoice, and it’s from a prior month, will this affect my sales tax?

This will depend on if you pay your sales tax when it’s billed or when it’s collected. Please see Sales Tax Reports for more information.