Invoice Management

Invoices are financial documents that request payment for delivered goods or services. This guide covers comprehensive invoice management in Angage ERP.

Understanding Invoices

Invoice Types

Sales Invoice

• Standard invoice for delivered goods/services
• Created from sales orders
• Includes tax calculations
• Payment terms applied

Proforma Invoice

• Preliminary invoice
• Used for customs/approval
• Not posted to accounting
• Can convert to final invoice

Credit Note

• Negative invoice
• For returns/corrections
• Reduces customer balance
• Links to original invoice

Recurring Invoice

• Automated periodic billing
• For subscriptions/contracts
• Configurable frequency
• Auto-send capabilities

Creating Invoices

From Sales Order

Most common method:

1. Open delivered sales order
2. Click Create Invoice
3. Select delivery to invoice:
   • Full delivery
   • Partial delivery
   • Specific items
4. Review and confirm
5. Invoice generated

Direct Invoice Creation

For services or immediate billing:

1. Navigate to Sales → Invoices
2. Click New Invoice
3. Select customer
4. Add line items:
   • Products from catalog
   • Free-text services
   • Additional charges
5. Apply taxes and totals
6. Save and validate

Batch Invoicing

For multiple orders:

1. Go to Sales → Batch Invoicing
2. Filter orders to invoice:
   • By customer
   • By date range
   • By delivery status
3. Review selection
4. Click Generate Invoices
5. System creates all invoices

Invoice Components

Header Section

• Invoice Number: Sequential/unique
• Invoice Date: Legal date
• Due Date: Payment deadline
• Customer Details: Bill-to information
• Reference: Order/contract number
• Terms: Payment conditions

Line Items

• Description: Product/service details
• Quantity: Delivered amount
• Unit Price: Agreed price
• Line Total: Quantity × Price
• Tax: Item-specific tax
• Account: GL posting account

Summary Section

• Subtotal: Before tax
• Discounts: If applicable
• Tax Breakdown: By rate
• Shipping: Delivery charges
• Total Due: Final amount

How-To Guides

How to Apply Payments

Manual Payment Entry

1. Open invoice
2. Click Register Payment
3. Enter payment details:
   • Payment date
   • Amount
   • Payment method
   • Reference number
4. Click Validate
5. Invoice marked as paid

Batch Payment Processing

1. Navigate to Accounting → Payment Matching
2. Import bank statement
3. System suggests matches
4. Review and confirm
5. Payments applied automatically

How to Handle Credit Notes

Creating Credit Notes

1. Open original invoice
2. Click Create Credit Note
3. Select reason:
   • Return
   • Pricing error
   • Damaged goods
   • Service issue
4. Choose items to credit
5. Generate credit note

Applying Credits

• Against Invoice: Reduce specific invoice
• To Account: General credit balance
• Refund: Process payment back
• Future Use: Hold for next order

How to Manage Overdue Invoices

Aging Analysis

1. Go to Sales → Aged Receivables
2. View by aging buckets:
   • Current
   • 1-30 days
   • 31-60 days
   • 61-90 days
   • Over 90 days

Collection Process

1. Automated Reminders

   • Configure reminder rules
   • Set escalation levels
   • Customize templates
   • Track communications

2. Manual Follow-up

   • Call log integration
   • Email tracking
   • Promise-to-pay recording
   • Collection notes

How to Set Up Payment Terms

1. Navigate to Settings → Payment Terms
2. Create new term:
   • Name: "Net 30"
   • Due Days: 30
   • Discount: "2/10" (2% if paid in 10 days)
   • Late Fee: 1.5% monthly
3. Assign to customers
4. Auto-applies to invoices

How to Handle Tax Calculations

Tax Configuration

1. Set up tax rates by jurisdiction
2. Configure tax rules:
   • Product taxability
   • Customer exemptions
   • Location-based rates
3. Enable automatic calculation

Tax Reporting

• Generate tax reports
• Export for filing
• Audit trail maintained
• Exemption certificates tracked

Advanced Features

Electronic Invoicing

E-Invoice Standards

• Peppol (Europe)
• CFDI (Mexico)
• ClearTax (India)
• Custom formats

Setup Process

1. Configure credentials
2. Map invoice fields
3. Set validation rules
4. Enable auto-send
5. Track delivery status

Invoice Automation

Automated Workflows

• Generation: From delivery confirmation
• Sending: Email with PDF attachment
• Reminders: Based on due dates
• Escalation: To collections team
• Reconciliation: With payments

Rules Engine

Create conditions for:

• Invoice approval routing
• Discount authorization
• Credit limit checking
• Payment term assignment
• Late fee calculation

Multi-Currency Invoicing

Handle foreign currency:

• Current exchange rates
• Fixed rate options
• Gain/loss tracking
• Multi-currency statements
• Consolidated reporting

Best Practices

Invoice Accuracy

• Verify before sending
• Match to delivery documents
• Confirm pricing agreements
• Check tax calculations
• Review payment terms

Timely Processing

• Invoice immediately after delivery
• Set up automated invoicing
• Monitor unbilled deliveries
• Clear approval queues
• Send same day

Professional Presentation

• Use branded templates
• Include all legal requirements
• Clear item descriptions
• Visible payment instructions
• Contact information

Compliance Requirements

• Sequential numbering
• Audit trail maintenance
• Tax compliance
• Retention policies
• Digital signature support

Configuration

Invoice Settings

Navigate to Settings → Sales → Invoicing:

• Number Format: INV-YYYY-00001
• Default Due Days: 30
• Late Fees: Enable/configure
• Credit Control: Automation level
• Templates: PDF layouts

Approval Workflows

Set up approval for:

• Credit notes
• Discounts over X%
• Terms modifications
• Write-offs
• Adjustments

Performance Monitoring

Key Metrics

• Days Sales Outstanding (DSO)
• Invoice accuracy rate
• First-time payment rate
• Collection effectiveness
• Credit note percentage

Reports

• Aging analysis
• Collection forecast
• Revenue recognition
• Tax liability
• Customer statements

Troubleshooting

Common Issues

Cannot create invoice

• Check delivery status
• Verify billing address
• Confirm credit terms
• Review order type

Tax calculation errors

• Update tax rates
• Check exemptions
• Verify addresses
• Review product setup

Payment not matching

• Check reference numbers
• Verify amounts
• Review currency
• Check date ranges

Cannot send invoice

• Verify email setup
• Check customer email
• Review template
• Confirm attachments

Next Steps

Learn about Shipment Management to track deliveries linked to your invoices.