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How invoices work in Allmoxy

One invoice per order, the other invoice types, invoice and charge dates, numbering, voiding, emailing, and bringing over an existing balance.

Every order has exactly one invoice. It's created the first time the order is saved, carries the same number as the order, and follows the order's totals as the order changes. Credit memos, finance charges and fees are invoices too, and all of them live at Financial > Invoices.

Applies to: catalog and project orders. Viewing an invoice needs the invoice permission. Voiding, emailing and credit memos need Manage Invoices.

In this article

Invoice types

  • Orders: one per order, kept in step with the order's subtotal, tax, shipping and any supplier charges.
  • Credit memos: credit you give a customer. See Use credit memos, account credit and write-offs.
  • Finance charges: one per customer per month, when you charge interest on late balances.
  • CC fees: card surcharges, recorded as already paid.
  • Bounced payments: the fee you add when a check bounces.
  • Other charges.

The invoice list shows the number, customer, name, type, date and amount, and filters by type. Customers see only their own company's invoices.

Invoice date and charge date

  • The invoice date is set when the order is placed.
  • The charge date is set when the order reaches the charge status on the customer's payment term. It's the date shown in the invoice list, and the due date is the charge date plus the term's grace days. If an order ships before reaching its charge status, shipping sets it.
  • Moving an order back to bid clears the invoice and ship dates but keeps the charge date.

See How payment terms work for how the due date drives statements, reminders and finance charges.

Invoice numbering

An order's invoice has the same number as the order. Credit memos, finance charges and fees take numbers from the same sequence, so order numbers can skip. To start numbering from a different point, set the next order number in your order settings. Existing numbers can't be changed.

Void an invoice

  • To void an order's invoice, move the order to Void. Moving it back out of Void makes the invoice active again.
  • To void a credit memo, finance charge or fee, open it and click Void This Invoice, then confirm.

Voided invoices drop off the list. There's no delete. Voiding doesn't undo payments already applied to the invoice, so undo those first if the money needs to come back.

Email an invoice

Open the invoice and email it, with the packing list if you want. To send invoices automatically when they come due, see Email invoices and payment reminders automatically.

Bring over a customer's existing balance

When a new customer already owes you money from before Allmoxy, create an order for that amount (an itemized order works well) and move it to its charge status. There's no way to type a balance straight onto an account.

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