Working with Invoices

This guide explains how to complete basic tasks with invoices, including manually creating, editing, and voiding them. It is intended for beginning users.

Manually Creating an Invoice

aACE is typically configured to generate invoices automatically when an order is shipped. However, you can also manually create an invoice: 

  1. Navigate to Accts Receivable > Invoices
  2. In the menu bar, click New.
  3. In the Customer field, select the customer you want to work with.
  1. Review the auto-populated Invoice Items and make any necessary adjustments.
  2. Optionally, enter comments in the Description and Additional Info fields.
  3. Verify the totals are correct.
  4. Click Save.

Duplicating an Invoice

  1. Navigate to Accts Receivable > Invoices.
  2.  Use the Quick Search bar to locate the invoice you wish to duplicate.
  3. In the menu bar, click Actions > Duplicate Invoice.
  4. At the confirmation dialog, click Duplicate.
  5. On the new invoice record, modify the pre-filled information, as needed.
  6. Click Save.

Editing an Open Invoice

Note: Open invoices have already impacted the accounting system — you must track changes and adjustments carefully.

You can void an invoice entirely (see below) or make minor adjustments (e.g. include a discount or change a quantity):

  1. Navigate to Accts Receivable > Invoices.
  2. Use the Quick Search bar to locate the invoice record you wish to adjust.
  3. In the menu bar, click Actions > Credit/Adjust Invoice.
  4. At the new Credit/Adjust Invoice record, eliminate the line items you do not want to include in the adjustment by clicking the X at the end of the record rows.
  5. Enter other needed adjustments
  6. Click Save
  7. At the confirmation dialog box, click Open.

Voiding an Invoice

  1. Navigate to Accts Receivable > Invoices.
  2. Search or browse to locate the invoice you wish to void.
  3. In the menu bar, select Actions > Void Invoice.
  4. At the reversal date dialog box, enter the date, then click Void.
    The system creates a new record to offset the invoice. 
  5. At the review dialog box, click Yes.
    To help you to identify this record as an adjustment, the title of the new adjustment invoice is formatted as <Invoice #><Void Inv #>.