Task guides
Find an invoice in the list
Step-by-step task guide: Invoicing and dunning.
- Everyone who can open the client can read Invoices; no switch is needed. The list holds invoices, quotations, order confirmations, delivery notes and corrections, newest first. A click on a row opens the document.
- The search box Search number, recipient or amount finds part of a number, part of the recipient's name, or an exact gross amount typed the German, English or Chinese way (1.234,56 or 1,234.56). The search starts a moment after you stop typing.
- The two buttons All and Overdue (the second shows issued invoices past the due date that are not fully paid). The status select has All statuses, Draft, Open, Paid and Cancelled. Open means every issued invoice that is not voided or cancelled, paid ones included. Paid shows issued invoices that are paid in full. Cancelled covers voided and cancelled ones together.
- The select Document type (All document types) narrows to Invoice, Quotation, Order confirmation, Delivery note and the down payment, partial and closing invoices. Cancellation and corrective invoices are not in that select: find them under All document types, or open the original, where Invoice history links them.
- Columns: Invoice date, Number (a draft shows "none yet"), Document type, Recipient, Status, Due, Payment, Gross and Open. Status words are Draft, Open, Voided, Cancelled and Settled (a cancellation invoice that is fully matched). A quotation shows its quote state instead. An overdue due date is red.
- The list loads the newest documents first and Load more brings the next page, so older documents are reachable without narrowing. Sort by orders by number, date, due date, customer or amount, ascending or descending. Counters above the list show the documents, the drafts and the overdue ones. If nothing fits, the list says "No matching documents": clear a filter.
- Sales invoice journal (CSV) at the top right (owner, admin, accountant and tax advisor) downloads every issued invoice of the client, not only the filtered ones; drafts, quotations, order confirmations and delivery notes are left out.
- Tick documents (or Select all loaded documents) and choose Download PDF and XML as ZIP to get the archive files of the selection; there is a limit per download, and files missing from the archive are listed in
manifest.csv. Clear selection removes the ticks.