Create, Approve, and Record Payments on Sales Invoices

Manage the full billing lifecycle in Kuvera Arc: create customer invoices, run approval workflows, and record partial or full payments against receivables.

A Sales Invoice is the official record that a sale has been made and payment is owed. In Kuvera Arc, invoices move through a structured lifecycle from creation and approval to payment and closure, keeping receivables accurate, traceable, and audit-ready.

The Sales Invoice module is the financial billing layer of Kuvera Arc. It manages customer invoicing, approval gating, and payment tracking in one controlled workflow.

Sales Order vs. Sales Invoice

Sales Order

A Sales Order is used for order planning and pre-billing approval. It captures what a customer intends to purchase and must be approved before billing begins.

Sales Invoice

A Sales Invoice is the official billing document. It is created after sales confirmation, either directly or by converting an approved Sales Order, and represents a receivable transaction.

Sales Invoice lifecycle

1. Create the invoice

   Create a new Sales Invoice directly from the Sales Invoice module or by converting an approved Sales Order.

   New Sales Invoice form

2. Add billing details

   Select the customer, set the invoice date and due date, choose a warehouse, and add product line items with quantities, rates, and discounts.

3. Save or submit

   Save as Draft to keep editing, or click Save Sales Invoice to submit the invoice for approval.

4. Approve the invoice

   An authorized user reviews the Pending invoice and approves it. The invoice becomes ready for payment.

5. Record payment

   Record one or more payments against the approved invoice. Partial payments are supported.

6. Close the invoice

   When the full amount is paid, the invoice moves to Completed. Partially paid invoices remain open for additional payments.

Invoice statuses

Draft

The invoice has been created but not submitted. It is editable and has no financial impact.

Pending

The invoice has been submitted for approval and is waiting for review. Editing may be restricted.

Approved

The invoice has been reviewed and confirmed. It is active in receivables and eligible for payment recording.

Partially Paid

At least one payment has been recorded, but the full invoice amount has not been collected.

Completed

The invoice has been fully paid and the billing lifecycle is closed.

Void

The invoice has been cancelled and removed from active financial processing. It remains available for audit history.

Payment recording is available only for invoices in Approved or Partially Paid status. Draft and Pending invoices cannot accept payments.

Access Sales Invoices

Sales Invoice in the Sales sidebar

1. Open Sales

   In the left navigation panel, click Sales.

2. Select Sales Invoice

   Click Sales Invoice. The Sales Invoice Listing Page opens.

Sales Invoice listing

The listing page includes status tabs, search, row-count controls, export tools, and a view for void invoices.

Sales Invoice Listing Page

Invoice Number

Unique system-generated invoice identifier.

Customer Name

Customer being billed.

Status

Current workflow or payment status.

Invoice Date

Date the invoice was issued.

Bill Due Date

Date by which payment is expected.

Amount

Total invoice value.

Action

Opens the Sales Invoice Details Page.

Create a Sales Invoice

1. Open Sales Invoice

   Go to Sales > Sales Invoice.

2. Click New Sales Invoice

   Click New Sales Invoice.

   New Sales Invoice button

3. Enter invoice information

   Complete the customer, invoice date, due date, payment term, and warehouse fields.

   Sales Invoice header fields

4. Add products

   Add products manually or use the bulk item selector.

5. Review totals

   Confirm subtotal, discounts, taxable total, non-taxable total, VAT, and final amount.

6. Save or submit

   Click Save as Draft to keep editing, or Save Sales Invoice to submit for approval.

Invoice header fields

Select Customer

Required customer being billed.

Sales Code ID

Optional reference to a related Sales Order or sales record.

Invoice Date

Required date the invoice is issued.

Due Date

Required date by which payment is expected.

Payment Term

Optional default payment terms applied to the invoice.

Select Warehouse

Required warehouse associated with the sale.

Add products

Use the product table to define the invoiced items.

Sales Invoice product table

Product Name

Search and select by product name or product code.

Quantity

Number of units being invoiced.

Rate per Item

Unit selling price.

Discount

Item-level discount, available only for discountable products.

Total Price

Automatically calculated from quantity, rate, and discount.

Discountable products

When a product is Discountable, the discount field is active. Enter the discount as a percentage or fixed amount.

Non-discountable products

When a product is No Discount, the discount field is locked. The line total is calculated from rate and quantity only.

Bulk item selection

Use the bulk selector to add multiple products at once.

Left panel

Search and browse products.

Right panel

Review selected products, set quantities, remove items, or clear all.

Bulk item selection for Sales Invoice

Invoice totals

The invoice summary calculates billing values automatically.

Subtotal

Sum of all line totals.

Discount

Total discount applied.

Taxable Total

Amount subject to VAT.

Non-Taxable Total

Amount exempt from tax.

VAT Total

Computed VAT amount.

Total Amount

Final payable amount.

Check the customer, warehouse, products, quantities, rates, discounts, and totals before submitting. Once an invoice is Pending or Approved, editing is restricted.

Sales Invoice details page

The Sales Invoice Details Page consolidates header details, product breakdown, payment status, and transaction history.

1. Open Sales Invoice

   Go to Sales > Sales Invoice.

2. Locate the invoice

   Find the invoice using search, status tabs, or filters.

3. Open the record

   Click the Action field on the invoice row.

   Open Sales Invoice details

Sales Invoice Details Page

Sales Invoice Details

Invoice ID, creation date, creator, customer name, invoice date, billing address, and current status.

Product Details

Product name, rate, quantity, discount, line totals, subtotal, VAT, and total amount.

Recorded Transactions

Payment entries linked to the invoice, including amount, date, reference details, and remaining balance.

Sales Invoice actions

Actions depend on invoice status and user permissions.

Edit Sales Invoice

Opens the invoice for editing. Usually available in Draft status and, depending on permissions, in Pending status.

Duplicate Sales Invoice

Creates a copy of the invoice as a new Draft, including customer, products, pricing, and taxes. Invoice date and payment details can be reset before submission.

Void Sales Invoice

Cancels the invoice and removes it from active receivables. A reason is required before the void is confirmed.

Record Payment

Available only on Approved and Partially Paid invoices. Opens the payment form with invoice details and remaining balance pre-filled.

View Void Invoices

Shows cancelled invoices for historical review and reconciliation.

Recording payments

Use payment recording to log money received against an approved invoice. Kuvera Arc updates the invoice status and maintains a transaction trail.

Before recording payment, confirm the invoice is Approved or Partially Paid, not voided, and that your role has payment permission.

1. Open the approved invoice

   Navigate to the Sales Invoice Details Page for an invoice in Approved or Partially Paid status.

2. Click Record Payment

   Click Record Payment. The form opens with invoice data pre-filled.

   Record Payment action

3. Review pre-filled details

   Verify the customer information, invoice total, and remaining balance.

4. Enter the payment amount

   Enter the amount being paid, either the full remaining balance or a partial amount.

5. Add payment reference details

   Optionally enter a payment reference number or notes, such as bank transfer reference, cheque number, or POS receipt number.

6. Submit the payment

   Submit the payment. The invoice status updates and the transaction is added to Recorded Transactions.

Full payment

When payment equals the full outstanding balance:

• The invoice status changes to Completed
• The remaining balance becomes zero
• No further payments can be recorded
• The invoice is closed in receivables

Partial payment

When payment is less than the outstanding balance:

• The invoice status changes to Partially Paid
• The remaining balance is updated
• Additional payments can be recorded later
• The invoice remains active in receivables

Every payment is recorded as an individual transaction linked to the invoice, including payment amount, date, status, and reference details.

Use payment references for bank transfer IDs, cheque numbers, or POS receipt numbers to make reconciliation easier.

Filter Sales Invoices

Use Filter Data to narrow invoice records.

Sales Invoice filter panel

Invoice Number

Search for a specific invoice by number.

Invoice Date

Narrow results to a specific date or date range.

Due Date

Filter by payment due date.

Amount Range

Filter by minimum and maximum invoice value.

Apply multiple filters together if needed. Click Apply Filter to update the list, or Clear to reset all conditions.

Export Sales Invoices

Use Export Data to download invoice records. Exporting does not modify invoice data.

Export Sales Invoices panel

Full Export

Downloads all Sales Invoice records, regardless of active filters or selected status tabs.

Current View Export

Downloads only the records currently displayed, including active filters, selected status tab, or search terms.

XLSX

Export Sales Invoices for spreadsheet use.

PDF

Export Sales Invoices for document sharing.

CSV

Export Sales Invoices for data processing or integrations.

Exports are a snapshot of the listing view at the time you click Export.