> ## Documentation Index > Fetch the complete documentation index at: https://help.kuverbooks.com/llms.txt > Use this file to discover all available pages before exploring further. # 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 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. 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 Create a new Sales Invoice directly from the Sales Invoice module or by converting an approved Sales Order. Select the customer, set the invoice date and due date, choose a warehouse, and add product line items with quantities, rates, and discounts. Save as **Draft** to keep editing, or click **Save Sales Invoice** to submit the invoice for approval. An authorized user reviews the Pending invoice and approves it. The invoice becomes ready for payment. Record one or more payments against the approved invoice. Partial payments are supported. When the full amount is paid, the invoice moves to **Completed**. Partially paid invoices remain open for additional payments. ## Invoice statuses The invoice has been created but not submitted. It is editable and has no financial impact. The invoice has been submitted for approval and is waiting for review. Editing may be restricted. The invoice has been reviewed and confirmed. It is active in receivables and eligible for payment recording. At least one payment has been recorded, but the full invoice amount has not been collected. The invoice has been fully paid and the billing lifecycle is closed. 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 In the left navigation panel, click **Sales**. 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. Unique system-generated invoice identifier. Customer being billed. Current workflow or payment status. Date the invoice was issued. Date by which payment is expected. Total invoice value. Opens the Sales Invoice Details Page. ## Create a Sales Invoice Go to **Sales > Sales Invoice**. Click **New Sales Invoice**. Complete the customer, invoice date, due date, payment term, and warehouse fields. Add products manually or use the bulk item selector. Confirm subtotal, discounts, taxable total, non-taxable total, VAT, and final amount. Click **Save as Draft** to keep editing, or **Save Sales Invoice** to submit for approval. ## Invoice header fields Required customer being billed. Optional reference to a related Sales Order or sales record. Required date the invoice is issued. Required date by which payment is expected. Optional default payment terms applied to the invoice. Required warehouse associated with the sale. ## Add products Use the product table to define the invoiced items. Search and select by product name or product code. Number of units being invoiced. Unit selling price. Item-level discount, available only for discountable products. Automatically calculated from quantity, rate, and discount. When a product is **Discountable**, the discount field is active. Enter the discount as a percentage or fixed amount. When a product is **No Discount**, the discount field is locked. The line total is calculated from rate and quantity only. Use the bulk selector to add multiple products at once. Search and browse products. Review selected products, set quantities, remove items, or clear all. ## Invoice totals The invoice summary calculates billing values automatically. Sum of all line totals. Total discount applied. Amount subject to VAT. Amount exempt from tax. Computed VAT 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. Go to **Sales > Sales Invoice**. Find the invoice using search, status tabs, or filters. Click the **Action** field on the invoice row. Invoice ID, creation date, creator, customer name, invoice date, billing address, and current status. Product name, rate, quantity, discount, line totals, subtotal, VAT, and total amount. 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. Opens the invoice for editing. Usually available in **Draft** status and, depending on permissions, in **Pending** status. 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. Cancels the invoice and removes it from active receivables. A reason is required before the void is confirmed. Available only on **Approved** and **Partially Paid** invoices. Opens the payment form with invoice details and remaining balance pre-filled. 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. Navigate to the Sales Invoice Details Page for an invoice in **Approved** or **Partially Paid** status. Click **Record Payment**. The form opens with invoice data pre-filled. Verify the customer information, invoice total, and remaining balance. Enter the amount being paid, either the full remaining balance or a partial amount. Optionally enter a payment reference number or notes, such as bank transfer reference, cheque number, or POS receipt number. Submit the payment. The invoice status updates and the transaction is added to Recorded Transactions. 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 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. Search for a specific invoice by number. Narrow results to a specific date or date range. Filter by payment due date. 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. Downloads all Sales Invoice records, regardless of active filters or selected status tabs. Downloads only the records currently displayed, including active filters, selected status tab, or search terms. Export Sales Invoices for spreadsheet use. Export Sales Invoices for document sharing. Export Sales Invoices for data processing or integrations. Exports are a snapshot of the listing view at the time you click Export.