Invoices

Invoices are sales documents you send to customers requesting payment for goods or services.

Where to find it: Sidebar > Sales > Invoices

3.1 Invoice Lifecycle

An invoice moves through these statuses:

• Draft — Created but not sent; can still be edited or deleted
• Sent — Delivered and posted to the ledger
• Viewed — Opened through the online invoice page
• Partial — Partly paid
• Paid — Fully settled
• Overdue — Past due with balance outstanding
• Void — Cancelled with the ledger entry reversed

3.2 Creating an Invoice

1. Go to Sales > Invoices and click New Invoice
2. Select a Customer or quick-add one inline
3. Set the Invoice Date and Due Date
4. Choose the Currency
5. Optionally link a Project for job-costing and select Tags for lightweight classification
6. If the invoice is not in the tenant base currency, confirm the rate date and exchange-rate details shown on the form
7. Review the Customer Withholding section:
   • it stays visible on the form so users can see when WHT is available
   • it only becomes actionable when the selected customer is marked as a designated withholding agent
   • if eligible, optionally enable Track customer WHT and choose the applicable Withholding Category:
     • Resident Goods — 3%
     • Resident Works — 5%
     • Resident Services — 7.5%
8. Add line items:
   • Description
   • Quantity
   • Unit Price
   • SKU when applicable
   • Revenue Account
   • Discount %
   • Tax Group override when needed
9. Optionally set an invoice-level Tax Group or choose No Tax
10. Add Notes, Terms, and Footer
11. Choose Save as Draft or Save and Send

Tax priority is: line-item tax group, then invoice tax group, then customer default tax group. If the customer is tax-exempt, taxes are suppressed.

Customer WHT is a settlement rule, not an invoice discount. The invoice remains gross; withholding is applied only when the customer pays.

If the selected customer is not a designated withholding agent, the WHT controls remain visible but disabled until you choose an eligible customer.

3.3 Multi-Currency Invoices

Accounting supports foreign-currency invoices with a Ghana-base ledger model:

• Commercial documents can be raised in supported currencies such as USD, EUR, GBP, and CAD
• The tenant base currency remains GHS
• The document stores a locked source currency, FX rate, rate date, and base-currency totals
• Ledger postings and statutory reporting stay in GHS

If you use a manual rate, save it in Business Settings > Currency & FX > Exchange Rates or enter it on the invoice form when allowed.

3.4 Quick Invoice

For a one-line invoice, use Quick Invoice. You only need the customer, dates, currency, description, and amount. SikaBooks creates a single quantity-1 line item.

3.5 Sending an Invoice

To send a draft invoice:

1. Open the invoice
2. Click Send
3. The invoice status changes to Sent
4. The invoice is posted to the general ledger
5. If an online gateway is configured and supports the invoice currency, the invoice payment page is made available

An invoice can only be sent if it has at least one valid line item and a total greater than zero.

3.6 Recording a Payment Against an Invoice

When payment is received, go to Sales > Payments Received and create a payment allocation. Open invoices for the selected customer will load automatically.

If you open the receipt form from a withholding-classified invoice, the page can preload the invoice, suggest the WHT category, and show the expected net-cash guidance for that settlement.

3.7 Voiding an Invoice

To void an invoice:

1. Open the invoice
2. Click Void
3. Confirm the action

The invoice status changes to Void and the general-ledger impact is reversed.

An invoice can only be voided if no payment has been applied against it.

3.8 PDF and Templates

Click PDF on any invoice to preview or download it. The current invoice templates are:

• Modern
• Classic
• Minimal
• Professional

Configure templates, branding, colors, footer text, notes, payment instructions, QR code, and logo in Accounting Settings > Invoice Customization.

3.9 Online Invoice Payments

If Paystack or Hubtel is configured, the invoice payment page can collect payment online. SikaBooks only shows a gateway when that gateway supports the invoice currency.

Successful payers are taken to a confirmation screen and can also open a payment receipt page.

3.10 Batch Invoices

Batch invoices are available when Batch Processing is enabled.

1. Go to Sales > Batch Invoices
2. Add invoice rows in the grid or import a CSV
3. Choose Save Drafts or Save and Send
4. Track the run on the progress page

Additional batch features include:

• CSV import
• Draft save / load
• Single-row preview
• Batch history
• Retry failed rows