Invoice Management

Use Sales > Invoices > All Invoices for daily receivables work: find an invoice, see what is still owed, email or resend it, collect payment, or correct it. The page lists every order that has been invoiced, plus manual invoices created here. You can also reach an invoice from the command palette (search by invoice number), from the Invoice card on an order, from a shipment, or from the receive payment screen. If you belong to more than one company and an invoice link belongs to another one of yours, Arcus switches you to that company and opens the invoice, with the message Switched to the company name to open this invoice. If the switch fails you see Could not switch to the company name to open this invoice. Try again.

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Before You Start

• You need View Orders to open the page and Create Orders to create a manual invoice or consolidate invoices.
• Correct and Void need Post Journal Entries, because both reverse ledger entries.
• Sending an invoice email needs Edit Accounts; the send dialog also reads your email templates.
• Invoices can be created automatically from fulfillment or manually from this page.
• Manual invoices need a customer, invoice date, due date, at least one line, and a total above zero.
• Posting requires an open accounting period for the invoice date.
• Sending an invoice email normally uses the customer account email, and the send dialog can be used to confirm or override the recipient before sending.
• Recording payment requires a posted invoice with a remaining balance.
• Order-generated invoices may be tied to the full order or to an individual shipment.

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Find and Review Invoices

1. Go to Sales > Invoices > All Invoices.
2. Check the summary cards: Outstanding and Overdue are company-wide; Invoiced and Collected follow your current filters; Open invoices and Draft are counts. Click Overdue, Open invoices, or Draft to jump to that tab.
3. Use the tabs for All, Open / Posted, Draft, Partial, Paid, Overdue, and Voided. Each tab shows its count.
4. Search by invoice number, order number, or account.
5. Narrow the list with the filters: Invoice date, Invoice status (Draft, Posted, Overdue, Paid, Voided), Payment status (Unpaid, Partial, Paid, Terms, Overdue, Refunded), Account, and Total range. Filters, tabs, and search work together, and the cards and tab counts follow them.
6. Click an invoice row to open the detail page.
7. Open the order’s Invoice card when you need to see invoice actions in order context.

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Columns, views, and export

The table columns are Row #, Invoice #, Order #, Account, Tags, Date, Due Date, Total, Paid, Balance, and Status. Use the Columns menu to hide or restore columns (Invoice # always stays), save the view, or reset to the default. Export view downloads the rows you see with the columns you have visible. The export carries both Balance (AR), the receivable amount, and Collectible, the amount the Balance cell shows on screen, so the file and the screen never disagree. The link you copy from the address bar keeps your tab, filters, and page, so a teammate opens the same list.

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Attention tab

An Attention tab appears only when Arcus finds invoices that do not fit any of the normal tabs. It is normally hidden. If you see it, open the rows and review them with your accounting lead.

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Create a Manual Invoice

1. Click New Invoice. The button is disabled with a tooltip if your role cannot create orders.
2. Select the customer.
3. Set the invoice date, payment term, and due date.
4. Add product lines with Add line, or switch a line to a manual line.
5. For manual lines, choose the revenue account your team uses for that sale.
6. Use Add adjustment for a Discount or Fee, as a Percent or Fixed $ amount. Add shipping and notes if needed.
7. Use the email-after-posting checkbox only when the invoice should be emailed immediately after posting.
8. Choose Save as Draft when the invoice is not ready to post.
9. Choose Post Invoice when the invoice is ready to affect accounts receivable.

You see Invoice saved as draft or Invoice posted when the save succeeds. If the invoice date falls in a closed period, Post Invoice is disabled with the reason Accounting period is closed for this date.

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Work From the Invoice Detail Page

The invoice detail page combines the invoice status, linked order, account, fulfillment status, payment summary, payment plans, packages, tracking, and line items. Use it when you need to send, collect, correct, or review the invoice. View Order opens the sales order the invoice bills.

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Invoice Actions

Record Payment stays visible but disabled, with the reason, in two cases:

• Draft: confirm or post this invoice before recording a payment.
• Cancelled/voided document: reactivate before recording payment.

When the account has no email on file, the send button’s tooltip says so and reminds you that you can still enter a recipient in the send dialog. Type the address in the dialog. If the send is refused with This customer has no email on file, choose Add email to customer to open the account’s contacts and add one.

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Send and Resend Invoices

The send dialog shows the recipient, optional CC and BCC, and a preview of the email and PDF. Confirm the recipient, then send. You see Invoice sent to the recipient when delivery succeeds, Email delivery failed with the reason when it does not, or queued for delivery when company email is not configured yet. On the invoice list, each row has View and Resend actions. Open / Posted, Overdue, and Partial tabs also support selecting multiple invoices and using Resend Selected. The confirmation window shows each invoice, account, recipient, and balance before the emails are sent.

• Rows without an email on file are marked No email on file and are reported as failed. Add an email to the account and try again.
• Customer email preferences can block a resend. Treat blocked as a preference issue, not a system failure.
• Bulk resend runs through invoices one at a time, so leave the window open until progress finishes. When it ends you see Resent with the count, or the failures with a pointer to the Communications log.

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Consolidate Open Invoices

Combine several open invoices for one customer into a single invoice when the customer wants one bill.

1. Open the Open / Posted, Overdue, or Partial tab.
2. Select two or more invoices for the same customer.
3. Choose Consolidate into one invoice.
4. Review the list and the combined total, then click Create consolidated invoice.

You see Consolidated with the count and the new invoice number. The source invoices stay in your records, linked to the consolidated invoice, and show This invoice was consolidated into with a link. The consolidated invoice shows Consolidated from with its source invoices. The balance leaves AR aging on the sources so it is counted once. No journal entries are re-posted, because revenue was already recognized at fulfillment. The action stays disabled with a reason when the selection does not qualify:

• Select at least 2 invoices for the same customer
• All selected invoices must belong to the same customer
• A draft is selected: A draft is not yet a receivable, so it cannot be consolidated. Post it first.
• A cancelled, voided, or fully refunded invoice is selected: Those owe nothing and cannot be consolidated.
• Only invoices with an open balance can be consolidated

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Payment Plans

The Payment Plans panel on the invoice detail page splits the balance into scheduled installments.

1. Click Set up payment plan.
2. Optionally name the plan, then choose 2, 3, 4, 6, or 12 payments. Arcus splits the balance evenly; adjust dates and amounts as needed. The installments must add up to the balance.
3. To collect automatically, check Auto-charge each installment on its due date and select a saved payment method. Each due installment is charged off-session.
4. Create the plan. You see Payment plan created.

Each installment shows Scheduled, Charged, Failed, Skipped, or Cancelled, and the plan shows how much has been paid. A plan the customer requested from the portal waits for Approve or Decline; declining voids its scheduled installments. Cancel plan voids the remaining installments of an active plan. If a plan’s installment schedule cannot be shown, the panel says Installment schedule unavailable from this view with how many installments are charged. The rest of the invoice still loads normally.

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Revision Banner

If a customer-visible invoice changes after it was emailed, the detail page shows the banner This invoice has changed since it was emailed to the customer, with the revision number and the last revision sent. Use Send Revision to email the updated copy, or dismiss the banner only when the customer does not need a revised invoice. Dismissing needs Edit Orders, shows Revision banner dismissed, and is recorded in the activity history.

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Printed Invoices

Download PDF opens the invoice in a new tab. Shipped quantities on the printed lines match the line status, so a fully shipped line never shows a backorder beside it. An invoice for a single shipment leaves out the fulfillment columns that describe the whole order. Your company branding, Invoice Terms & Conditions, and Payment Instructions print on the PDF. Set them in Settings > Documents & Email > Documents.

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The Payments Applied table

When an invoice has been paid, the PDF lists Payments Applied, with the date, method, reference, and amount of each. It shows what stands applied to this invoice, not the full history of charges and refunds, which stays on the customer statement.

• Each payment appears once, at the amount that stands applied to this invoice.
• A partly refunded payment prints net of its refunds, with the refund named on the same line, for example the card brand and its last four digits followed by (after a $331.43 refund). A refund is never a row of its own, so it can never print as a positive payment.
• Store credit prints as Store Credit, the credit application it is.
• A receipt applied from elsewhere, such as one payment spread over several invoices, prints at the amount applied here and names the whole receipt when it was larger, for example of a $1,000.00 payment.
• An overpayment moved to account credit prints as its own negative row, Overpayment, with Moved to account credit and the credit memo number.
• When the rows cannot add up to the Amount paid printed beside them, to the cent, Arcus leaves the table off rather than print a breakdown that contradicts the total. The totals block (Total, Amount paid, Balance due) always prints, and nothing is changed on the invoice.

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Status Reference

• Draft: saved but not posted. Review and post when ready. Drafts cannot be emailed, paid, or consolidated.
• Posted or open: finalized and included in accounts receivable.
• Partial: part of the balance has been paid and a balance remains.
• Paid: the balance due is zero.
• Overdue: the due date has passed and a balance remains.
• Voided: reversed and kept for history. Do not collect payment on it.

Posting moves a draft to Posted. Payments move an invoice to Partial and then Paid. The due date passing moves an unpaid invoice to Overdue. Void, and the void step of Cancel & Reissue, move it to Voided.

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Correct or Void Safely

Use Correct when the customer-facing invoice needs a business correction. Cancel & Reissue voids the original and creates an editable draft copy; you see Original voided. New draft created. and land on the new draft. Issue Credit Memo opens the credit form on the customer account with the suggested amount, for an amount that should be credited instead of changing the original invoice. Use Void when the invoice should no longer count. Confirm Void this invoice? and you see Invoice voided. GL reversed. Voiding reverses the invoice history, but it does not cancel the underlying order. Cancel the order from the order page only when the order itself should stop.

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What Happens Behind the Scenes

• Posting records the sale in the general ledger, adds the invoice to accounts receivable, and writes an activity entry. If Auto-email invoice on creation is on, the posted invoice is emailed to the customer.
• Posting a manual invoice calculates sales tax through your tax connection, using the account’s primary shipping address. If the account has no shipping address, or the calculation fails, the invoice keeps the tax amounts entered on its lines, so check the tax before you send it.
• Voiding reverses the invoice’s ledger entries and its tax record, and writes an activity entry. The order stays open.
• Sending emails the customer with the PDF attached and records the send in the account’s communication history.
• Consolidating creates one new invoice and links the sources; it posts no new journal entries.
• Other users see these changes on their screens without refreshing.

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Settings That Change This Page

• Settings > Documents & Email > Email Configuration: the Invoices notification must be on for invoice emails to send. Company name, footer, and sender address come from here.
• Settings > Documents & Email > Documents: Invoice Terms & Conditions and Payment Instructions printed on the PDF.
• Settings > Payments & Checks > AR & Invoicing: Auto-email invoice on creation emails invoices automatically when they post.
• Settings > Payments & Checks > Payments: the company’s default payment term, which a consolidated invoice uses only when neither its first source invoice nor the customer account has a term.

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Common Blocks

• Posting disabled: the invoice date is in a closed accounting period.
• Send Email is not available: the invoice may still be draft or already voided.
• Bulk resend is not available: switch to Open / Posted, Partial, or Overdue before selecting rows.
• Record Payment hidden or disabled: the invoice is draft, voided, paid, or has no remaining balance.
• Invoice not found: the order may not have been invoiced yet, or your location access may not include it.
• Create Invoice absent on an order: the order may still be draft, cancelled, or otherwise not eligible.
• Manual line cannot post: review the required line fields and revenue account.
• Closed period warning appears: save as draft, or change the invoice date to an open period before posting.
• Void is refused because of an open return: close or cancel the return authorization that references the order first.
• Void is refused on an imported historical invoice: invoices loaded from a prior system cannot be cancelled, voided, or refunded. Record an adjustment journal entry instead.

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