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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

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Before You Start

  • Invoices can be created automatically from fulfillment or manually from the Invoices 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 requires an email address on the customer account.
  • 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.
Invoices are customer documents Vendor bills live in Accounts Payable. Use AP and Bill Pay for money you owe vendors.

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Find and Review Invoices

  1. Go to Invoices.
  2. Use the KPI cards to check total invoiced, outstanding, overdue, and paid amounts.
  3. Use the tabs for All, Open / Posted, Paid, Overdue, and Voided.
  4. Search by invoice number, order number, or account.
  5. Click an invoice row to open the detail page.
  6. Open the order’s Invoice card when you need to see invoice actions in order context.
Invoices list with status tabs and KPI cards

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Create a Manual Invoice

  1. Click New Invoice.
  2. Select the customer.
  3. Set the invoice date, payment term, and due date.
  4. Add product lines or manual lines.
  5. For manual lines, choose the revenue account your team uses for that sale.
  6. Add discounts, fees, shipping, and notes if needed.
  7. Choose Save as Draft when the invoice is not ready to post.
  8. Choose Post Invoice when the invoice is ready to affect accounts receivable.
New Invoice page with customer, dates, line items, and post actions
Use draft when you are still reviewing Draft invoices do not behave like final customer invoices. Post only when the customer, dates, lines, terms, and totals are ready.

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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, packages, tracking, and line items. Use it when you need to send, collect, correct, or review the invoice.

Invoice detail page with actions, payment summary, fulfillment status, and line items

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Invoice Actions

ActionUse it when
Record PaymentThe invoice is posted, not voided, and has a remaining balance.
Send EmailThe invoice is posted and the customer account has an email address.
Download PDFYou need a copy for the customer, internal review, or records.
Post InvoiceA draft or proforma invoice is ready to affect accounts receivable.
CorrectA posted or overdue invoice needs a cancel-and-reissue flow or a credit memo.
VoidThe invoice should no longer count, but the order itself should not be cancelled.

Status Reference

  • Draft: saved but not posted. Review and post when ready.
  • Posted or open: finalized and included in accounts receivable.
  • 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.

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Correct or Void Safely

Use Correct when the customer-facing invoice needs a business correction. Cancel and reissue creates an editable replacement. Issue Credit Memo starts a customer credit workflow for an amount that should be credited instead of changing the original invoice.

Use Void when the invoice should no longer count. 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.

Do not rewrite history after payment If money has already moved, correct with payment history, refunds, credit memos, or a reissued invoice. Do not change totals just to make a paid invoice look right.

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Common Blocks

  • Posting disabled: the invoice date is in a closed accounting period.
  • Send Email disabled: the customer account does not have an email address.
  • Record Payment hidden: 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.
What posting changes Posting turns a draft into a real receivable. The invoice becomes part of AR review, can be emailed, can be paid, and can be corrected or voided with an audit trail.

Creating Orders

Build a sales order, add customers, set addresses, and add products.

Record Customer Payments

Record cash, card, ACH, check, wire, external, terms, or credit payments.

Portal Invoices and Shipments

Help customers review invoice balances, pay eligible invoices, download PDFs, and track shipments from the portal.

AR Management

Track customer balances, aging, statements, and collections work.

Bank Reconciliation

Match bank transactions to payments, deposits, payouts, and checks.