17.3.3. Viewing an Invoice

Invoices can be viewed on-screen and can be converted to a PDF file. There are two ways to view an invoice:

To view the invoices in various formats click on the invoice:

17.3.3.1. Editing Invoices

Using the view invoice screen, you can edit an invoice. Click on the Edit Invoice button at the top or bottom of the screen or you can click on the icon from the Actions column.

The Edit Invoice screen also has a new field called Status; the following invoice statuses are possible:

  • Saved: The invoice is created and saved by the user. This status is used for partially created invoices or when an invoice is not ready for submission.

  • Pending: This status applies when the invoice is pending based on some external event like a customer telephone call, etc.

  • Paid in Full: Indicates the invoice is cleared.

  • Partially Paid: Some part of the invoice is paid and a balance due remains.

  • Failed: This status applies when the invoice could not be charged successfully when processing payments using credit card or bank gateways.

  • Disputed: Shown when a customer has disputed the invoice.

  • Declined: Shown when a credit card or bank gateway has declined the payment processing associated with the invoice.

  • Void: The invoice is no longer active.

You can also add Notes for your buyer on the view invoice screen. If you add a note, your buyer receives an email with the note, facilitating seamless communication between the buyer and seller on the invoice.

17.3.3.2. Email Invoice

Using the view invoice screen, you can Email the invoice. To email the invoice, you can click the Send Email button.

17.3.3.3. Accept Payment

To accept payments for a particular invoice click the Accept Payment button.

  • Fill in the necessary details and click Pay.

17.3.3.4. Void Invoice

To void a particular invoice click the Void button. If you want to void it, click OK or to exit click Cancel.

17.3.3.5. Delete Invoice

To delete a particular invoice click the Delete button. If you want to delete, click OK or to exit click Cancel.

17.3.3.6. Archiving Invoice

Paid invoices can be placed in the archived list to keep the invoice list less crowded. The archived invoices can be seen by clicking on the Archived menu item at the top menu in the Invoices application.

To archive an invoice, do the following:

  1. From the left bar click on CRM and then click on Invoices application. The Invoice List screen will be shown.

  2. Checkmark the invoices that you want to archive and click on the Archive button.

  3. You can restore the archived invoices if you need them again. To restore an invoice, click Archived in the invoice menu bar, select the invoice, and click Restore.

[Warning] Warning

Only Paid in Full invoices can be archived. Attempting to archive invoices with any other status will result in an error.