Creating and editing an Invoice

Customer, number, dates, currency, due date, saving, and editing restrictions.

What you’ll do

Create an invoice for a selected customer, fill in the invoice number, date, currency, item or service lines, and verify the calculated totals before saving.

Before you begin

You need permissions to create or edit invoices, access to your organization and customer data, and a configured invoice numbering system. Financial period locks may restrict edits.

Steps

On the Invoices list, click New record. First, select a Contact. If needed, specify a contact person, project, and agreement. When selecting a project, the option Include in project budget allows you to add the amount to the project’s financials.
Check the series and invoice number. The system suggests a default series and number, but editing may be restricted by administrator settings. Enter the invoice date and payment term. The Days field helps calculate the payment term from the invoice date.
Select the salesperson, currency, and payment methods allowed for the customer. Choosing payment methods does not mean the invoice is paid — it only indicates possible payment channels.
Add items or services, verify quantities, prices, VAT, and discounts. At the bottom, add a Contact note and Terms; these may appear in the document. If additional information is missing, choose Save as draft. Once your invoice is ready, click Save.
Before saving, verify the customer, number, date, currency, total amount, and VAT. Saving may automatically send the invoice or forward it to your accounting system, if the administrator has enabled such a rule.

What happens after saving

After saving, a new invoice record is created with the selected customer, number, dates, item lines, and calculated totals. If automation is enabled, the invoice may be automatically sent or forwarded to your accounting system.

Troubleshooting

If you can’t edit, check the document status, payment status, export settings, organization, and financial period lock. Do not create a second invoice with the same number just to work around a restriction.

I click Save but the Invoice is not saved

Distinguish field validation from a permission or document-status restriction. A generic message alone does not identify the cause.

Check messages beside fields and at the top of the form. An Invoice requires a Contact, document date, and currency; additional required fields depend on your form settings.
If you can open the Invoice but cannot change it, compare your create and edit permissions, its organization, and the status or period restrictions described above. Do not change the Invoice number merely to bypass a restriction.
If the response after clicking is unclear, check the list or search by customer and number before trying again. The Invoice may already have been created even if its record did not open.
If the error concerns export, distinguish saving in Hanna from transfer to the accounting system. Check whether the Hanna Invoice already exists.

Preserve unsaved text before refreshing the page. If the cause remains unclear, tell Support whether you are creating or editing, the exact error, attempt time, document number, and any field showing a warning. Do not create a second document as a test.