View Categories

Invoices Module

4 min read

Overview #

The Invoice Module manages the billing, tracking, and collection of payments for services rendered or products sold within the ERPat system. It provides administrative and finance teams with a centralized hub to monitor outstanding balances, payment histories, and recurring billing cycles. This module ensures financial transparency by categorizing invoices based on their timeline and payment status.

Key Features #

  • Centralized listing and management of invoices and billing statements.
  • Tracking of invoice value, payments received, and outstanding balances.
  • Status indicators.
  • Filtering by client, status, date range, and currency.
  • Actions for viewing, editing, adding payments, deleting, and exporting.
  • Summary totals for invoice values and payments.
  • Integration with Sales, Finance, and Client modules.
  • Support for monthly, yearly, custom, and recurring invoice views.
  • Secure role-based access.

Accessing the Invoices Module #

  • Log in to the ERPat System.
  • Navigate to Sales from the main sidebar.
  • Select Invoices.

You will be directed to the Invoices listing page displaying current records (default view: Monthly).

Invoice Navigation Tabs #

The Invoice Module contains the following tabs:

  • Monthly: Displays invoices issued within a specific month.
  • Yearly: Provides a high-level view of all invoices for a selected year.
  • Custom: Allows users to filter invoices based on a specific date range.
  • Recurring: Manages automated billing cycles for long-term contracts.

Each tab provides a specific view and financial summary for billing management.

Monthly Invoice Listing Page #

The Monthly Invoice Listing Page displays billing records for the currently selected month.

  • Invoice ID – Unique identifier
  • Client – The entity or person being billed.
  • Project – Associated project
  • Bill date – Date the invoice was issued.
  • Due date – Payment due date.
  • Invoice Value – Total amount billed
  • Payment Received – Amount paid so far
  • Note – Additional remarks or references.
  • Status – Current status badge

Page Controls and Tools

  • Client and Status filters
  • Month/Year selector (e.g., January 2026)
  • Search bar
  • Excel export button
  • Add invoice button

Steps for Adding a New Invoice #

STEPS #

  1. Click the Add invoice button in the top right corner.
  2. Select the Client and Project.
  3. Set the Bill Date and Due Date.
  4. Enter the line items and their corresponding values.
  5. Click Save to generate the billing statement.

RESULT #

The new invoice will appear in the listing, become available for tracking payments, and update totals accordingly.

Steps for Edit an Existing Invoice #

  1. Navigate to the invoice you wish to modify.
  2. Click the Actions and select Edit.
  3. Update the required fields.
  4. Click Save to apply the changes.

RESULT #

The updated invoice will appear in the listing.

Steps for Delete the Invoice #

  1. Navigate to the invoice you wish to delete.
  2. Click the Actions and select Delete
  3. Click Delete.

RESULT #

The Invoice will be deleted and remove to the listing.

Steps for View the Invoice Detailed Page #

  1. Navigate to Monthly tab and find the specific invoice in the listing table.
  2. Click the Actions located at the right of the invoice row.
  3. Click the View option from the dropdown menu.

Result #

A detailed billing summary will open, showing the full breakdown of the Invoice value, Payment Received history, and any associated Notes.

Invoice View Detailed Page #

The Invoice View page provides a comprehensive breakdown of a specific billing statement, allowing users to review line items, payment history, and perform advanced administrative actions.

Accessing Additional Invoice Actions #

  1. Click the Actions dropdown button at the top of the page.
  2. Select from the following options:
    • Email invoice to client: Sends the statement directly to the client’s email.
    • Download PDF: Saves a digital copy of the invoice to your device.
    • View PDF / Invoice Preview: Opens a preview of how the invoice appears to the client.
    • Print invoice: Sends the document to a connected printer.
    • Edit invoice: Opens the editor to modify line items or details.
    • Mark as cancelled: Voids the invoice without deleting the record.
    • Clone Invoice: Creates a duplicate of the current invoice for quick entry.

Adding a Line Item #

  1. Click the Add item button.
  2. Enter the variant, description, unit, rate, and quantity.
  3. Click Save.

Result #

The system will automatically recalculate the Sub Total and Balance Due.

Recording a Payment (Directly from View) #

  1. Click the Add Payment button.
  2. Fill in the payment details in the prompt.
  3. The Paid and Balance Due sections will update instantly.

Modifying Existing Items #

  1. Locate the item in the list.
  2. Click the Edit (pencil icon) to change details or the Remove to delete the line item.

Yearly Invoice Listing Page #

The Yearly Invoice Listing Page offers a broader perspective of the organization’s billing performance over a 12-month period.

Summary Calculations:

  • Total Invoice Value – Aggregated sum of all billed amounts for the year.
  • Total Payment Received – Aggregated sum of all payments collected.

Tools #

  • Year selector (e.g., 2026)
  • Currency Filter
  • Client and Status dropdowns

Custom Invoice Listing Page #

The Custom Invoice Listing Page enables users to generate specific reports by selecting a precise start and end date.

STEPS #

  1. Navigate to the Custom tab.
  2. Select the Start Date and End Date from the calendar pickers.
  3. The system will automatically populate the table with records falling within that range.
  4. If no records exist for the period, the system displays “No record found.”

Recurring Invoice Listing Page #

The Recurring Invoice Listing Page manages automated billing for subscription-based services or retained clients.

Displayed Information #

  • Next recurring – The scheduled date for the next invoice generation.
  • Repeat every – Frequency (e.g., Monthly, Quarterly).
  • Cycles – Number of billing repetitions remaining.
  • Invoice Value – The fixed amount to be billed each cycle.

Search and Filtering #

  • Use the Search bar to find invoices by ID, client name, or note.
  • Filter using Select Clients, Status, Currency, and date range controls.
  • Switch between Monthly, Yearly, Custom, or Recurring tabs for different perspective.

Permissions and Access Control #

  • Only authorized Sales, Finance, or Admin roles can add, edit, add payments, or delete invoices.
  • View-only access may be granted to other roles for monitoring receivables.

Best Practices #

  • Issue invoices promptly with clear due dates to reduce overdue accounts.
  • Record payments immediately to keep status and totals accurate.
  • Use consistent client naming and add meaningful notes for easy reference.
  • Export to Excel regularly for financial reviews or BIR compliance.
  • Monitor overdue invoices weekly to follow up with clients.

Audit & Logs #

All create, update, payment addition, and delete actions for invoices are logged for audit and compliance purposes within the ERPat System.

Last Updated: [January 23, 2026]
Module Owner: Sales / Finance IS – ERPat System

What are your Feelings

Leave A Comment