AWRA Help Center

Open Sales → Invoices. The row of links at the top also takes you to Quotes, Sales orders, Price lists, Customer portal and Recurring invoices. However an invoice is raised, it goes through the same steps: the same numbering, the same price and tax rules, the same credit check, and eTIMS filing at issue.

Where An Invoice Comes From

• Typed on the Invoices screen, for stock items sold from a chosen warehouse and location. Each item must have enough stock available there, or the invoice is refused with the quantity available.
• From a quote, using Invoice directly — see Quotes & Sales Orders.
• From a sales order, all at once or line by line as goods ship.
• From a recurring schedule — see Recurring Invoices.

On a typed invoice, leave the price to the customer's price list (see Price Lists). An invoice raised from a quote or an order keeps the prices, discounts and tax already agreed on it.

Credit Hold

When a customer has a credit limit, each new invoice is checked against it: their opening balance plus what is still owed on their open invoices plus this invoice. If that goes over the limit, the invoice is saved on credit hold, showing how far over it is. An invoice on credit hold cannot be approved or checked out. Someone reviewing it can use Override Hold with a written reason; the invoice returns to draft, and the override, who made it and the reason are kept on the invoice.

Approving (Issuing) An Invoice

1. Open the draft and check the customer, lines, tax, due date and warehouse.
2. Click Approve. The invoice is now issued.
3. Where eTIMS is switched on, an issued invoice files to KRA automatically; a File to eTIMS or Retry eTIMS filing button appears if it needs a manual push. A draft is never filed. See eTIMS & Tax.
4. Use Send Email to email it to the customer. Customers you have invited can also see issued invoices in the Customer Portal and pay them there.

Checking Out The Goods

For an approved invoice with stock lines, click Checkout. This raises a pending check-out for the invoice's stock lines at its warehouse and location, and marks the invoice fulfilled. The stock leaves when that check-out is approved under adjustments. For an invoice raised from a sales order, the order's reservation moves onto the check-out, so the goods it was holding are the ones that ship. An invoice made only of service lines has nothing to check out.

Recording Payment

1. On the invoice, open the payment form and enter the amount — no more than the balance due.
2. Choose the method: cash, bank transfer, M-Pesa, card, cheque, or withheld by customer (with the withholding certificate number as the reference).
3. Add a reference and, if you have one, attach the proof of payment (PDF or image, up to 5 MB).

Part payments reduce the balance and the invoice shows as partly paid until it is cleared. Payments customers make through the portal, or through M-Pesa and Paystack, are recorded on the invoice once the provider confirms them.

What Reaches The Ledger

• Invoice with stock lines — revenue posts when its check-out is approved: accounts receivable, sales revenue and tax payable, with the cost of the goods moved from inventory to cost of sales.
• Invoice of service lines only — revenue posts when it is approved, on the same basis.
• A payment settles the receivable to the account for its method; a withheld by customer payment settles it to withholding tax receivable.
• Drafts, invoices on hold and proformas post nothing.

Cancelling Or Correcting

A draft, credit-hold or approved invoice can be cancelled while it has no payments and has not been checked out. Cancelling takes back any revenue posted at approval, and an invoice already filed to eTIMS is reversed with KRA. Once an invoice has been paid or checked out, correct it with a credit note instead. An invoice raised from a sales order is corrected the same way; the order itself cannot be cancelled once invoiced.

Permissions

Viewing invoices, creating them, and raising them from a quote or a sales order are controlled by your role. Approving the check-out of goods follows your adjustment approval rights. If a button is missing, ask your administrator to check the specific action rather than asking for broad access.

Common Mistakes

• Trying to approve an invoice on credit hold. Override the hold with a reason first, or collect payment on older invoices.
• Leaving the check-out unapproved. Until it is approved the stock has not left and the revenue for a stock invoice is not in the books.
• Typing an invoice for goods a sales order has reserved. The check-out cannot take stock promised to an order; invoice the order instead.
• Cancelling instead of crediting. A paid or checked-out invoice needs a credit note.
• Recording more than the balance. Overpayments are refused; record the amount that applies to this invoice.

Related

• Walkthrough: Sale to Invoice — the whole path end to end.
• Walkthrough: Payment Recording.
• Payments Register.
• Invoice & billing — the feature overview.