In this module you can review and manage Invoice documents. The invoice is the basic sales document: it records what you sold, to whom, at what price and under which payment terms. The list view gives you access to all previously issued invoices in one place, lets you search among them, and lets you start the most important actions directly from here (creating a new invoice, closing, cancellation, correction, credit, settlement, sending email, printing, downloading, transport organization).
The possible states of Invoice documents are: Draft, Closed, Cancellation, Cancelled, Corrective, Corrected — the meaning and restrictions of each state are explained in the Frequently asked questions section. The list shows not only the usual invoices but also Proforma invoice, Advance invoice and Manual invoice documents; with the Document type filter you can choose which one you want to see.
Click Main menu / Sales / Invoicing / List to display all invoices issued so far. Above the table, on the Actions tab, you can work with the selected invoice using the following buttons:
The icon in the top-right corner of the list copies the contents of the table to the clipboard, so you can paste it into a spreadsheet, for example.
If the company has not yet set up the NAV Online data connection, a red warning appears at the top of the list, with the How do we register in the NAV system? and Set up data connection buttons. It is worth setting this up for the data reporting of issued invoices.
The drop-down menu of the Document management button creates a new, related document from the selected invoice — the available commands depend on the type and status of the invoice:
Clicking the Search tab above the table reveals the filtering options. The most commonly used fields are shown right away: Partner company name, Document number, Customer order number, Currency, Status, Settled, Used and Overpayment — these may differ depending on the document type. Clicking "Expand" opens further, more detailed filters (e.g. searching by date in the Document date, Performance date, Due date and Settlement time fields, as well as filtering by Payment method, Site, Document type, Colleague, Item number, Project, Job number, Department number, comments, Serial number, Cash register and Sales representative). Use the Search button to apply the selected conditions.
The View and layout tab lets you set how the list is displayed to you:
These settings are saved per user, so they are kept the next time you log in as well.
The panel shown below the list lets you quickly check the details of a selected invoice without having to open it. The panel contains several tabs:
The panel can be pinned (fixed to a set size) using the icon in its top-right corner, and its size can be adjusted by dragging the divider line at the top of the panel.
The Additional functions tab offers extra options for the selected invoice that support your daily work:
Right-clicking an invoice row gives you the same quick actions (open, close, cancel, clone, etc.) from a context menu as the Actions tab.
If you want to find out which invoices have not been settled yet, use the Settled filter on the Search tab and choose the Closed state in the Status field. This way the list shows only closed invoices that are not yet settled, and you can record the settlement of the selected invoice directly from here with the Settlement button.
The default table columns and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the invoice (e.g. SZL000581/2026). | |
| Document date | The date the invoice was created. | |
| Performance date | The actual fulfillment date of the sale. | |
| Partner company name | The name of the partner (customer) linked to the invoice. | |
| Partner contact person | The name of the contact person on the partner side. | |
| Net value | The total net value of the items listed on the invoice. | |
| VAT rate | The total VAT amount of the items listed on the invoice. | |
| Gross value | The total gross value of the items listed on the invoice. | |
| Settled | The amount of the invoice settled so far. If no payment has been received yet, the value is 0. | |
| Currency | The currency used on the invoice (e.g. HUF, EUR). | |
| Exchange rate | The exchange rate applied on the invoice, if it was not created in the base currency of the company. | |
| Colleague | The name of the colleague who recorded the invoice. | |
| Status | The current status of the invoice (Draft, Closed, Cancellation, Cancelled, Corrective, Corrected). |
The set of visible columns can be customized under View and layout > Columns — the list above shows the default view.
The columns of the Items tab in the preview panel and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product or service on the item line. | |
| Item number | The product unique item number, which can also be used to identify it in the product master data. | |
| Gross weight | The total gross weight of the item (quantity multiplied by unit weight), calculated from the unit weight recorded in the product master data. | |
| Quantity | The quantity of the product sold, in the unit of measure of the product — may be a fractional number, depending on the master data setting. | |
| Net unit price | The net selling price per unit of the product. | |
| Action | Quick actions for the row (e.g. opening or editing the item) — only editable after opening the invoice; in the preview panel it is view-only. |
Closing finalizes the invoice, so its items and header data can no longer be edited afterwards, and the invoice cannot be deleted. If you find a mistake, you can cancel, correct or credit the closed invoice, or use the Cloning function to create a new invoice in Draft status from it.
The buttons are active depending on the status and type of the selected invoice. Close is available only for an invoice in Draft status, and Cancellation only for a Closed invoice. Correction and Credit can be used only on a closed Invoice or Advance invoice, and Send email and Settlement only on a closed invoice. If none of the buttons is active, check that you have selected a row in the table.
Create a cancellation invoice if the purchase fell through, that is, no business event took place. Create a corrective invoice if the business event took place, but not in line with the original invoice. Create a credit if the event took place, but you reduce the original consideration afterwards (e.g. a discount, a partial return of goods). The Cancellation window on the edit page of the invoice also shows a more detailed description — see the Invoice sheet guide.
The Settled column shows 0 if you have not yet recorded any settlement for the invoice. The Exchange rate column stays empty for invoices created in the base currency of the company, since no exchange rate is needed in that case.
Document management creates another document (e.g. a delivery note, a certificate of completion or a final invoice) based on the items of the selected invoice, so it extends the documentation. Transport organization, on the other hand, does not create a document but a parcel label, or opens the list of parcel labels already recorded — it helps prepare the actual transport of the goods.
Filter the list down to the invoices you need on the Search tab, then use Download > XLSX list to export the entire, currently visible list into a spreadsheet — even without selecting anything.
Select the closed invoice in the list, then use the Document management > Recurrence command to specify the start, end and frequency of the recurrence. The recurrences you have set up are presented in the Recurring invoices guide.
The module appears in the menu only if it is assigned to your user. If it is missing, ask the administrator of your company to check the module assignment of your user.
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