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Create and post an invoice

Write an invoice, check it, then post it so it counts in your books.

On this page

An invoice is saved first as a draft and only counts in your accounts and stock once you post it.

Create the invoice

  1. Open Invoices under Sales and click New Invoice. (Or convert a quotation or sales order.)
  2. Choose the Customer, check the Invoice Date and set a Due Date (optional). Choose the Branch if your company has several.
  3. Add the Line Items: pick an Item or use Custom, then set Description, Qty, Unit Price, Disc % and Tax. Click Add Line for more.
  4. Check Subtotal (before tax), Tax and Total. Add Notes and Terms if needed.
  5. Click Save Invoice.

The invoice is saved as a Draft with the next number (INV-...). While it is a draft you can open it and click Edit or Delete.

Post the invoice

  1. Open the draft and click Post Invoice.
  2. Legasum checks stock for every item that tracks inventory. If you have less than the invoice needs, you see "Not enough stock for ...: N available, N required." and nothing is posted.
  3. It then books the sale in one step and the status changes to Posted.

Posting does this:

  • Debits Accounts Receivable (tagged to the customer) for the total.
  • Credits Sales Revenue for the subtotal, and credits a tax account for each tax component, such as CGST, SGST or IGST.
  • For tracked items, books the cost of goods sold against Inventory and takes the quantity out of stock, using the item's purchase price as the cost.
  • Recalculates the tax one last time from each line's saved tax category, and uses the customer's place of supply (state or country) where it matters.

After posting, the invoice shows Paid and Balance Due next to the totals, and the Record Payment and Void buttons appear. See Record a payment on an invoice.

Good to know

  • Posted invoices cannot be edited. To correct one, void it and create it again, or issue a credit note.
  • If your company requires approval to post invoices (the Approvals page), clicking Post Invoice shows "Posting this invoice requires approval - a request has been submitted. It stays a draft until it's approved." Smaller invoices may skip approval if a threshold has been set.
  • Posting is refused if the invoice date falls in a locked period: "The accounting period covering YYYY-MM-DD is locked. Cannot post to it." See Financial years and periods.
  • If posting says no account is configured (for example "No ... account configured in the Chart of Accounts"), open Chart of Accounts and use Set up accounting.
  • Imported invoices arrive as drafts. See Import and export invoices.
  • The invoice detail page shows the notes and terms you typed. The printed copy adds your company header and tax numbers; see Print or save as PDF.
  • A posted invoice also has a Download OIOUBL button. It produces the invoice as an OIOUBL XML file, the format used for Danish e-invoicing. See the VAT Period Summary for the delivery status.
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