Invoice and receipt field reference

Understand service invoice and customer receipt fields

Screen references, field implications and illustrative accounting relationships

Application v1.1.537Documentation 0.16.0

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Use a customer invoice to record an amount due for services, a customer receipt to record money received into a bank account, and a receipt application to match that payment to the invoice line. These are separate records and actions. A saved receipt is not automatically an applied payment, and a saved document is not proof that its accounting journal has finished posting.

This chapter explains the regular invoice, receipt and application screens and their fields. It is a field reference, not a step-by-step posting or settlement procedure. Use your organisation's approved process for transaction entry and corrections.

Prerequisites and scope

Confirm CURRENT COMPANY before opening customer pages. Your administrator must grant the appropriate company/location, customer-transaction, receipt and report access. Use an active customer/trading partner, a permitted location, an approved service/non-stock item, and a bank account with the correct currency and accounting mappings. Review Receivables Options, customer receivable account, revenue/contra account, dates, tax defaults and posting configuration first.

This scenario uses the functional currency for both invoice and bank receipt, no tax or withholding, no discount, no stock, no fixed asset and no trade reference. Omitting tax is valid only for this synthetic scenario; it is not a conclusion about any real transaction's tax treatment. Foreign currency, inventory allocations, withholding, credit/debit notes, refunds, fiscal submissions and imports require their own verified scenarios.

The screenshots show blank regular forms. Some fields remain disabled until a location or ledger date is selected. The examples do not represent completed business transactions.

Illustrative amounts

Use fictional Raven Demo Services and Demo Customer only in an isolated training setup. Assume functional currency USD, an approved USD bank account, an open period and one non-stock service item. Use 15 October 2026 only if that is an approved open training date; otherwise use an agreed open date consistently.

Stage	Example values	Illustrative balance
Invoice	Quantity 2, unit price USD 500, discount 0, no tax/WHT	Base and total USD 1,000; initial unpaid amount USD 1,000.
Receipt	USD 600 into the approved USD bank account	Receipt total USD 600; initially unapplied USD 600.
Application	Apply USD 600 to the selected invoice line	Invoice remains unpaid USD 400; receipt unapplied becomes USD 0.

These figures illustrate the relationship between an invoice, a receipt and an application. Do not disable tax/fiscal settings to reproduce them.

Recognise the customer invoice screen

The regular form is available from Customer Transactions through Create New Customer Transaction, subject to your access. The header identifies the location, dates, customer and currency. Line fields identify the service, quantity, price, tax and accounting counterpart. Calculated totals are outputs, not balancing fields to overwrite.

Figure 1 Invoice header

Figure 1. Blank customer transaction header: location, dates, partner, addresses, currency, references, message and calculated totals.

Figure 2 Invoice line identity and pricing

Figure 2. Left side of the wide invoice table. Scroll horizontally in the application to see the remaining columns.

Figure 3 Invoice tax and contra account

Figure 3. Overlapping middle view of quantity, price, discount, tax and contra-account controls.

Figure 4 Invoice calculated line amounts

Figure 4. Overlapping view of contra account and calculated base, tax, total and withholding/net fields.

Figure 5 Invoice optional links and actions

Figure 5. Right side of the invoice table, including remaining calculated amounts, sales-order/cost-centre and fixed-asset fields, plus line/form actions.

Invoice header field reference

Figure 1 shows all 24 regular header controls/displays, including Location. A required mark on a calculated display does not make it editable. Requirements and locks depend on the selected location, document state and approved setup.

Field	Entry or source	Purpose and implication
Location	Required permitted location selection	Sets operational context and location-specific options; do not assume another site's accounts, defaults or permissions apply.
Transaction Number	System generated/read-only	Identifies the saved transaction; it is not the customer's PO number or a field to invent.
Ledger Date	Required date after Location	Determines accounting-period context. A closed-period error requires review, not bypass.
Transaction Date	Required document date	Records when the invoice/document is dated; distinguish it from posting and receipt dates.
Transaction Type	Select Invoice for this task; locked on an existing transaction	Determines invoice versus note behavior and sign/discount restrictions. Do not convert a saved invoice by relabelling it.
Transaction Currency	Selected/default currency; foreign-currency editing depends on setup	Denominates customer amounts. It is not necessarily the company's functional currency.
Supporting Document	Optional accepted file, maximum 20 MB	Attaches evidence. Accepted types shown are Excel, Word, PDF, JPG/PNG, CSV and ZIP. Uploading is not an import or fiscal acceptance.
Trading Partner	Required actual active customer result	Supplies the customer context, addresses, accounts and applicable defaults. Typed text alone is not a selected master record.
Bill To Address	Read-only from the partner	Shows the billed-party address. Review the master when wrong; it is not a free-text correction here.
Ship To Address	Read-only from the partner	Shows the delivery/service destination reference; it does not allocate stock or choose a warehouse.
Description	Header narrative	Identifies the document's purpose for review; it does not replace line item or account selection.
Customer PO Number	Optional approved customer reference	Helps matching to the customer's purchase order. It is not the system transaction number or a link to your own purchase order.
Payment Terms (days)	Approved number of days, potentially defaulted	Records credit terms used by receivables logic. Confirm the resulting due date and aging; entering terms does not record payment.
FX Rate Override	Conditional; locked for functional currency	Converts to functional currency under the document's rate convention. Do not invent a rate or use it to force totals to match.
Transaction Status	System/read-only	Reflects the transaction's saved/payment state. A status is not independent evidence of journal completion or fiscal acceptance.
Functional Total Incl. Tax	Calculated/read-only	Shows invoice total in functional currency; distinguish it from the transaction-currency amount.
Functional Net Receivable	Calculated/read-only	Shows the functional receivable measure. Review withholding recognition and actual journal treatment, not only this label.
Withholding Tax	Calculated/read-only; recognition label shown beneath	Shows the configured WHT measure. The recognition timing can differ by setup; no WHT applies in the fictional example.
Net Receivable after WHT	Calculated/read-only	Shows the net amount after displayed withholding treatment, not automatically the gross legal invoice or amount already collected.
Paid Amount	Calculated/read-only	Shows recorded settlement/application in transaction currency; an unrelated bank receipt is not sufficient to mark an invoice paid.
Functional Paid Amount	Calculated/read-only	Shows settlement in functional currency. Cross-currency/FX scenarios require separate reconciliation.
Unpaid Amount	Calculated/read-only	Shows the remaining invoice balance in transaction currency. Reconcile it to open lines and applications.
Functional Unpaid Amount	Calculated/read-only	Shows the remaining functional balance, which can differ from a simple currency-label substitution.
Custom Message	Optional/defaulted document message	May be used on the customer document. Review copied/defaulted wording and never enter secrets or inappropriate internal notes.

Invoice line field reference

Figures 2 to 5 overlap so all regular line columns can be located. The Transaction columns menu controls presentation; hiding a column does not remove its data or requirement. Horizontal scrolling is necessary on this wide form.

Field or control	Entry or source	Purpose and implication
Line #	System line identity	Distinguishes lines and their applications/links; do not confuse it with a document number. Figure 2.
Item Code	Choose an actual active item result	Supplies item identity and related defaults. Use a non-stock service item for this task; an inventory item requires allocation. Figure 2.
Description	Read-only item-derived display	Describes the selected line item; its placeholder does not mean it can be edited here. Correct the approved master if needed. Figure 2.
Quantity	Positive quantity for an invoice; precision validated	Multiplies unit price and drives quantity effects. The proposed service example uses 2. Credit-note signs belong to a separate task. Figures 2-3.
UOM	Read-only populated unit	Identifies what the quantity measures. Do not assume a service unit equals a stock unit. Figures 2-3.
Price	Item/default or authorised override	Unit price can be locked by Receivables Options. Commercial price precision is not necessarily the displayed total's decimal precision. Figures 2-3.
Discount percent	Editable only where allowed; 0 to 99.99 shown	Reduces the invoice base under the calculation rules. Debit/credit-note discounts are restricted; use 0 in this example. Figures 2-3.
Discount amount	Calculated/read-only	Shows the monetary discount from the percentage; do not treat it as a second independent discount. Figures 2-3.
Tax Code	Actual code choice, or deliberate approved clearing	Determines tax/WHT calculations. Pending/failed tax preview or typed-but-unselected code blocks safe saving; no-tax must be justified. Figure 3.
Contra Account	Approved default or permitted actual account choice	Determines the line's accounting counterpart, normally approved service revenue here. Override and fixed-asset locks must be respected. Figures 3-4.
Base Amount	Calculated	Check quantity, price and discount before reviewing tax. It is not a manually entered balancing value. Figures 3-4.
Chargeable Tax	Calculated	Shows chargeable tax from the selected treatment; tax detail and totals must reconcile. Figure 4.
Total Amount including Tax	Calculated	Shows gross line total under the system's calculation. Distinguish it from net cash due after WHT. Figure 4.
Withholding Tax	Calculated	Shows configured withholding for this line; review recognition timing. Figure 4.
Net Receivable after WHT	Calculated	Shows the line's net receivable measure. It is not proof that an application or payment has occurred. Figures 4-5.
SO Line	Conditional sales-order line selection	Links the invoice line to an order when applicable. It is not required for the standalone service example unless your workflow requires it. Figure 5.
Cost Center	Conditional permitted cost-centre selection	Adds analytical attribution where the account and setup allow/require it; it does not replace the contra account. Figure 5.
Is FA	Fixed-asset disposal indicator	Changes the line into the asset-disposal path. Leave clear for the service example; it is not a generic item checkbox. Figure 5.
FA Disposal	Conditional disposal-event link	Required for a fixed-asset line; not used for an ordinary service invoice. Do not fabricate an event to satisfy validation. Figure 5.
Actions	Context-dependent line actions	Remove unsaved erroneous lines or use the supported saved-record action. Credit applications, stock allocations, trade references and fiscal actions require separate verified instructions. Figure 5.

Recognise the customer receipt screen

The regular form is available from Customer Receipts through Create New Customer Receipt, subject to your access. It identifies the customer, bank account, receipt amount, currency, dates and references. Bank details come from the selected bank master and are not free-text beneficiary instructions.

The receipt starts Unapplied. Its journal work can be queued after save. A receipt report, saved number or success message alone does not prove that bank and unapplied-control balances have updated in the ledger.

Figure 6 Receipt identity and bank details

Figure 6. Blank receipt's location, dates, customer/address and bank-detail fields. The receipt number is generated on save; bank details are populated from a selected bank account.

Figure 7 Receipt amounts and references

Figure 7. Receipt financial totals, unapplied/refunded displays, customer/bank references and Description. Disabled controls reflect the blank pre-location stage.

Receipt header field reference

Figures 6 and 7 cover all 26 regular receipt header fields/displays. The transaction-line picker is described separately below. Miscellaneous receipts, refund and reverse modes have different controls and must not be inferred from this regular-receipt task.

Field	Entry or source	Purpose and implication
Location	Required permitted selection	Sets the receipt's operating context. Existing applications can lock it. Figure 6.
Ledger Date	Required accounting date	Sets the receipt's ledger period; closed-period restrictions apply. Figure 6.
Receipt Number	Generated/read-only on save	Identifies the receipt within company/location numbering; not a bank reference. Figure 6.
Receipt Date	Required payment/document date	Records when money was received; distinguish it from ledger and application dates. Figure 6.
Receipt Status	System/read-only; initially Unapplied	Tracks application/refund/reversal state, not bank-statement reconciliation or guaranteed GL completion. Figure 6.
Supporting Document	Optional accepted evidence file, maximum 20 MB	Links evidence to the receipt; it does not create another receipt, import a statement or prove funds cleared. Figure 6.
Customer	Required actual active customer	Determines whose receipt and eligible transactions are being settled; avoid merely matching a similar name. Figure 6.
Bill To Address	Read-only customer information	Helps confirm identity. Correct the master through the customer workflow if inaccurate. Figure 6.
Ship To Address	Read-only customer information	Provides the customer's destination context; not a payment beneficiary instruction. Figure 6.
Bank Account	Required actual configured bank account	Determines the bank and unapplied-receipt accounting mappings. Its currency must match the receipt currency. Figure 6.
Bank Name	Read-only bank-master display	Confirms which bank was selected; does not create or validate a bank account. Figure 6.
Account Number	Read-only bank-master display	Confirms the selected account. Protect real account details in screenshots and customer material. Figure 6.
Account Type	Read-only bank-master display	Describes the selected bank account; it is not the chart-of-account classification for the invoice. Figure 6.
Swift Code	Read-only bank-master display	Shows a stored routing reference; it is not evidence of an executed transfer. Figure 6.
IBAN	Read-only bank-master display	Shows the configured bank identifier where applicable. Do not infer it is verified or required for every country. Figure 6.
Total Amount	Required positive amount for a regular receipt	Records cash received in receipt currency. Refunds use a different flow/sign rule. Figure 7.
Currency	Required/defaulted subject to setup	Must match the selected bank account's currency; not just the customer's invoice currency. Figure 7.
FX Rate Override	Conditional; disabled for functional currency	Converts receipt to functional currency. The fictional same-currency example uses 1; foreign-currency rates need separate review. Figure 7.
Functional Total Amount	Calculated/read-only	Functional equivalent of the receipt amount; review rounding and saved rate. Figure 7.
Unapplied Amount	Calculated/read-only	Receipt-currency amount not yet consumed by applications/refunds; not the customer's total debt. Figure 7.
Functional Unapplied Amount	Calculated/read-only	Functional counterpart of the unapplied receipt balance. Figure 7.
Refunded Amount	Calculated/read-only	Tracks receipt amounts refunded under the separate refund workflow; do not edit it to clear an imbalance. Figure 7.
Functional Refunded Amount	Calculated/read-only	Functional counterpart of refunded amounts; not additional money received. Figure 7.
Customer Reference	Optional, browser limit 50 characters	Records the customer's payment/remittance reference for matching. It is not the receipt number. Figure 7.
Bank Reference	Optional, browser limit 50 characters	Records the bank's reference for evidence/reconciliation; it does not reconcile a bank statement automatically. Figure 7.
Description	Optional, limit 100 characters	Explains the receipt for accounting review; do not store unnecessary personal or sensitive data. Figure 7.

Understand receipt applications

Select Transaction Line is available only for an eligible saved receipt/customer state. An application identifies the exact target document and line, its currency, the cash applied and the accounting dates. Apply Receipt is separate from Save Receipt: saving the receipt alone does not settle an invoice.

Figure 8 Receipt application controls

Figure 8. Blank receipt application area: transaction-line picker, table headings and Save Receipt/Apply Receipt buttons.

Application and lookup field reference

Figure 8 shows the empty table and picker. The reference below explains the application fields; no populated application row appears in this image.

Field or control	Entry or source	Purpose and implication
Select Transaction Line	Eligible saved receipt/customer only	Chooses an outstanding invoice/debit line; typing search text does not apply money.
Application Line Number	Saved/system identity	Distinguishes the receipt's individual applications.
Transaction Type	Selected target/read-only	Confirms which kind of customer transaction is being settled.
Transaction Number	Selected target/read-only	Confirms the document number; pair it with type and line number.
Currency	Target transaction currency/read-only	Can differ from receipt currency in a separately reviewed FX case.
Transaction Line Number	Selected target/read-only	Identifies the exact outstanding line, not only the document header.
Transaction Date	Required application-row date	Dates the application record; verify the saved value.
Ledger Date	Required application-row accounting date	Determines accounting-period treatment; verify actual application and journal dates.
Net Cash Applied	Application cash amount against the target	Consumes the receivable's cash-settlement portion, not automatically its gross amount where WHT applies.
Settlement WHT	Calculated treatment	Displays withholding recognised with settlement where configured; not extra cash received.
Receipt Applied Amount	Amount consumed in receipt currency	Review both currencies; it is locked to the corresponding value in a same-currency case.
Cross Currency Rate	Calculated/read-only	Relates receipt-currency and target-currency amounts. It is not a free balancing field.
Functional Applied Amount	Calculated	Shows functional settlement used for reconciliation; distinguish it from cash in either foreign currency.
Gain/Loss	Calculated	Shows FX difference where applicable; validate its sign and linked journal in an FX-specific scenario.
Actions	State/permission dependent	Remove unsaved picks or use supported Update/Journal/Gain-Loss links for saved applications. Removing a saved application changes settlement and is not a harmless display action.
Application columns	Presentation control	Hides/shows columns, not their underlying requirements or financial effects.
Save Receipt	Saves the receipt header	Does not by itself settle the chosen invoice line.
Apply Receipt	Saves new application rows for a saved eligible receipt	Changes settlement and triggers related accounting; requires final review before action.

The transaction-line lookup also displays Location, Transaction Type, Transaction Number, Currency and Line Number to identify the target. Gross Open Receivable is the outstanding gross target amount; Projected WHT is expected withholding under its treatment; Net Cash Receipt is the projected cash requirement; Functional Net Cash is that cash measure in functional currency. Do not confuse those lookup previews with saved application results.

Illustrative accounting relationship

The normal same-currency/no-tax path uses the configured account bindings, not account names typed into the document. The released receipt/application code uses the bank account's mapped bank and unapplied-receipt accounts, and the customer's mapped receivable account.

Event	Expected debit	Expected credit
Service invoice USD 1,000	Customer receivable 1,000	Approved service revenue 1,000
Receipt USD 600	Mapped bank account 600	Mapped unapplied-receipt control 600
Apply receipt USD 600	Mapped unapplied-receipt control 600	Customer receivable 600

The illustrative balances are customer receivable 400, bank debit 600, service revenue credit 1,000 and zero net unapplied control for this receipt/application pair. Actual records must reconcile after all related journals have completed. Compare invoice open lines, receipt applications, customer statement, GL transactions and mapped controls on the same dates, company, location and currency basis.

A saved receipt or application status alone does not establish GL completeness, bank reconciliation or fiscal acceptance. If journals are missing or pending, retain document identities and ask the administrator to investigate processing rather than creating duplicate documents or manual balancing journals.

Corrections and common problems

Problem	Safe response
Fields stay disabled	Select Location and Ledger Date first; check setup, document state and role. Do not bypass locks.
Item/tax text is not accepted	Choose a real list result, or deliberately clear tax only when approved. Resolve pending tax previews.
Wrong customer, bank, currency or account	Stop before saving. If already saved, review applications, locks and correction options before editing.
Receipt saved but invoice remains unpaid	Check whether a receipt application was actually saved to that invoice line.
Cannot change a receipt header	Applied, refunded, reversed or locked receipts have restrictions. Use the supported application/correction workflow with accounting review.
Connection times out after Save or Apply	Check the list and saved record first; a timeout does not prove failure. Avoid duplicate submissions.
Open balance differs from the simple example	Review tax/WHT recognition, discounts, currency/rates, partial applications, refunds, dates, filters and journal completion.

Do not use credit/debit notes, refunds, reversals, application deletion or company deletion as interchangeable corrections. Applied receipts have additional restrictions. Use the approved correction procedure for the document and country, with accounting review of tax, discounts, applications and fiscal status.