Tutorial: Invoices & Payments
An invoice bills a customer for goods/services and tracks what they owe you (receivables). This tutorial takes you from creating one to getting it paid.
Where: Sales → Invoices.
Before you start: it's fastest if your Contacts and Items already exist — prices, accounts and SST fill in automatically.
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | Being prepared; not yet in your books |
| Issued | Finalised and sent; posted to your books (receivable created) |
| Paid | Fully settled by payment(s) |
| Overdue | Issued, past its due date, not fully paid |
| Canceled | Voided |
Step 1 — Create the invoice
- Sales → Invoices → Create.
- Pick the customer (or add one on the fly).
- Add line items — choose an Item to auto-fill price, income account and SST, or type a custom line.
- Set the issue date and due date.
- Review the subtotal, SST and total. Save as a Draft if you're not ready to issue.
Step 2 — Post it to your books
Once the invoice is finalised (not a draft), ASPLUS posts a balanced journal entry — Trade Receivables (what the customer owes) against your income account(s). From that point it counts in your reports and receivables.
Submitting the e-Invoice (MyInvois)
e-Invoice submission is a separate step, not automatic on save. When e-Invoice is enabled for your account, the invoice has a Submit to MyInvois action; you can also set a contact to auto-submit so its invoices go automatically. Drafts are never submitted. See e-Invoice.
Step 3 — Share it with the customer
Send the invoice PDF, or share the public invoice link so the customer can view/ download it without logging in.
Step 4 — Record the payment
When the customer pays:
- Open the invoice and record a payment.
- Enter the amount, date, and the bank/cash account it landed in.
- ASPLUS posts the payment (bank in, receivables down) and updates amount paid.
- When fully settled, the invoice flips to Paid automatically.
Partial payments are fine — record each one and the balance stays open until the total paid covers the invoice, at which point it flips to Paid. (When AIRA records a payment for you, it additionally refuses any amount that exceeds the outstanding balance.)
Step 5 — Adjust a posted invoice (credit/debit note)
For an already-issued invoice, don't edit it destructively — add an adjustment (credit note / debit note) via the invoice Revision option. This keeps an audit trail while correcting the amount.
Invoices FAQ
What's the difference between saving a draft and issuing?
A Draft isn't in your books and can't be e-Invoiced — it's a work in progress. A finalised (issued) invoice posts the receivable to your accounts and counts in your reports and SST. Submitting the e-Invoice to MyInvois is a separate action on the finalised invoice (see e-Invoice).
My invoice total doesn't match its line items
Re-check the line amounts and SST add up to the header total. Books Integrity flags header-vs-items mismatches because they distort your books — see Reports → Books Integrity.
I recorded a payment but the invoice still shows a balance
The payment likely didn't cover the full amount, or was recorded against a different invoice. An invoice flips to Paid only when fully settled. Check the amount paid on the invoice.
Can AIRA create an invoice for me?
Yes on Pro/Lifetime — AIRA drafts an invoice from a message (prices from your item list) and asks you to confirm. It creates a draft; you finalise and submit the e-Invoice yourself in ASPLUS. See AI Platform.
How do I cancel an invoice?
Set it to Canceled. For a posted invoice you've partly delivered/paid, prefer a credit note (Revision) so the correction is auditable rather than simply voiding.