An invoice is used to bill customers and represents a financial transaction. However, its financial impact is only recognized in the accounting system after it is imported.
? Where to Access CRM
Where to Access This Function
On the Invoices > View List page, you will see:
| No. | Function | Description |
|---|---|---|
| 1 | Add | Create a new delivery order |
| 2 | Edit | Modify existing delivery order |
| 3 | Delete | Remove delivery order permanently |
| 4 | Details | View full information of delivery order |
| 5 | Cancel | Cancel delivery order. The details of the delivery order is not deleted from the database |
| 6 | Finalize | Confirm and lock the document |
| 7 | Download | Download delivery order in PDF / Excel / Words |
Use the screenshot below to locate these buttons.
Ways to Create Invoices
There are 3 methods:
| Method | Description |
|---|---|
| Generate from Order Acceptance | Recommended. Used when skipping delivery order step |
| Generate from Delivery Order | Recommended method to carry forward all data |
| Create Directly | Manual creation without order acceptance |
Method 1: Generate from Order Acceptance
Go to Order Acceptance> View List
Locate order acceptance that need invoices
Click Generate Invoices
Review the details
Click Submit
Use the screenshot below to locate Generate Invoices from Order Acceptance module
Method 2: Generate from Delivery Order
Go to Delivery Orders > View List
Locate delivery order that need invoices
Click Generate Invoices
Review the details
Click Submit
Use the screenshot below to locate Generate Invoices from Delivery Order module
Method 3: Create Invoices
Add New Create Invoices
Go to Invoices > View List
Click Add New Invoice
Fill in the required information
Click Submit
Fields to Fill
1. Order Information
| No. | Field | Description |
|---|---|---|
| 1 | Reference Number * | Auto-generated (e.g., DO/2026/5). It is recommended not to modify it, as any changes may disrupt the running number sequence. |
| 2 | Order Acceptance Ref No | Optional. Select existing order acceptance |
| 3 | Date Issued * | Order date |
| 4 | Order Acceptance Ref No | Optional. Select existing order acceptance |
| 5 | Salesperson * | Staff in charge |
| 6 | Location * | Company location if applicable |
| 7 | Currency * | Default MYR |
| 8 | Exchange Rate * | Default 1 |
2. Customer Information
| No. | Field | Description |
|---|---|---|
| 1 | Bill To * | Select account |
| 2 | Add New Contact | Add new customer if needed |
3. Order Details
| Field | Description |
|---|---|
| Subject * | Invoice title |
| Discount | Tick if discount is in percentage |
| Tax Inclusive | Tick if price includes tax |
4. Items / Products
| Field | Description |
|---|---|
| Qty | Quantity of item |
| Unit | Unit of measurement (e.g. pax) |
| Custom Product | "Custom Product” as the default selection. To use an existing product, manually add it in Pricebook Management under the Pricebook section. |
| Code | Item code |
| Name | Item name. Auto generated if select pricebook |
| Description | Additional item details |
| Unit Price | Price per unit |
| Discount | Discount can be entered as an amount or a percentage. The percentage field is editable only when the “Discount in Percentage” checkbox is selected. |
| Tax | Applicable tax |
| Amount | Auto-calculated |
| Add Item | User can add more than 1 item |
5. Summary Calculation
| Field | Description |
|---|---|
| Amount Excl Tax | Total before tax |
| Discount | Total discount |
| Tax | Total tax |
| Amount Incl Tax | Final total amount |
6. Terms and Remarks
| Field | Description |
|---|---|
| Terms | Conditions for the invoices (visible to customer) |
| Remarks | Payment or additional notes (visible to customer) |
7. Internal Notes
| Field | Description |
|---|---|
| Internal Notes | For internal use only (not visible to customer) |
How to Edit
Go to Invoices > View List
Click Edit next to the invoice
Update details if needed
Click Submit
Delete Invoice
Go to Invoices > View List
Click Delete next to the invoice
Confirm deletion
Cancel Invoice
Go to Invoices > View List
Click Cancel next to the invoice
Uncancel Invoice
Go to Invoices > View List
Click Details next to the invoice
Click Uncancel
Finalize Invoice
Go to Invoice > View List
Click Finalize next to the invoice
Confirm action
✅ Once finalized:
Cannot be edited / deleted / cancelled
Ready to generate Receipt
Best Practices
Use Generate Invoice from Order Acceptance / Delivery Order module whenever possible
Always verify item details and pricing
Finalize only when delivery order is confirmed
Link documents properly for better tracking