This guide explains how to create, edit, delete, and finalize Invoices in CRM.

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. 

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? Where to Access CRM

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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 

1. Go to Order Acceptance> View List

2. Locate order acceptance that need invoices

3. Click Generate Invoices

4. Review the details

5. Click Submit

Use the screenshot below to locate Generate Invoices from Order Acceptance module

Method 2: Generate from Delivery Order 

1. Go to Delivery Orders > View List

2. Locate delivery order that need invoices

3. Click Generate Invoices

4. Review the details

5. Click Submit

Use the screenshot below to locate Generate Invoices from Delivery Order module

 

Method 3: Create Invoices

Add New Create Invoices

1. Go to Invoices > View List

2. Click Add New Invoice

3. Fill in the required information

4. 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	Date Due	Due to pay the invoice
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

1. Go to Invoices  > View List

2. Click Edit next to the invoice

3. Update details if needed

4. Click Submit

 

Delete Invoice

1. Go to Invoices > View List

2. Click Delete next to the invoice

3. Confirm deletion

 

Cancel Invoice

1. Go to Invoices > View List

2. Click Cancel next to the invoice

Uncancel Invoice

1. Go to Invoices > View List

2. Click Details next to the invoice

3. Click Uncancel

 

Finalize Invoice

1. Go to Invoice > View List

2. Click Finalize next to the invoice

3. 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 invoice is confirmed

• Link documents properly for better tracking