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Create a manual invoice

Admin

Issue an invoice directly without going through a POS sale: enter items, customer and options, then confirm.

Presentation

The manual creation screen lets you issue an invoice outside the POS sale flow. Useful for services, deferred billing or corrections.

The created invoice has DRAFT status. The server fills in the company information (name, address, VAT, logo) automatically from the account. You do not enter them.

Access

Dashboard > Sales/Billing section > 'New Invoice' tile. Accessible only to users with invoices.manage permission (admin and authorised managers).

Interface description

  • Customer section: Button to select an existing customer by name (via a search picker), then fields for name, address and email. If a customer is selected, their details are pre-filled but remain editable.
  • Items section: Editable items table. Each line contains: product name (required), article number (optional), quantity, unit price ex-VAT, discount %, VAT rate %. Line totals ex-VAT and inc-VAT are shown in real time.
  • Options section: Currency (list of supported currencies) and global discount amount (applied on the total inc-VAT after tax).
  • Additional information: Due date, payment conditions, notes and legal mentions (all optional). These fields appear on the PDF invoice.
  • Summary: Preview of locally computed amounts (subtotal ex-VAT, VAT, discount, total inc-VAT). Note: final amounts are recalculated by the server; this summary is indicative.

Step-by-step procedure

  1. Action: Open the dashboard and tap the 'New Invoice' tile. Result: The invoice creation screen opens.
  2. Action: Optional: tap 'Select a customer', search by name and choose. Result: The customer name, email and address are pre-filled. You can edit them.
  3. Action: Tap 'Add item'. Enter name, quantity, price ex-VAT and VAT for each line. Repeat for each item. Result: Each line total and the summary update automatically. Check: Verify the total inc-VAT is consistent with what you expect.
  4. Action: Choose the currency. Enter a global discount if needed. Result: The summary updates.
  5. Action: Fill in optional fields (due date, conditions, notes, legal mentions). Result: This information will appear on the PDF invoice.
  6. Action: Tap 'Create invoice'. Result: The invoice is created in DRAFT status. You are redirected to the invoices list. Check: The new invoice appears at the top of the list with status 'Draft'.

Examples

[Simple] Service without registered customer: Enter the client company name manually in the Name field, add one line 'Strategic consulting' at 1,500 EUR ex-VAT, VAT 20%, and confirm.

Edge cases

If the total inc-VAT becomes negative (global discount exceeds the total), the server rejects creation with a 400 error. Correct the discount.

Manually created invoice is in DRAFT. To send or finalise it, open it from the invoices list.

Error messages

Add at least one item.
Cause: The items list is empty. Solution: Tap 'Add item' and fill in at least one line.
Negative total amount.
Cause: The global discount exceeds the total inc-VAT. Solution: Reduce the global discount.

Tips

  • Set default payment conditions in company settings to avoid re-entering them for each invoice.
  • Default legal mentions (footer) are configured in company settings and pre-filled automatically if present.