Sales, payments, and customer credit

Sales records non-fiscal commercial documents, collections, and allocations. Every amount keeps its currency, and customer credit is tracked separately for each currency.

Availability: Professional and Company; owners and administrators only. Level: Advanced.

Purpose

Use Sales to create internal invoices and credit notes, record payments, apply partial amounts, and understand outstanding balances or available customer credit.

Requirements

• An active customer and administrator access.
• Three-letter currency code and positive amounts.
• Every document needs at least one line; a credit note must reference an issued invoice for the same customer and currency.

Documents

1. Choose the source before completing the document.
   • Invoice: select the customer first and, when relevant, an order filtered to that customer. Linking it inherits and locks customer and currency and copies order lines as an editable draft snapshot.
   • Credit note: select the original invoice first. Customer and currency are derived and locked; lines show only quantities still available to credit.
2. Adjust descriptions, quantities, prices, and taxes and save the draft. You can edit it or logically discard it with a reason; failed validation preserves every value and line.
3. Issue it with issue and due dates. The document receives a number and becomes immutable.
4. An issued invoice shows its original total less payments, applied credit, and credit notes.
5. Correct an invoice with movements by issuing a credit note, not by voiding it.

Payments and credit

1. Record customer, currency, amount, date, and method: cash, bank transfer, card, check, or other.
2. The payment becomes available customer credit.
3. Allocate all or part of a payment to an issued invoice for the same customer and currency, without exceeding either balance.
4. Available credit can also be applied directly to an invoice.
5. When the domain allows it, choose Reverse payment and enter a reason. Reversal preserves the payment and its history instead of deleting it.

Rules and effects

• Currencies are never mixed or automatically converted.
• Invoices and credit notes can be Draft, Issued, or Voided.
• An issued document cannot be edited. Voiding requires a reason.
• If the commercial context enters closing, an existing draft can no longer be edited: it can only be issued or discarded with a reason. Collections and corrections for pending documents remain available until closeout is complete.
• Once the capability becomes Historical, the document is read-only and no longer offers closeout actions.
• An invoice with payments, credit, or issued credit notes cannot be voided.
• A credit note cannot exceed the amount still creditable. If it exceeds the outstanding balance of an already-paid invoice, the excess becomes customer credit.
• A partial note also cannot exceed the creditable quantity of each original invoice line.
• Lines copied from an order are a snapshot: later order changes never rewrite the invoice.
• A payment cannot be spent twice or applied beyond the invoice balance.

Required and optional information

Required for documents: customer, type, currency, and lines. Required for payments: customer, currency, amount, date, and method. Optional: linked orders, dates, notes, reference, receipt number, and partial allocations.

Practical example

An invoice for USD 100 is issued. The customer pays USD 40 and USD 30 is allocated; the invoice has USD 70 outstanding and USD 10 remains as available credit. An ARS payment cannot be applied to that invoice.

Current limits

• Every document is non-fiscal and does not replace an invoice authorized by a tax authority.
• There is no fiscal integration, automatic currency conversion, or bank reconciliation.
• Payment reversal is available only when it does not contradict later allocations or states and always requires a reason.
• Sales and collections are not enabled by the general commercial permission and remain administrator-only.