FAQ: Troubleshooting Invoices

Q: Can I edit an invoice after I save it?

A: Yes, in most cases. Go to Invoices Open in Usystems, find your invoice in the list, and click to open it. If the invoice status allows editing (usually if it is still in "Draft" status), you can modify the customer, items, amounts, and dates. Once an invoice is marked as "Posted" or "Finalized," you typically cannot edit it directly; instead, you may need to create a credit memo or return. Ask your administrator if you are unsure of your permissions.

Q: What happens if I delete an invoice?

A: Deleting an invoice removes it from the system and cancels any associated accounting entries. If the invoice was already posted to the general ledger, the delete may also reverse those entries. Depending on your setup, deletes may be restricted to draft invoices only. If you cannot delete an invoice, contact your administrator.

Q: Why does the invoice total not match my calculation?

A: Check the following:

• Tax: Is tax being added automatically? Some invoices include tax, others do not.
• Discounts: Is a line-level or document-level discount applied?
• Exchange rates: If the invoice is in a foreign currency, the total may be affected by rounding in currency conversion.
• Rounding: Some systems round at the item level, others at the document level.

Review the itemized details on the invoice to see where the difference lies. Contact your administrator if the calculation is still incorrect.

Q: Can I create an invoice without a customer?

A: No, every invoice must have a customer. If you do not have a customer record yet, create one first. Go to Contacts → New Customer Open in Usystems, fill in the customer's name and details, save, and then return to create your invoice.

Q: What is the difference between an invoice and a sales receipt?

A: An invoice is issued to a customer who pays later (on credit). A sales receipt is issued immediately with payment received. Use a sales receipt for cash sales; use an invoice for credit sales. If you are unsure, ask your administrator which to use for your business.

Q: Can I change the invoice date after saving?

A: Yes, usually. Click Edit on the saved invoice and update the date. However, if the invoice is already posted or if your system restricts changes to the date after posting, you may not be able to change it. If you need to change the date on a posted invoice, you may need to cancel it and create a new one.

Q: My invoice is showing the wrong customer—how do I fix it?

A: If the invoice is still in Draft status, click Edit and select the correct customer. If the invoice is already Posted, you may not be able to change the customer directly. In that case, cancel the invoice and create a new one with the correct customer. Contact your administrator if you need help.

Q: Why is the invoice stuck in "Pending" or "Draft" status?

A: An invoice may remain in Draft if it has validation errors (missing items, missing customer, missing accounts). Review the form for any fields marked in red or with error messages. Fill in or correct each required field and try saving again. If the error message is unclear, contact your administrator or support.

Q: Can I print an invoice?

A: Yes. Go to Invoices Open in Usystems, open the invoice, and look for a Print button or option (usually near the top of the form or in a menu). You can print a standard receipt or a detailed invoice, depending on what print templates are available. Contact your administrator if you do not see a print option.

Q: How do I apply a customer's balance (advance payment) to an invoice?

A: The customer's balance may appear as an informational field on the invoice. To actually apply (allocate) the balance to the invoice:

1. Save the invoice first.
2. Look for an Apply Balance, Allocate Balance, or Payments section on the saved invoice.
3. Click to allocate the customer's balance.
4. This will reduce the invoice total and the customer's balance.

Not all product lines have this feature; ask your administrator if you cannot find it.

Q: What should I do if a customer reports they never received an invoice?

A: Usystems does not send invoices by email or SMS by default. You are responsible for printing or manually sharing the invoice with your customer. To confirm you created an invoice:

1. Go to Invoices Open in Usystems and search for the customer's name or date range.
2. If the invoice exists, print it and share it with the customer manually (via email, WhatsApp, or in person).
3. If the invoice does not exist, you may need to create a new one.