FAQ: Creating Invoices

What happens when I click Save on an invoice?

When you click Save, the invoice is created and assigned a unique invoice number. The sale is recorded in your accounts immediately: sales revenue is credited and accounts receivable is debited. You can still edit the invoice after saving if you need to make changes.

Can I change the invoice number?

The invoice number is generated automatically by Usystems and is designed to be sequential. You cannot change it after the invoice is created. If you need to issue an invoice with a specific number for compliance reasons, contact your administrator.

What if I add items to the invoice but forget to save?

Usystems may show a warning if you try to leave the page without saving. It is always best to save your work as soon as you have entered all the details. If you do leave without saving, any unsaved changes will be lost.

Can I copy or duplicate an invoice?

Usystems does not have a built-in duplicate function for invoices. If you need to create a similar invoice for another customer, you can create a new invoice and manually enter the items. This is intentional—each invoice should be created fresh to avoid accidental duplicate billings.

How do I know if a customer has enough credit or payment history?

You can view a customer's balance and payment history by opening the Contacts area and selecting the customer. Look for a balance summary or aging report. If you need more detailed credit history before issuing an invoice, contact your administrator or financial team.

What if I invoice a customer in a foreign currency and they pay in a different currency?

When you create the invoice in a foreign currency, it is recorded at the exchange rate you set. If the customer pays in a different currency, the bank or payment processor will charge their own exchange fees. When you record the payment, you may see a small gain or loss on exchange due to rate differences. These are normal and are recorded in an exchange gain/loss account.

Can I delete or void an invoice after it is created?

Usystems does not allow you to delete an invoice that has been saved. If you need to reverse a sale, you should create a refund or credit memo. This maintains a complete audit trail for compliance purposes.

What if I need to add a discount to the invoice?

Discounts can be applied in different ways depending on your business. Some invoices support a line-item discount or a total invoice discount. Check with your administrator on your company's discount policy and whether it is applied at the time of invoicing or recorded separately.