Invoices

An invoice records a sale to a customer (sales invoice) or a bill from a supplier (purchase invoice). Once you post it, Homwe writes the matching entries into your books automatically.

Where to find it

• Sales → Invoices for invoices you send to customers.
• Purchases → Invoices for invoices you receive from vendors.

You only see these menu items if your access level includes the matching List permission (see Access Levels).

The invoice list

The list shows the newest invoices first, 25 at a time. Click Load more to see older ones.

Column	What it shows
Doc #	The invoice number
Entity	The customer or vendor
Issue date	The date on the invoice
Net total	The final amount, in the invoice’s currency

Use the Entity dropdown to show only one customer’s or vendor’s invoices. Click any row to open the invoice.

Create an invoice

1. Go to Sales → Invoices (or Purchases → Invoices) and click + New Sales Invoice (or + New Purchase Invoice).

2. Fill in the header:

   • Entity: who the invoice is for. Sales invoices list only customers, and purchase invoices list only vendors.
   • Currency: filled in from the customer’s or vendor’s default currency. You can change it.
   • Doc number: leave it blank to get the next number automatically, or type your own. Every number must be unique across all your documents.
   • Issue date: defaults to today.
   • Due date: defaults to the issue date plus your default payment period (14 days unless you change it in Document settings).
   • Subject (optional): a short heading printed near the top, e.g. “Re: Q3 consulting services”.
   • Footer (optional): a closing note printed at the bottom, e.g. “Thank you for your business”.

3. Add your line items. For each line:

   • Product (optional): pick a product or leave it as Ad-hoc for a one-off line. Picking a product fills in its description, tax rate, unit, and price from the customer’s price list, or from your default price list if the customer doesn’t have one.
   • Description (required).
   • Qty: must be more than zero.
   • Unit price.
   • Discount: a fixed amount off this line, not a percentage.
   • Tax rate and UoM (unit of measure).

   Click + Add line for more rows. Every invoice needs at least one line, so you can’t remove the last one.

4. Check the totals and click Create.

Creating an invoice saves it but does not post it to your books yet.

If the form won’t save

The form highlights the first problem it finds:

Message	What to do
Pick an entity.	Choose a customer or vendor.
Pick a currency.	Choose a currency.
Enter an issue date.	Fill in the issue date.
Line N: description is required.	Add a description to that line.
Line N: quantity must be a positive number.	Enter a quantity above zero.
Line N: unit price is invalid.	Use digits and a decimal point only, with no commas or letters (e.g. 1000.00, not 1,000.00).
Line N: discount must be non-negative.	Enter a discount of zero or more.

Prices and discounts with more than two decimal places are rounded to the cent, e.g. 10.999 becomes 11.00.

How totals are worked out

Total	How it’s calculated
Line total	Quantity × unit price − line discount
Subtotal	All line totals added together
Global discount	A single fixed amount off the whole invoice
Tax	Each line total × that line’s tax rate, added on top of the price
Net total	Subtotal − global discount + tax

Tax is added on top of your prices. Tax is worked out before the global discount, so the global discount doesn’t reduce the tax.

Rounding: tax is worked out line by line, and any fraction of a cent is dropped, not rounded. For example, 3 × 3.33 at 15% gives 1.49 tax, not 1.50. The line taxes are then added together.

Post an invoice to your books

Open the invoice, click Actions, then Post to Accounts. Homwe creates one journal entry dated on the invoice’s issue date:

• Sales invoice: the customer owes you the net total (Accounts Receivable). Each line is recorded as income, the tax as money owed to the tax authority, and any global discount as a reduction of sales. For stock-tracked products, stock goes down and the cost of the goods sold is recorded.
• Purchase invoice: you owe the vendor the net total (Accounts Payable). Stock-tracked products go into inventory and update their average cost. Everything else is recorded as a purchase, and tax as tax you can reclaim.

After posting, a Journal entry card appears on the invoice. Click View journal entry to see it in the Journal.

Posting is permanent

Posting is permanent. Check everything before you post.

If the invoice is in a foreign currency, Homwe converts it using the latest exchange rate recorded before the issue date. If there isn’t one, posting stops and asks you to add a rate first. See Exchange Rates.

An invoice can’t be posted twice.

When an approval is required

If your organisation has an approval rule that covers this invoice’s amount, you’ll see Submit for Approval instead of Post to Accounts.

• Approval rules are based on the amount in your default currency, so a foreign-currency invoice needs an exchange rate before you can submit it.
• While the invoice waits, an orange banner reads “Awaiting approval (x of y steps approved)”, and the invoice can’t be changed.
• When the last approver says yes, the invoice posts automatically.
• If it’s rejected, a red banner explains this. The approval starts again from the first step when you resubmit.
• You can’t approve your own request. The person who submitted it, or an Owner or Admin, can click Cancel Approval Request.

Other things you can do

• Download PDF: open Actions → Download PDF for a printable copy using your document header settings.
• Link documents: in the Linked documents section, click Link Sales Order or Link Sales Receipt and search by document number. Links let you click between related documents.
• Stock movements: once posted, invoices with stock-tracked products show the stock changes they caused.
• Audit Trail: a separate tab shows who changed what, if you have permission to view it.

Permissions

Permissions are given through access levels. Owners and Admins have all of them.

Permission	Lets you
View Sales Invoices / View Purchase Invoices	See the list and invoices, and download PDFs
Manage Sales Invoices / Manage Purchase Invoices	Create invoices
Post Sales Invoices / Post Purchase Invoices	Post to accounts or submit for approval
Link Sales Invoices / Link Purchase Invoices	Link invoices to other documents (you need link permission on both document types)