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How to View Invoice

Overview​

The View Invoice functionality allows you to access and review complete invoice details including line items, linked sales orders, payment history, dispatch tracking, and attached documents. You can also download invoice PDFs, check payment status, and access related documents from the view interface.

Prerequisites​

  • User must have Sales module access with view permissions
  • Invoices must exist in the system

Step-by-Step Guide​

Step 1: Access Invoice List​

From the left sidebar, expand Sales and click Invoicing.

The invoice list page displays with these view options:

  • View Invoice tab: See existing invoices
  • Add Invoice button: Create new invoice

Click on View Invoice tab (default active).

Step 2: Understanding List View​

The invoice list displays all invoices in a table format with these columns:

ColumnDescriptionPurpose
▶ (Expand Icon)Triangle arrow to expand rowClick to show detailed line items and tabs
Invoice#Unique invoice numberPrimary identifier for the invoice
SO#Linked sales order numberShows source order if invoice created from SO
Invoice DateDate invoice issuedTransaction date for accounting and aging
Due DatePayment deadlineTrack overdue invoices and follow-ups
GST NumberCustomer's GSTINTax compliance and ITC verification
StatusPayment status badgeOpen (green), Paid (green), Partial (blue), Overdue (red)
Dispatch StatusMaterial delivery statusTrack goods dispatch and delivery
AmountTotal invoice valueGrand total including all taxes
DepartmentDepartment assignedDepartmental revenue tracking
ActionQuick action icons👁️ View, ✏️ Edit, ⋯ More options

Step 3: Search and Filter Invoices​

Search Bar:

  • Located at top: "Search in Invoicing"
  • Type invoice number, customer name, or SO number
  • Results filter in real-time

Sort by Columns:

  • Click any column header to sort
  • Click Invoice Date with dropdown arrow
  • Options: Ascending (oldest first), Descending (newest first)
  • Click Due Date to sort by payment deadline

Pagination:

  • Bottom of page shows page numbers (1, 2, etc.)
  • Click number to jump to that page
  • "Go to page" dropdown on right
  • Items per page dropdown (default: 10)

Step 4: Expand Invoice Row​

Click the ▶ triangle icon on the left of any invoice row.

The row expands to show detailed information with tabs:

Tab Navigation:

  • Items: Line items with quantities, prices, taxes
  • Sales Order: Linked SO details and fulfillment tracking
  • Payment Received: Payment history and balance
  • Documents: Attached files and supporting documents

Step 5: Review Items Tab​

Items Tab (Default active when expanded):

Shows line items in a table:

ColumnDetails
Item DetailsItem code and description
QtyQuantity invoiced
Unit PricePrice per unit
Discount(%)Item-level discount applied
Tax RateGST rate percentage
Tax AmountTotal GST on line item
AmountLine total including tax

Example:

  • Item: SV002 (USB-C Power Adapter)
  • Qty: 10
  • Unit Price: ₹1,000.00
  • Discount: 10%
  • Tax Rate: 18%
  • Tax Amount: ₹1,620.00
  • Amount: ₹9,000.00

Step 6: Review Sales Order Tab​

Click Sales Order tab to view linked order details.

Displays (if invoice linked to SO):

FieldDescription
SO#Sales order number (clickable link)
SO DateDate order was created
Expected DeliveryPromised delivery date to customer
Total AmountFull sales order value
SO StatusBadge: Partial Fulfilled (orange), Fulfilled (green), Open (blue)
DispatchProgress bar showing dispatch completion % with visual indicator
BillingProgress bar showing billing completion % with amount details

Dispatch Progress Indicator:

  • Visual progress bar (e.g., 80% filled in teal, 20% in green)
  • Hover to see:
    • Dispatched Amount: ₹8,26,000 (example)
    • Pending Dispatch: ₹38,84,000 (example)

Billing Progress Indicator:

  • Visual progress bar (e.g., 12% filled in green)
  • Hover to see:
    • Billed Amount: ₹5,42,800 (example)
    • Unbilled Amount: ₹41,77,200 (example)

If no sales order linked:

  • Tab shows "-" or empty state
  • Indicates standalone invoice without order reference

Step 7: Review Payment Received Tab​

Click Payment Received tab to view payment history.

Displays payment records in table format:

ColumnDescription
Payment#Payment transaction ID (e.g., PAYREC-999, PAYREC-1000)
Payment DateDate payment received from customer
Total AmountAmount received in this transaction
Payment StatusBadge showing status (Deposited, Cleared, Pending)

Example Payment Records:

  • PAYREC-999 | 29-09-2025 | ₹780.00 | Deposited
  • PAYREC-1000 | 29-09-2025 | ₹7,736.00 | Deposited

Multiple Payments:

  • Shows all partial payments if applicable
  • Running total of payments received
  • Balance pending calculation

No Payments:

  • Shows empty state or "-"
  • Indicates invoice fully unpaid

Step 8: Review Documents Tab​

Click Documents tab to view attached files.

Purpose:

  • View uploaded supporting documents
  • Download customer PO, e-way bills, delivery proofs
  • Access compliance documents

Available Document Types:

  • Customer PO (Purchase Order)
  • E-way Bill (for interstate transport)
  • POD (Proof of Delivery)
  • Others (miscellaneous documents)

Actions:

  • Click document name to download
  • View file type and upload date
  • Multiple documents can be attached per type

If no documents:

  • Shows "No documents available"
  • Documents can be added by editing invoice

Step 9: View Invoice Preview Panel​

Click anywhere on the invoice row (or click 👁️ View icon in Action column).

Right-side slide-out panel opens showing complete invoice preview:

Panel Sections​

1. Header Section:

  • Customer business name with initial icon
  • GSTIN with scheme type (Regular/Composition)
  • Complete registered address with city, state, PIN
  • "PAID" badge if payment received

2. Invoice Information Box:

  • Tax Invoice heading
  • Invoice Number: Highlighted in blue (e.g., INV-1000)
  • Invoice Date: Transaction date
  • Amount: Grand total value

3. Billing & Shipping Details:

Bill To:

  • Your company name
  • GSTIN
  • Complete billing address

Ship To:

  • Customer delivery location
  • Complete shipping address
  • Contact number (if available)

4. Payment & Reference Details:

  • Payment Terms: Net 30, Net 60, etc.
  • SO#: Linked sales order number
  • E-way bill: Number if generated
  • Due Date: Payment deadline
  • Reference: Customer PO or reference number

5. Line Items Table:

Table with columns:

  • #: Serial number
  • Item & Description: Item code and name
  • HSN/SAC: Tax classification code
  • Qty: Quantity invoiced
  • Rate: Unit price
  • Discount: Percentage applied
  • IGST or CGST/SGST: Tax breakdown with percentage in parentheses
  • Tax Amount: GST amount
  • Amount: Line total

Example Row:

1 | USB-C Power Adapter | 8504 | 4.000 | 2000 | 10% | 1296 (18%) | 1296 | 7200

6. Summary Totals (Bottom Right):

  • Sub Total: Sum before tax
  • IGST or CGST + SGST: Tax amounts
  • Total: Grand total amount
  • Amount in Words: Total written in text

7. Authorized Signature Section:

  • Digital signature image (if configured)
  • "Authorized Signature" label

8. Terms & Conditions:

  • Payment terms and late payment charges
  • GST compliance statements
  • Return and warranty policies
  • Configured from system settings

9. Footer:

  • Page numbering (Page 1 of 1)
  • "This is system generated document" note

Step 10: Access Quick Actions​

Action Icons (Right side of invoice row):

👁️ View Icon:

  • Opens slide-out preview panel
  • Shows complete invoice details
  • Preview PDF format

✏️ Edit Icon:

  • Opens invoice in edit mode
  • Modify line items, quantities, prices
  • Only available for unpaid/partial paid invoices
  • Cannot edit fully paid invoices

⋯ More Options (Three Dots Menu):

Opens dropdown with additional actions:

Download PDF:

  • Generates printable invoice PDF
  • Formatted with company branding
  • Includes all line items, taxes, signatures
  • Can be emailed to customer

Delete:

  • Removes invoice from system
  • Only available if:
    • No payments received
    • Not linked to accounting entries
    • User has delete permissions
  • Confirmation dialog appears

Add 3-way Bill:

  • Advanced billing option
  • Links invoice with PO and delivery challan
  • Three-way matching for compliance

Generate e-invoice:

  • Creates e-invoice for GST portal
  • Required for B2B invoices > ₹5 crores turnover
  • Generates IRN (Invoice Reference Number)

Attach:

  • Add supporting documents after invoice creation
  • Upload customer PO, e-way bill, delivery proof
  • Opens document upload dialog

Step 11: View Signed Invoice​

When Digital Signature is configured:

Click ⋯ More Options → View additional action:

Close DSC Button:

  • Shows after signature applied
  • Indicates invoice digitally signed

Download for Sign / Upload Signed:

  • Download unsigned PDF
  • Sign externally using DSC token
  • Upload signed PDF back to system

Signed Invoice View:

  • Opens preview showing signed invoice
  • Displays upload timestamp (e.g., "Digitally signed invoice was uploaded at: 12-10-2025, 7:09:24 AM")
  • Shows signed PDF with digital certificate

Action Buttons for Signed Invoice:

  • Download Signed: Get signed PDF
  • Download for Sign: Get unsigned version
  • Upload Signed: Replace with new signed version
  • Remove: Delete signed version

Understanding Invoice Statuses​

Status Badge Colors and Meanings​

Open (Cyan/Turquoise):

  • Invoice issued, payment not received
  • Active accounts receivable
  • Follow-up required as per payment terms

Paid (Green):

  • Full payment received
  • Invoice closed
  • No further action needed

Partial Paid (Amber/Orange):

  • Some payment received, balance pending
  • Check Payment Received tab for details
  • Follow up for remaining amount

Overdue (Not shown in screenshots but exists):

  • Due date passed without full payment
  • Requires immediate collection action
  • May incur late payment charges

Dispatch Status Indicators​

Dispatch Status Column shows:

Pending:

  • Material not yet dispatched
  • Invoice created but goods not shipped
  • Dispatch action required

Partial Dispatched:

  • Some quantity sent, remaining pending
  • Check dispatch percentage in Sales Order tab
  • Plan for completing dispatch

Fully Dispatched:

  • Complete order delivered
  • Customer should have received goods
  • Ready for payment collection

"-" (Dash):

  • No dispatch tracking configured
  • Service invoice or advance billing
  • Not applicable for this invoice type

View Scenarios​

Scenario 1: Checking Payment Status​

Use Case: Finance team needs to verify if customer paid invoice

Steps:

  1. Navigate to Invoicing list
  2. Locate invoice by invoice number or customer name
  3. Check Status column:
    • Green "Paid" badge = Fully paid
    • Cyan "Open" badge = Unpaid
    • Orange badge = Partial payment
  4. Click row to expand
  5. Switch to Payment Received tab
  6. Review all payment transactions
  7. Calculate balance if partial paid

Scenario 2: Verifying Invoice Against Sales Order​

Use Case: Sales team wants to confirm correct items invoiced from order

Steps:

  1. Find invoice in list
  2. Check SO# column for linked order number
  3. Click to expand invoice row
  4. Switch to Sales Order tab
  5. Compare:
    • SO amount vs invoice amount
    • Billing progress percentage
    • Dispatch completion status
  6. Switch to Items tab
  7. Verify line items match order
  8. Check quantities and prices

Scenario 3: Downloading Invoice for Customer​

Use Case: Customer requests invoice copy for payment processing

Steps:

  1. Search invoice by number
  2. Click ⋯ More Options
  3. Select "Download PDF"
  4. System generates formatted PDF
  5. Save to computer
  6. Email to customer or print
  7. PDF includes all details, taxes, signature

Scenario 4: Tracking Overdue Payments​

Use Case: Accounts team needs list of overdue invoices for collection

Steps:

  1. Open Invoicing list
  2. Click Due Date column header
  3. Sort ascending (oldest first)
  4. Identify invoices where Due Date < Today
  5. Check Status column for "Open" or "Partial Paid"
  6. Note customer names and amounts
  7. Prioritize by:
    • Amount size (high value first)
    • Days overdue
    • Customer payment history
  8. Initiate follow-up process

Scenario 5: Checking Dispatch Status​

Use Case: Customer calls asking about delivery status

Steps:

  1. Search invoice by number
  2. Check Dispatch Status column
  3. If shows progress:
    • Click to expand invoice
    • Go to Sales Order tab
    • Check Dispatch progress bar
    • Note percentage dispatched
  4. If Material Dispatched checked:
    • View dispatch date
    • Check logistics provider
    • Note tracking number
    • Share expected delivery date with customer

Column Customization​

Customize visible columns:

  1. Click Action icon in table header (top right)
  2. Column Settings panel opens
  3. Options:
    • Check/Uncheck columns to show/hide
    • Drag columns to reorder
    • Select All to enable all columns
    • Reset to Default to restore original layout
  4. Click outside panel to close
  5. Settings saved per user

Available Columns:

  • Invoice#, SO#, Invoice Date, Due Date
  • Customer Name, GST Number
  • Status, Dispatch Status
  • Amount, Department
  • Reference, Payment Terms

Tips & Best Practices​

Pro Tips

  • Sort by Due Date regularly to identify payment collection priorities
  • Use search function to quickly find invoices by customer name or number
  • Expand invoice rows to verify payment status before sending reminders
  • Check Sales Order tab to understand partial billing and dispatch scenarios
  • Download signed PDFs immediately after digital signature upload
  • Monitor Dispatch Status to coordinate with logistics and customer expectations
  • Review Documents tab before customer calls to have all supporting documents ready
  • Use Status badges as visual indicators for quick payment status assessment

Common Issues & Solutions​

Issue: Invoice not appearing in list

  • Solution: Check date filters, search by exact invoice number, verify invoice was saved/finalized not just drafted

Issue: Cannot view invoice details

  • Solution: Verify user has view permissions for Sales module, check if invoice belongs to accessible department

Issue: Edit icon disabled/missing

  • Solution: Invoice fully paid (cannot edit), or user lacks edit permissions, or invoice locked by accounting period close

Issue: Download PDF not working

  • Solution: Check browser pop-up blocker, ensure stable internet connection, try different browser

Issue: Signed invoice not showing

  • Solution: Verify DSC configuration in settings, check if signature upload completed successfully, refresh page

Issue: Payment Received tab empty but status shows Paid

  • Solution: Payment may be recorded in different module, check Payment Received section, verify data sync

Need help? Contact support at support@bizconnekt.com