Manage Sales Invoice - Sales Invoice Management

Learn how to manage sales invoices in O2VEND. View, filter, and track sales invoices by status, payment status, channel, and more from the Back Office.

What is a Sales Invoice?

A Sales Invoice is a document generated for a customer order that records:

• Which items the customer purchased
• How many units were ordered and shipped
• Any discounts applied
• The total amount owed or paid

In O2VEND, sales invoices can be created and managed from:

Back Office → Voucher → Sales

How to Create a Sales Invoice

You can create a sales invoice in O2VEND using the following methods:

1. Automatically create a sales invoice by clicking Create Sales Invoice from a Sales Order.
2. Sales invoices are created automatically in Point of Sale (POS) after payment is completed.
3. Create a sales invoice manually from the Sales section in Back Office.
4. Create a sales invoice using a reference number to fetch an existing customer order and generate the invoice.

💡 After creating the invoice, click Goods Issue to prepare the order for shipping.

Sales Invoice List

The Sales page shows all invoices across every channel in one list view.

Channel Tabs

At the top of the list, you can filter invoices by sales channel:

Tab	Description
All	Shows invoices from all channels
Online Store	Orders from the ecommerce website
POS	Orders from Point of Sale
Back Office	Invoices created manually in Back Office
Sales Force App	Orders from the Sales Force mobile app
Android App	Orders from the Android app
IOS App	Orders from the iOS app
API Test	Test orders via API
Shopify Store	Orders synced from Shopify
Ecommerce	Orders from other ecommerce integrations
O2vendChannel	Orders from O2VEND-to-O2VEND channel

List Columns Explained

Column	Description
Created On	Date and time the invoice was created
Number / Customer / Branch	Invoice ID, customer name, and branch tag — click the number to open the invoice
Status / Channel	Order fulfillment status and the channel it came from. Also shows Total items and Shipped items (e.g., Total:11 \| Shipped:11)
Payment Status	Whether payment is pending, partial, or completed
Due On	Payment due date — shown in red if overdue
Created By / Sales Employee	Admin or sales rep who created the invoice
Vendor Name	Vendor associated with this invoice
Shipping Class	Shipping method selected for this order
Delivery Timing	Scheduled delivery time slot
Shipping Timing	Scheduled shipping time slot
Total Amount	Total invoice value

Filtering Invoices

Use the filter bar below the column headers to narrow down invoices:

• From / To — Filter by date range
• Number / Customer / Branch — Search by invoice number, customer name, or branch
• Status — Filter by fulfillment status
• Channel — Filter by sales channel
• Payment Status — Filter by payment status
• Created By / Sales Employee — Filter by the staff member
• Vendor Name — Filter by vendor
• Shipping Class — Filter by shipping method
• Delivery Timing / Shipping Timing — Filter by delivery or shipping date range

Invoice Status Types

Status	What It Means
New	Invoice created — no shipment or payment captured yet
Shipped	All items have been shipped to the customer
Partially Shipped	Order is being delivered in multiple shipments — some items shipped
Canceled	Order was cancelled by the customer or admin

Payment Status

Use the Payment Status dropdown to filter invoices by payment state:

Status	What It Means
PendingPayment	Payment not yet received — bank transfer or card payment in progress
PartialPaymentReceived	Part of the payment has been received — balance is still pending
PaymentReceived	Full payment received via cash or online
PaymentCompleted	Payment fully settled and confirmed

The Due On date appears in red when payment is overdue, helping you quickly identify unpaid invoices.

Quick Actions from the List

Hover over any invoice row to see inline action buttons.

Button	Action
Issue Goods	Open the Goods Delivery Note (GDN) to ship items for this invoice
Create Receipt	Record a payment receipt directly from the list
Total X orders	Shows the total number of linked orders for this invoice (e.g., Total 9 orders)

Export Options

From the Sales list page (top right):

Button	What It Does
Export	Downloads invoice records as a .csv file
Export with Line Items	Downloads invoices with full product-level detail as .csv
Schedule	Schedule automated export or email delivery
Email	Email the invoice list directly

Key Fields Reference

Created On

The date and time the sales invoice was created.

Invoice Number

A unique ID automatically assigned to every sales invoice (e.g., JOURNALBY-1145-04, SI1051Tre).
Click the number to open the full invoice detail.

Due On

The payment due date set on the invoice. Used to encourage customers to pay within a specific timeframe.
Overdue dates are highlighted in red.

Total Amount

The total value of the customer's order including all products, discounts, taxes, and fees.

Quick Summary

Task	How
View all invoices	Go to Back Office → Voucher → Sales
Filter by channel	Click the channel tab (POS, Online Store, Back Office, etc.)
Filter by status	Use the Status dropdown in the filter bar
Filter by payment	Use the Payment Status dropdown
Ship an order	Hover over the row → click Issue Goods
Record payment	Hover over the row → click Create Receipt
Export invoices	Click Export or Export with Line Items
Create new invoice	Click + Create Sales (F8) or press F8