Invoice

Invoice No.

Unique identifier. Enter # to auto-generate. Once saved, the number is permanent. Sequence numbering is by store.

Reference

Optional external reference (e.g. customer PO number).

Date

Invoice date. Changing the date recalculates all item prices from active price schedules and promotional batches.

Time

Invoice time. Used with date for audit tracking.

Store

The store posting the invoice. Changing the store clears employee/station, validates the customer, removes unstocked items, and recalculates prices.

Station

Workstation where the invoice was created.

Employee

Employee creating the invoice. Controls price override security — if the employee lacks SELLING_PRICE_OVERRIDE, Price and Ext Price columns are read-only.

Status

Transaction status. Controls posting and visibility in lists.

Work Date

Work date for the transaction (may differ from posting date).

Shift

Shift assignment for labour or shift-based reporting.

Memo

Free-form memo or notes attached to the transaction.

Customer

The customer being invoiced. Auto-populates address, tax exempt, terms, and customer discounts. An alert icon appears if the customer has an alert message.

Address

Billing address, auto-filled from the customer. Editable per invoice. When e-invoice certification is requested without a customer, this field becomes required for name and address capture.

Ship To

Dropdown listing the customer's shipping addresses. Select a different ship-to location to override the default. The ship-to address auto-fills from the selected entry.

Ship To Address

Read-only display of the selected ship-to address.

Tax Exempt

Customer tax exemption. Overrides item-level tax for exempt items.

Ship Via

Free-text shipping method (e.g. "FedEx Ground").

Promised Date

The date goods are promised to the customer.

Terms

Payment terms. Auto-populated from customer defaults. Changing terms recalculates the due date. See the Terms Master.

Due Date

Payment due date, automatically calculated from the invoice date plus the payment terms. Can be manually overridden.

Tender

Default tender type for this invoice. When set, a tender line is automatically added in the Tenders tab. Commonly used for cash-and-carry sales.

Customer Unit

Optional customer unit the invoice applies to. Customer units are sub-entities of a customer — branches, departments, or service locations — each with its own address, delivery details, and warranty-tracked equipment. Selecting a unit fills in the customer from the unit (if no customer is set) and copies the unit's address into the ship-to address; the unit must belong to the invoiced customer. Units are defined in the Customer Unit Master.

When a serial-tracked item is entered with a quantity, Quasar automatically opens the Select Serial dialog to assign serial numbers.

Available / Selected Lists

The left list shows serial numbers currently in stock. The right list shows serial numbers assigned to this invoice line. Use the arrow buttons to move serials between lists, or type a new serial number directly.

Extra Data Columns

If extra info fields are defined for the item (e.g. Colour, Warranty Ends), they appear as additional columns directly in the selected serial table. Values are entered inline alongside each serial number. Date fields include a calendar icon for easy date selection.

Item Total — Sum of all extended prices before discounts/taxes.
Line Discounts — Total line-level discounts.
Trans. Discounts — Total transaction-level discounts.
Item Points — Total loyalty points earned across all items.
Tax Total — Total tax.
Deposit Total — Total deposits (container, etc.).
Levy Total — Total levies (environmental, etc.).
Qty Total — Sum of all quantities.
Total — Grand total.
Paid — Amount paid via tenders in the Tenders tab.
Due — Remaining balance (Total − Paid). Posted to accounts receivable.

Free-text comment area for internal notes or messages to print on the invoice.

Read-only table of reference name/data pairs. Populated by the system to track external references such as e-invoice UUIDs, government certification stamps, and POS transaction identifiers.

Read-only tax breakdown by tax code:

Tax — Tax code name.
Taxable — Taxable amount (tax-exclusive items).
Tax Amt — Calculated tax.
Inc. Taxable — Taxable amount (tax-inclusive items).
Inc. Tax Amt — Tax extracted from inclusive prices.

From consignment (in)?

Whether this item is sourced from consignment-in inventory. Visible only when the Consignment feature is enabled.

From Consignment (out)?

Whether this item is a consignment-out sale. Visible only when the Consignment feature is enabled.

Discountable?

Whether this line is eligible for discounts.

Include Tax?

Tax-inclusive pricing for this line. Toggling recalculates.

Include Deposit?

Whether the price includes the deposit. Toggling recalculates.

Deposit

Editable deposit amount (e.g. container deposit).

Levy

Editable levy amount (e.g. environmental levy).

Show On Hand?

Toggle to display current on-hand inventory.

On Hand

Read-only current stock quantity (when enabled).

Location

Read-only warehouse location for the item.

Discount

Select a predefined line-level discount.

Percent / Dollar

Choose discount method and enter the amount.

Captured Disc ID

Identifier captured for the discount (used by Philippine statutory discounts for beneficiary tracking).

Price Over-ride?

Marks the price as manually overridden so it isn't recalculated.

Sale Serial#

Serial number for serialized items. Visible only when the Serial feature is enabled.

Line Disc.

Read-only total line discount.

Line Total

Read-only line total after all adjustments.

Trans. Disc.

Read-only share of transaction discount for this line.

Points

Read-only loyalty points earned for this line.

Edit Serials

Button to open the serial number selection dialog for serialized items.

Transaction-level discounts applied to the entire invoice.

Discount — Transaction-type discount lookup.
Percent — Discount percentage.
Dollars — Discount dollar amount.
Total — Calculated discount total.
Captured ID — Beneficiary ID for regulatory discounts.

Auto-populated from system auto-apply and customer-specific discounts.

Payment tenders applied to this invoice. Multiple tenders can be combined (split payment).

Tender — Payment method (Cash, Credit Card, E-Wallet, etc.).
Amount — Amount tendered in the tender's currency.
Rate — Exchange rate (for foreign-currency tenders).
Total — Converted amount in the company's base currency.
Rounding — Cash rounding adjustment (for currencies with rounding rules).
Conv. Fee — Convenience fee (e.g. e-wallet surcharge).
Gift Card Item — The gift card item (for gift card tenders).
Gift Card # — The gift card number.

Quotes fulfilled by this invoice. Shows Quote #, Reference, Date, and Amount.

Add

Link an additional quote. Items from the quote are merged into the invoice.

Remove

Unlink a quote (does not delete the quote).

View

Open the quote in the Quote Master. Double-click also opens.

Sales orders fulfilled by this invoice. Shows Order #, Reference, Date, and Amount.

Add

Link an additional sales order. Items are merged into the invoice.

Remove

Unlink an order.

View

Open the order in the Sales Order Master. Double-click also opens.

Government electronic invoicing for regulatory compliance (Mexico CFDI, Philippines BIR, Belize BTS).

Status

Read-only certification lifecycle: General, Pending, Submitted, Sent, Received, Failed, Certified, Contingency, CancelPending, CancelFailed, Cancelled, GlobalCfdi, GlobalCfdiFailed.

Require Invoice Certification

Checkbox to flag this invoice for government certification. Opens the Certification Capture Dialog to collect Tax ID, name, address, tax category, CFDI usage, email, and phone. Pre-populates from the customer if set.

TIN ID / RFC / Tax Id

Customer's government tax identifier. Label varies by locale (TIN for Philippines, RFC for Mexico, Tax Id elsewhere).

Tax Category

Mexico CFDI tax regime code (601–626). Selects the fiscal regime for the receiver.

CFDI Usage

Mexico CFDI use code (G01–CN01). Indicates how the buyer will use the invoice for tax purposes.

E-mail

Customer email for automated e-invoice delivery.

Phone

Customer phone for e-invoice notifications.

Error Code

Read-only error code shown when certification fails.

Error Message

Read-only error message shown when certification fails.

Retry Certification

Button to resubmit a Failed invoice for certification.

Request Cancellation

Button to request cancellation of a Certified invoice. Only visible when status is Certified.

Replaced By

Read-only reference to the replacement invoice (shown after cancellation).

Cancel Reason

Read-only cancellation reason (shown after cancellation).

Delivery Status

Read-only PEPPOL/ETD delivery status for the e-invoice.

Status Message

Read-only detailed delivery message.

Retry Send

Button to retry a failed PEPPOL delivery. Only visible when delivery status is Failed.

Item Search

Search for items within the invoice by item number or description.

View Payments

Opens the payment history for this invoice, showing all payments and credits applied. Enabled only after the invoice is saved.

Stock Status

Opens Stock Status for the selected item.

Linked Items

Shows related items (substitutes, accessories). Selecting a linked item adds it to the invoice.

Packing Slip

Creates a Packing Slip from this invoice for warehouse picking and shipping.

Create Return

Creates a Customer Return from this invoice. Items, prices, discounts, tax, and e-invoice data are carried over. The return screen opens pre-populated with the invoice's line items.

View Serials

Opens a read-only list of all serial numbers assigned across all invoice lines.

Save

Saves and posts the invoice. After saving, you are prompted to print.

Delete

Voids and deletes the invoice. Reverses all GL and inventory postings.

Copy

Duplicates the invoice with a new number and today's date.

Print

Prints using the invoice_print.xml template.

Email

Emails the invoice to the customer.

File › Recurring

Creates a Recurring transaction from this invoice for automatic re-posting on a schedule.

Customer Alert

Icon button that appears beside the Customer field when the customer has an alert message defined. Click to view the full alert text. Hidden when no alert exists.

Account Class

Default account class for the invoice. Overrides the item-level account class for GL posting. Located in the header beside Ship To. Individual line items can also override this in the Account Class column of the item table.

Comment

Multi-line text field on the Comments tab. Use for internal notes or messages to print on the invoice. Supports free-form text entry.

References

The References tab frame. Contains a read-only table of name/data pairs populated by the system for e-invoice UUIDs, government certification stamps, and POS identifiers.

Discounts

The Discounts tab frame. Contains the transaction-level discount table where discounts are applied to the entire invoice (as opposed to line-level discounts on individual items).

Item Total

Read-only sum of all extended line prices before discounts, taxes, deposits, and levies. Displayed on the Totals tab.

Line Discounts Total

Read-only total of all line-level discounts across all items. Displayed on the Totals tab.

Trans. Discounts Total

Read-only total of all transaction-level discounts applied to the invoice. Displayed on the Totals tab.

Item Points Total

Read-only total loyalty points earned across all line items. Displayed on the Totals tab.

Tax Total

Read-only total tax amount for the invoice. Displayed on the Totals tab.

Deposit Total

Read-only total of all container and item deposits on the invoice. Displayed on the Totals tab.

Levy Total

Read-only total of all levies (e.g. environmental levies) on the invoice. Displayed on the Totals tab.

Qty Total

Read-only sum of all line item quantities. Displayed on the Totals tab.

Total

Read-only grand total of the invoice (items − discounts + tax + deposits + levies). Displayed on the Totals tab.

Paid

Read-only amount paid via tenders in the Tenders tab. Displayed on the Totals tab.

Due

Read-only remaining balance (Total − Paid). This amount is posted to the customer's accounts receivable. Displayed on the Totals tab.

Percent Amount

Discount percentage amount field on the Item Info tab. Active when the Percent radio button is selected for line-level discounts. Enter the discount percentage to apply to the current line item.

Dollar Discount

Radio button on the Item Info tab to select dollar-amount discounting for the current line item. When selected, the Dollar Amount field becomes active.

Dollar Amount

Discount dollar amount field on the Item Info tab. Active when the Dollar radio button is selected. Enter the fixed dollar discount to apply to the current line item.

E-Invoice Name

Customer name for government e-invoice certification on the Govt E-Invoice tab. Normally hidden — name and address are captured through the main Address field or the Certification Capture Dialog.

E-Invoice Postal Code

Customer postal code for government e-invoice certification on the Govt E-Invoice tab. For Belize (BZ), this field displays the province instead. Normally hidden — captured through the Certification Capture Dialog.