How to Review Invoices

Last reviewed: June 9, 2026

On this page

Use this workflow to find an invoice, check its status, review its lines and totals, and decide the correct next action.

When to use this workflow

Use this workflow when you need to answer invoice questions before printing, emailing, editing, collecting payment, or researching order history.

Do not use invoice review to ship inventory, fulfill non-inventory lines, or log payment. Those actions happen in their own workflows.

Before you start

Have at least one of these search details ready:

Invoice number.
Sales Order number.
Customer PO.
Customer code.
Customer name.

Screen path

Dashboard > Sales > Invoicing

Steps

Open Dashboard > Sales > Invoicing.
Wait for Loading invoices... to finish.
If the invoice is recent, review the list. If the invoice may be older than 6 months, use the search box.
Search by invoice number, Sales Order number, customer PO, customer code, or customer name.
Find the invoice row.
Review Invoice #, Order # / Customer PO, Customer Code, Customer Name, Invoice Date, Due Date, Total Amount, and Status.
Select the expand arrow to open the invoice detail area inside the list.
Review Customer PO, Terms, and Created Date.
Review invoice lines, quantities, unit prices, line amounts, tax, and totals.
Select the customer code if you need to open the customer detail screen.
Select View/edit details if you need the full invoice detail screen.
Select Print Invoice, Print Packing List, or Email Invoice only after confirming you are working with the correct invoice.

What happens behind the scenes

Reviewing invoices loads invoice data and displays it on the screen. It does not save changes, post accounting, move inventory, update shipments, send email, or change invoice status.

When the search box is empty, PAX limits the default invoice list to recent invoices from the last 6 months for performance. Searching by invoice, order, customer PO, customer code, or customer name can find older matching invoices.

PAX checks shipment status for displayed invoices so it can decide whether the invoice number, order number, and packing list actions are available.

Troubleshooting

I do not see the invoice I expected

Likely cause: The invoice is older than the default recent list, or the search term does not match the invoice.

Safe fix: Search by exact invoice number first. If needed, search by order number or customer PO.

Contact support if: The invoice cannot be found by exact invoice number.

The order number opens the Sales Order instead of invoice detail

Likely cause: The order has no shipment yet and is not closed, so PAX lets eligible users edit the Sales Order from the invoice list.

Safe fix: Use View/edit details to open invoice detail, or use the order link only when the Sales Order itself needs correction.

Contact support if: The order link opens the wrong order.

The invoice number is not clickable

Likely cause: PAX did not find shipment activity for the related order.

Safe fix: Use View/edit details from the Actions column.

Contact support if: The order has shipment history and the invoice number still does not open invoice detail.