Invoice Detail Overview

Last reviewed: June 9, 2026

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The Invoice Details screen is used to review one invoice in depth and make approved changes to eligible invoice header fields or invoice line values.

What this screen is for

Use Invoice Details when the invoice list does not show enough information or when a permitted user needs to make a controlled invoice correction.

This screen shows invoice header data, customer and billing details, shipping address details, shipping charges, invoice lines, and totals. It also provides print actions for the invoice and packing list.

Do not use Invoice Details to bypass shipment, fulfillment, payment, credit, or return workflows. If the invoice line came from fulfillment or shipment activity, PAX may require the correction to happen through that source workflow instead.

Screen path

Dashboard > Sales > Invoicing > View/edit details

You may also reach this screen by selecting a clickable invoice number in the Invoicing list.

Key areas

Invoice Information

The top section shows the invoice header.

Field What it shows
Invoice ID Invoice number.
Order Number Related Sales Order number.
Invoice Date Invoice date.
Due Date Invoice due date.
Status Current invoice status.
Created Date and time the invoice record was created.
Terms Code Payment terms code.
Order Discount Order-level discount percentage.
Total Tax Tax amount on the invoice.
Shipping Cost Internal shipping cost value.
Shipping Charge Amount charged to the customer for shipping.
Tracking Number Tracking number from the related shipment, when one exists.
Actual Weight Actual shipment weight, when one exists.
Notes Invoice header notes.

Use Edit to change eligible fields. Use Cancel Edit to leave edit mode without saving.

Customer & Billing Information

This section shows customer and billing details.

Field or area What it shows
Customer Code Customer code on the invoice.
Customer Name Customer name on the invoice.
Customer PO Customer purchase order number. This can be edited in invoice edit mode.
Terms Payment terms code.
Bill To Address Billing address used for the invoice.

Shipping To Address & Information

This section shows shipping details.

Field or area What it shows
Ship To Address Ship-to address from the order.
Shipping Cost Internal shipping cost value.
Shipping Charge (to Customer) Shipping amount charged to the customer.

Line Items

The line table shows invoice detail lines.

Column What it shows
Line Invoice line number.
Part Number Part number, or Non-Inventory.
Description Item or non-inventory description. Line notes appear under the description.
Quantity Invoice quantity.
Unit Price Unit selling price.
Discount % Line discount percentage.
Line Amount Line amount after discount.
Tax Tax amount for the line.

Use Edit Lines to change eligible line quantities, unit prices, or discounts. Use Cancel to leave line edit mode.

The bottom of the screen includes:

Button What it does
Print Invoice Generates the invoice PDF.
Print Packing List Generates the packing list PDF when a shipment exists.
Close Closes Invoice Details.

Main actions

  • Review invoice header, customer, billing, shipping, line, and total details.
  • Select Edit to edit eligible invoice header fields.
  • Select Save Changes to save header changes.
  • Select Edit Lines to edit eligible invoice line values.
  • Select Save Line Changes to save line changes.
  • Select Print Invoice to generate the invoice PDF.
  • Select Print Packing List to generate the packing list PDF when a shipment exists.
  • Select Close to return to the Invoicing screen.

Important fields and restrictions

Field or restriction Meaning Notes
Paid invoice Fully paid invoice. Paid invoices cannot be edited.
Void invoice Voided invoice. Void invoices cannot be edited.
Edit permission Only permitted roles can save invoice edits. Users without edit authority can still review invoice details and use allowed document actions.
Terms Code Payment terms code. Changing terms recalculates the due date from the invoice date.
Tracking Number Shipment tracking number. Can only be saved when a shipment exists for the order.
Actual Weight Shipment weight. Can only be saved when a shipment exists for the order.
Fulfillment-sourced line Invoice line created from fulfillment activity. Must be adjusted through the fulfillment workflow, not by direct invoice line editing.
Shipment-backed invoice edit Edit to an invoice connected to shipment activity. PAX warns because the change can create GL adjusting entries and affect shipment-related records.

What happens behind the scenes

When Invoice Details opens, PAX loads the invoice, invoice lines, payment terms, and the latest shipment for the related order when one exists.

Saving header changes sends only the fields that changed. Depending on the fields edited, PAX can update the invoice and related shipment values such as tracking number, actual weight, shipping cost, or shipping charge.

If Terms Code changes, PAX validates the terms code and recalculates the invoice due date from the invoice date.

Saving line changes updates existing invoice line values. PAX validates that quantity is greater than zero, unit price is not negative, and discount is between 0 and 100 percent.

If the invoice has already posted to the general ledger, invoice line edits can create GL adjustment entries. If the invoice total is reduced and existing payments or discounts now fully cover the invoice, PAX may also update the invoice status to Paid.

Troubleshooting

Edit is blocked for a paid or void invoice

Likely cause: PAX does not allow direct edits to Paid or Void invoices.

Safe fix: Use the approved correction, credit, return, or accounting workflow for the situation.

Contact support if: The invoice status is incorrect.

Tracking Number or Actual Weight cannot be edited

Likely cause: No shipment exists for the related Sales Order.

Safe fix: Do not enter shipment details on an invoice without shipment history. Use the shipment workflow when goods actually ship.

Contact support if: A shipment exists but the fields remain unavailable.

A line cannot be changed

Likely cause: The line came from fulfillment activity, or the invoice status prevents editing.

Safe fix: Use the source fulfillment workflow or the approved correction workflow instead of direct invoice editing.

Contact support if: The line should be editable and the invoice is open or partially paid.

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