Invoicing Overview

Last reviewed: June 9, 2026

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The Invoicing screen is used to find customer invoices, review invoice status, open invoice detail, print invoice documents, print packing lists, and email invoices.

What this screen is for

Use Invoicing when you need to review an invoice after an order has been created, shipped, fulfilled, paid, or partially paid.

This screen is also the starting point for invoice documents. From one invoice row, users can print the Sales Order, print the invoice, print a packing list when a shipment exists, email the invoice, or open the invoice detail screen.

Invoicing is not the place to ship inventory, receive customer payment, or create a new Sales Order. Those workflows start from their own screens.

Screen path

Dashboard > Sales > Invoicing

Key areas

The search box appears at the top of the screen with this placeholder:

Search invoices (number, order, customer PO, customer code, customer name)...

When the search box is empty, PAX shows recent invoices from the last 6 months for performance. To find older invoices, enter a search term.

Search checks invoice number, Sales Order number, customer PO, customer code, and customer name.

Invoice list

The main table lists invoices.

Column What it shows
Expand arrow Opens or closes the invoice detail area inside the list.
Invoice # Invoice number. When the related order has a shipment, the invoice number can open Invoice Details.
Order # / Customer PO Sales Order number and customer PO. When no shipment exists and the order is not closed, the order number can open the editable Sales Order.
Customer Code Customer code. Selecting it opens the customer detail screen.
Customer Name Customer name.
Invoice Date Invoice date.
Due Date Due date from the invoice terms.
Total Amount Current invoice total shown in the list.
Status Invoice status.
Actions Includes View/edit details.

PAX shows the first 50 invoices in the list, then loads more as you scroll.

Expanded invoice details

Select the expand arrow on a row to review more information without leaving the list.

Header details include:

Field What it shows
Customer PO Customer purchase order number.
Terms Payment terms code.
Created Date Date and time the invoice record was created.

The expanded area also shows invoice lines.

Column What it shows
Line Invoice line number.
Part Number Inventory part number or Non-Inventory.
Description Line description.
Quantity Invoice quantity.
Unit Price Unit selling price.
Line Amount Line value.
Tax Tax amount on the line.

Totals appear below the line table and can include subtotal, discount, early payment discount, tax, shipping, returns, and total.

Invoice detail screen

View/edit details opens the full Invoice Details screen for the selected invoice. Use that screen when you need to review billing and shipping addresses, inspect all line details, print from the detail view, or make approved invoice edits.

Invoice editing is permission-restricted and status-restricted. Users without the required role can still use Invoicing for review and document workflows, but PAX may prevent saving invoice changes.

Main actions

  • Search for an invoice by invoice number, order number, customer PO, customer code, or customer name.
  • Expand an invoice row to review invoice lines and totals.
  • Select View/edit details to open the full invoice detail screen.
  • Select the invoice number when it is clickable to open invoice detail.
  • Select the order number when it is clickable to edit an unshipped, non-closed Sales Order.
  • Select the customer code to open customer detail.
  • Select Print Order from an expanded row to open the Sales Order PDF.
  • Select Print Invoice from an expanded row to generate the invoice PDF.
  • Select Print Packing List when a shipment exists for the order.
  • Select Email Invoice to send the invoice PDF by email.

Important fields and statuses

Field or status Meaning Notes
Open The invoice is open and unpaid. Eligible actions depend on role and invoice history.
Partially Paid Payment has been applied, but the invoice is not fully paid. Some edits may still be allowed by permitted roles.
Paid The invoice is fully paid. Paid invoices cannot be edited from invoice detail.
Void The invoice has been voided. Void invoices cannot be edited from invoice detail.
Invoice # link Opens invoice detail when the related order has shipment activity. If the invoice number is not clickable, use View/edit details.
Order # link Opens the editable Sales Order when no shipment exists and the order is not closed. Once shipment exists, corrections should usually be made through invoice, shipment, fulfillment, or accounting-safe workflows.
Print Packing List Generates a packing list PDF. Requires a shipment for the order.
No invoice lines The invoice may be a pre-shipment or placeholder invoice. Printing can use planned Sales Order quantities after a warning.

What happens behind the scenes

When Invoicing opens, PAX loads recent invoices and calculates the list totals shown on screen. If you search, PAX searches across invoice, order, customer PO, customer code, and customer name fields instead of limiting the view to the recent default.

PAX also checks whether each displayed order has shipment activity. Shipment status controls whether the invoice number opens invoice detail, whether the order number opens the editable Sales Order, and whether a packing list can be produced.

Reviewing invoices does not change accounting, inventory, customer records, payments, shipments, or invoice status.

Document actions generate PDFs from current PAX data:

Action System effect
Print Order Generates the Sales Order PDF. It does not change the order or invoice.
Print Invoice Generates the invoice PDF. If the invoice has no invoice lines yet, PAX can use Sales Order lines for the printed invoice after a warning.
Print Packing List Looks up the latest shipment for the order, then generates a packing list PDF.
Email Invoice Generates the invoice email and PDF attachment, sends it through the configured email service, and logs the email activity.
View/edit details Opens the invoice detail screen. Saving edits there can update invoice fields, shipment fields, invoice line values, and accounting adjustments when applicable.

Troubleshooting

I cannot find an invoice

Likely cause: The default list only shows recent invoices from the last 6 months, or the search term does not match the invoice.

Safe fix: Search by exact invoice number, order number, customer PO, customer code, or part of the customer name.

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

I cannot save invoice detail changes

Likely cause: Your role may not allow invoice editing, or the invoice status is Paid or Void.

Safe fix: Confirm the invoice status and your role. For fulfilled, shipped, paid, or voided invoices, use the approved correction workflow instead of forcing a manual edit.

Contact support if: You should be allowed to edit the invoice and the invoice is still open or partially paid.

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