Billing overview
What the Billing module does around invoices, bills and notes, and how it works with Sales, Purchase and Accounting.
What Billing is for
Billing is the control layer around every customer invoice, supplier bill, credit note and debit note. The documents themselves are written in Sales (customer invoices) and Purchase (vendor bills). Billing adds what a finance team needs around them: turning delivered orders into invoices in bulk, approval before posting, a check that the legal details are present, a frozen copy of the issued invoice, payment instalments, controlled corrections and refunds, recurring invoices, and revenue deferral.
It also reports on all of it: an overview, an invoice register, a tax bridge, a correction chain and an instalments report.
Who uses it
- Accountants raise invoices, send them for approval and post them.
- Financial controllers approve invoices and refunds, and activate policies.
- Administrators set up policies and decide which Billing features the company uses.
- Sales and purchase teams see the result on their orders and bills.
Key ideas
- Billing record. Open any invoice, bill or note from a Billing list and you see its billing record. It shows the parties, date of supply, approval state, issue check, instalments, corrections, refunds and the legal snapshot. The document itself opens with Open document.
- Policies. Grouping, approval, correction reasons, issue profiles and revenue recognition are each a list of policies. A policy is drafted by one person and activated by a different person.
- Approval before posting. If an active approval policy asks for it, an invoice cannot be posted until a different person approves it. If anyone changes the invoice after approval, the approval is voided.
- Issue profile. A per-country list of details that must be present to post, for example the customer's tax registration number (TRN) and the company's own.
- Legal snapshot. When an invoice is posted, the system freezes the customer name, TRN, address, totals and a checksum. Reprints show those frozen details even if the customer record changes later. This cannot be switched off.
- Notes correct, nothing edits. A posted invoice is never edited. You correct it with a credit note, or a credit and rebill.
- Instalments. Payment terms such as 50% now and 50% in 30 days are written as instalments when the invoice is posted.
- Features. Approvals, refunds, recurring invoices, instalments and revenue recognition can be switched on or off for the company. Menus for a feature that is off are hidden.
How it connects to other modules
| Module | What Billing reads | What Billing creates |
|---|---|---|
| Sales | Confirmed and delivered orders, down payments, cash rounding | Draft customer invoices |
| Purchase | Confirmed purchase orders with receipts | Draft vendor bills |
| Accounting | Payments, tax accounts, open items | Journal entries on posting, credit-note journals, deferred revenue entries, collections hand-off |
| Contacts and Catalogue | Customers, TRN, payment terms, products, tax codes | None |
Amounts are in AED unless a document is in another currency; approval thresholds compare the AED value.