Cash Invoices

What is it and what is it for?

Each cash invoice records what you sold to a customer and how they paid you at that same moment: cash, card, check, transfer or another method. When you save it, the system deducts the inventory of the items sold, generates the accounting entry in the general ledger (if your company uses the Accounting module) against the cash or bank account indicated, and applies the fiscal document if your country requires it. Because payment already happened, no balance is left outstanding on the customer's account.

It doesn't always start from scratch: you can generate it from a quote, a sales order or a dispatch, and the system automatically copies the customer, the items still pending to be billed and the data from the source document.

Screens in this area

How to record a cash invoice step by step

1. Open the list and click New. You need the "add" level of the cash invoices permission; if you don't see the button, ask your administrator for access. You can also start the invoice from a quote, a sales order or a dispatch by opening the matching button on those documents.
2. Select the customer. The system proposes its currency, fiscal sequence and saved addresses. If your company handles walk-in sales, you can use a generic customer.
3. Add the items or services. Enter quantity, price, tax and, if applicable, discount. If the invoice comes from a sales order or a dispatch, you can pick from the items still pending to be billed instead of typing them manually.
4. Record the payment. On the payment methods tab, indicate how the customer paid: you can split the amount across several methods (for example, part in cash and part by card), each with its own cash/bank account, currency and reference.
5. Fill in the fiscal data when your country uses fiscal documents: the sequence used to number the invoice.
6. Save. The system validates inventory, taxes and that the total amount across the payment methods matches the invoice total exactly before confirming it. Once saved, you can print it or email it.

Key fields

Validations when saving

• Active customer. Credit and overdue invoices are not checked, since payment already happened at the time of the sale.
• Non-empty item list, with no lines at zero price or quantity.
• Non-negative price and discount within a valid percentage.
• Exchange rate greater than zero when the invoice is in a foreign currency, both on the header and on each payment method.
• Sum of the payment methods equal to the invoice total. The system rejects the save if the amount paid doesn't match the billed total.
• One payment method required, and you cannot indicate a cash account on both the header and the payment methods detail at the same time.
• Active cash account, consistent with the indicated currency.
• Location consistent with the subsidiary and available for sales.
• Unique fiscal document (NCF) and automatic numbering configured, when your country requires it.
• Billed quantities no greater than the pending ones when the invoice comes from a sales order.
• Lot, serial number, unit of measure or bin required depending on how each item is configured.

Managing the document

From the details of a saved invoice, depending on your permissions, you can:

• Void it, indicating a cancellation reason; a voided invoice can no longer be edited.
• Delete it, if it doesn't yet have an electronically signed fiscal document.
• Duplicate it to create a new invoice from its data.
• Generate related documents: a cash sales return, a credit memo or a dispatch guide (in Ecuador), when the matching module is active.
• Print, email or share a public link to the invoice, including via WhatsApp.
• View and record the associated accounting entry, if your company uses the Accounting module.
• Mark it as pending delivery or delivered, if your company uses the warehouse management (WMS) module.
• Change its process status, if your company has custom transaction statuses enabled.

Additional features based on your setup

• Electronic invoicing: if your company has it active, the invoice can be electronically signed and the list shows the tab for documents pending to sign.
• Batch printing: available on the Enterprise plan and for Partner-type users.
• Divisions: a per-item division column, if your company has this feature active for cash invoices.
• Lots, serial numbers, units of measure and bins: additional columns in the items table depending on the Inventory modules your company has active.
• Tax retentions: if your company has a retention regime configured, retention columns are added per line or per document.
• Sales territory: transaction territory filters and fields, if your company uses them.
• Transaction type: a required field for companies in Ecuador, and available as an extra filter in other countries when your company has transaction types configured.

Availability and permissions

• Access is controlled with the "Cash Invoices" permission of the user group, with separate levels to browse, add, edit, delete, void and reprint.
• Changing prices or the description of the lines requires the specific "Change prices" and "Change description" invoice permissions.
• Changing the invoice's sales rep requires a separate edit permission, distinct from the general cash invoices permission.
• Available on every AdmCloud plan, from the Billing plan up. On the Enterprise plan, it requires the Sales module to be active.
• With subsidiaries enabled, each invoice is tied to a subsidiary and filters by it on lists and reports.
• The fiscal sequence / NCF fields only appear if your country uses fiscal documents.

Tips and common mistakes

List record cap

So the list opens and pages quickly even in companies with millions of invoices, it scans at most 5,000 records. When your filter returns more than that, a notice appears above the list explaining that only the first 5,000 are shown and inviting you to narrow the search with the filters.

The notice includes a Show the exact total button, which counts every record matching the current filter and displays the real figure. It runs only when you ask for it, because that is precisely the expensive operation the cap avoids: in a company with millions of transactions it can take several seconds.