Historic Invoices

The historic invoice lets you record in AdmCloud a sales invoice that already existed before you started using the system (for example, when migrating from your previous software), keeping its original number, date and amount. Unlike a credit or cash invoice, it doesn't move inventory or generate an accounting entry: it's a reference record inside Accounts Receivable.

Module: Sales / Accounts Receivable Requires the "Invoices" permission of your user group

What is it and what is it for?

When you start using AdmCloud, a customer often already has open or closed invoices from your previous system. The historic invoice exists to record those invoices inside AdmCloud without having to rebuild the whole sale (items, taxes, inventory movement and accounting entry) as if it were a brand-new sale.

Its main use is being able to generate credit or debit memos on invoices that no longer have an open balance in the system, or that never did because they were issued before migrating to AdmCloud. It also helps keep a customer's full purchase history complete on their record and in their Accounts Receivable reports.

Screens in this area

Screen	What it does
Historic invoice list	Lists all historic invoices with filters by customer, subsidiary, location, sales rep and date range. You can customize the visible columns and save your layout, and from here create, delete or open the report.
Create / Edit	The invoice form: general data, the document number (typed by hand, the same in create and edit mode) and the items table with taxes and discounts.
Details	The same invoice in read-only mode, with its activity history and the action buttons: print, duplicate, edit, void or delete depending on your permissions.
Print	The printable format of the invoice, in its default layout or in any custom template your company created under HTML Templates.

How to record a historic invoice step by step

Open the list and click New. You need the "add" level of the invoices permission; if you don't see the button, ask your administrator for access.
Select the customer. The system proposes their saved currency and payment terms.
Type the original document number exactly as it appeared in your previous system; on this screen the number is always typed by hand, AdmCloud never assigns it.
Add the items or a summary line with the description, quantity and price needed so the total matches the invoice's original amount. If you don't need the exact item detail, you can use a single free-text description line with the total amount.
Fill in the fiscal data if your country uses fiscal documents and the original invoice already had one assigned.
Save. The system validates the customer, the currency and the item list; since it doesn't move inventory or accounting, saving is immediate.

Key fields

Field	What it is for
Customer	Who the original sale was made to. Determines the currency and payment terms proposed by default.
Document number	The invoice's original number in your previous system. It's typed by hand and, unlike other invoices, can keep being edited even after saving.
Document date	The invoice's original date; used in reports and in the customer's balance aging.
Currency and exchange rate	The original document's currency and its rate against the local currency; must be greater than zero.
Items	Each line specifies an item or free-text description, quantity, unit, price, tax and, depending on your setup, attributes. You don't need to itemize every original line — it's enough for the total to match.
Sales rep	The salesperson responsible for the original sale, if you need it for your commission or territory reports.
Subsidiary / Location	Which subsidiary and location the document is tied to, if your company uses them.
Fiscal document (NCF)	The fiscal document the original invoice already had, if your country uses fiscal documents. It's optional, unlike on a new invoice.
Reference and notes	Free-form information to identify or annotate details of the document.
Attached files	You can attach the PDF or image of the original invoice as supporting documentation.

Validations when saving

Customer required, existing and active (when creating the invoice).
Document number required, and it cannot repeat across historic invoices.
Currency required and valid, with an exchange rate greater than zero.
Valid sales rep, if one is entered.
Non-empty item list: at least one line with an item or a description.
Discount within a valid percentage (between 0% and 100%).
Any line with quantity or price must have an item or description.
Valid fiscal document format, if your country uses fiscal documents and you enter one.
Maximum number of lines per document, same as the rest of the sales transactions.

Unlike a credit invoice, the historic invoice does not validate the customer's credit limit nor block saving because of overdue invoices, since it represents a movement that already happened in the past.

Managing the document

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

Edit it, including its document number; unlike other invoices, this field is never locked.
Void it, indicating a cancellation reason; a voided invoice can no longer be edited.
Delete it, if your permissions allow it.
Duplicate it to create a new historic invoice from its data.
Print it using the default format or any available custom template.

Additional features based on your setup

Fiscal documents: if your country uses them, you can capture the NCF or other fiscal number the original invoice already had.
Sales territory: transaction territory filters and field, if your company uses them.
Projects: you can link the historic invoice to a project, if your company uses Project Accounting.
Item attributes: attribute 1 and 2 columns per line, available with Advanced Inventory.
Custom fields: your company can add its own fields to the form and the details view.
Bulk import: your migration team can load historic invoices in batches (for example, from a spreadsheet) when bringing your data over from another system.

Availability and permissions

Access is controlled with the same "Invoices" permission of the user group used by credit invoices, with separate levels to browse, add, edit, delete and void.
Changing the prices of the lines requires the specific "Change prices" invoice/quote permission.
Changing the invoice's sales rep requires a separate edit permission, distinct from the general invoices permission.
With subsidiaries enabled, each historic invoice is tied to a subsidiary and filters by it on lists and reports.
The fiscal document fields only appear if your country uses fiscal documents.

Tips and common mistakes

💡

Use it when migrating from another system. Record here the invoices you want to keep in a customer's history or that were left open, so your Accounts Receivable reports and the customer's record are complete from day one.

⚠️

Don't use it for a new sale. The historic invoice doesn't deduct inventory or generate an accounting entry; to record a current sale use the credit or cash invoice, depending on how the customer will pay.

ℹ️

Need to issue a credit memo on an old invoice? First record that invoice as historic, with the same number and amount it had in your previous system, and then generate the credit or debit memo against it normally.

ℹ️

The document number is not locked when editing. Double-check the original number before saving, since other documents or your customers may reference it.