Sales invoices and your accounting
A sales order's receivable posts to your books on its sales invoice. The invoice's entry debits Accounts Receivable and credits your sales, discount and tax accounts, and it's the document that syncs to Xero or QuickBooks Online.
One entry per invoice
| Order's policy | What posts |
|---|---|
| Per order | One entry, on the order invoice. It's built from the order exactly as before: same amounts, same accounts, same document in your accounting system. |
| Per shipment or Manual | One entry per issued invoice, dated on the invoice date and built from that invoice's own lines. Drafts post nothing. |
Because an issued invoice's lines never change, its entry doesn't change either. Corrections post as their own documents: a credit note posts as a credit, a supplementary invoice as a new invoice.
See the entry on the sales order
Open the sales order and select the Accounting tab.
- For an order on Per order, the tab reads Posted on sales invoice with the invoice number as a link, and the entry card is titled Sales invoice number, with its Sync status. Generate Accounting Transaction, Rebuild transaction and Sync to accounting act on that invoice's entry.
- Under Related Accounting Transactions, the Sales Invoices group lists each invoice's entry. An invoice without one shows "No accounting transaction generated" with Generate next to it.
- An order with no invoice yet reads "This order has no sales invoice yet — its receivable posts to accounting on each invoice once it is issued."
See the entry on the invoice
Open the invoice and select its Accounting tab. Until the entry exists, the tab reads No Accounting Transaction with Generate Accounting Transaction. Once it's built, the tab shows the entry and its sync state. The Accounting column on the Sales Invoices list shows the same state for every invoice, and the Accounting filter finds, for example, invoices that failed to sync. The invoice's Details tab also lists it under Connected systems.
Syncing to Xero or QuickBooks Online
An issued invoice syncs to your connected accounting system as an invoice, under the same rules as your sales orders. See What syncs to your accounting provider.
- Due dates go across from the invoice.
- Voiding an invoice reverses its entry and voids the invoice in Xero or QuickBooks. The number isn't reused.
- Payments sync against the invoice they're applied to. A payment that covers several invoices goes across as a payment on each.
- An invoice dated in a locked period can't be issued or voided. Pick a date in an open period instead: SKU.io never moves an issued invoice to a new date on its own.
Deposits
A deposit invoice credits your Customer Deposits account, a liability, rather than sales. Later invoices carry a Less deposit line that clears the deposit as the goods are billed. Map the account in Accounting → Settings → Nominal Code Mappings before issuing a deposit invoice.