Sales invoices

A sales invoice in Verasol starts as a draft. A draft is not in your books yet: you can change it, delete it, or let Vera prepare it for you. When you issue it, Verasol records the sale in the accounts, and from then on the invoice is final. Payments and credit notes settle it.

Find your invoices#

Open Invoices › Sales Invoices in the main menu. The cards at the top show the number of invoices and, in AED, how much is Paid, Outstanding (what your issued invoices still have open) and Overdue. Below them you can search and filter the list. The list shows each invoice's amount and balance in the invoice's own currency.

• 1 New Sales Invoice opens an empty invoice.
• 2 Search by invoice number, customer name or the customer's TRN. Next to the search you can filter by status, for example Outstanding (issued invoices with an amount still open) or Overdue, and by customer.
• 3 Each row has an Actions menu: View details, Edit (drafts only), Record Payment (only while an issued invoice still has an amount open), Print, Download PDF, and Delete for a draft or Cancel invoice for an issued invoice (see Other things you can do).

Create an invoice#

1. Click New Sales Invoice.
2. Choose the Customer. To add a new one without leaving the invoice, click the + button next to the field (Add New Customer).
3. Check the Invoice Date (today) and the Due Date: Verasol sets it from the customer's payment terms, and the line under the field says which terms it used. Terms of 0 days make the invoice due on the invoice date. When you change the invoice date, the due date moves with it, until you change the due date yourself. You can add the customer's purchase order number as the Reference Number.
4. Check the Invoice Type and the Place of Supply (the emirate): Verasol fills them in from the customer. See which type to choose below.
5. Add a line for each product or service with Add Item. Each line has the item on its first row, and the Qty, the Rate, the VAT % and the line's amount on its second row; below them you can add a Description and the HS Code. The Invoice Summary on the right adds up the totals and the VAT as you type.
6. Click Save Invoice. The invoice is saved as a draft and you return to the invoice list (Invoices › All Invoices).

1 Customer, 2 Invoice Type, 3 Place of Supply, 4 Add Item for each line, 5 Save Invoice.

Which invoice type#

When you choose the customer, Verasol proposes the type: Export Invoice (Zero Rated) for a customer outside the UAE (with the lines at 0% VAT), Tax Invoice (B2B - Standard) for a customer with a TRN, and Simplified Tax Invoice (B2C) otherwise.

Invoices in another currency#

The invoice starts in the customer's currency (set on the customer), and you can choose another Currency for this invoice. Verasol fills in the Rate to AED with the rate published for the invoice date (or the most recent one from the two weeks before it). If there is none, enter the rate yourself. The invoice shows both amounts, and your books are kept in AED at that rate.

Change a draft#

Open the draft and click Edit. The Edit Invoice page shows the invoice as you saved it: its dates, its lines and their VAT. Change what you need and click Update Invoice. Only a draft can be changed this way.

1 Invoice Date and 2 Due Date, 3 the VAT % of each line, 4 Update Invoice.

Issue the invoice#

Open the draft from the list. While it is a draft, you can still change it with Edit. When it is right, click Mark as Sent and confirm.

Verasol now records the invoice in your books and its status becomes Sent. Send it to your customer with Send Email in the ⋮ menu, or give them the PDF from Download PDF. Send Email on a draft issues it first, in the same way as Mark as Sent.

What Verasol books#

When you issue an invoice for AED 8,550.00 of services with 5% VAT, Verasol posts this journal entry for you (for example INV-2026-0216, three software licences; the account codes depend on your chart of accounts):

For goods that you keep in stock, Verasol also takes them out of stock at their cost in a second entry: it debits cost of goods sold (for example 5001 Cost of Goods Sold - Hardware) and credits 1150 Inventory. The revenue account of each line comes from the item, so a hardware sale (4001 Hardware Sales) and a consulting fee (4002 Consulting Services Revenue) land on different revenue accounts. A line without a catalogue item, or an item without a revenue account of its own, goes to your sales account for goods or your service revenue account for services.

Follow the invoice until it is paid#

An issued invoice moves through these statuses by itself:

Overdue is not a status of its own: an issued invoice with an amount still open after its due date is overdue. The Overdue card adds up what is still open on these invoices, and the Overdue filter lists them. The lists mark them Overdue and show their due date in red. On the invoice page, an invoice settled by credit notes alone shows Credited.

• 1 Record Payment when the customer pays. See Receive payments.
• 2 Issue credit note to correct or cancel all or part of the invoice.
• 3 Download PDF for the customer's copy.

The Activity Timeline and History at the bottom of the invoice show who did what, and when.

Other things you can do#

• Duplicate (⋮ menu) makes a new draft with the same customer and lines, dated today, and opens it for editing.
• Delete removes a draft that was never issued. An issued invoice is never deleted: the Actions menu in the list and the ⋮ menu on the invoice offer Cancel invoice instead. Verasol reverses its journal entry (the sale, the VAT and the receivable), takes any goods on it back into stock, and the invoice stays on record as Cancelled. A paid or partly paid invoice does not offer it, and Verasol refuses it once a payment or a credit note is recorded against the invoice: void the payments first, or issue a credit note.
• Print in the list's Actions menu gives you a print-ready PDF without opening the invoice.
• When you issue an invoice, Verasol keeps the customer's name and address on it: its PDF shows them as they were on that day, even if you change the customer later.
• If your company uses custom fields for invoices or their lines, the invoice shows them and you can fill them in there. See Reporting tags and custom fields.

Related#

• Customers
• Quotes
• Receive payments
• Credit notes
• How VAT works in Verasol