Accounts module
Manage sales orders, purchase orders, invoices, and price lists in one unified module.
The Accounts module manages sales orders, purchase orders, invoices, and price lists. Create orders, track approval workflows, generate invoices, and maintain pricing for your products.
Use the Sales tab for customer transactions and the Purchases tab for supplier orders. Price lists define standard pricing used across all documents.
Module Overview
Module overview
The Accounts module is organised into three main tabs:
| Tab | Sub-tabs | Purpose |
|---|---|---|
| Sales | Orders, Invoices | Create and manage sales orders and customer invoices |
| Purchases | Orders, Bills | Create and manage purchase orders and supplier bills |
| Prices | - | Configure sell and cost price lists for products |
Sales
Sales
Sales orders
Sales orders track what you’re selling to customers before invoicing.
Order creation features:
- Customer selection - Choose from your contacts list
- Price list browser - Two-panel layout with Products and Services tabs
- Credit terms - Configure payment terms (Net 30, Net 60, etc.)
- Line items - Add products with quantity, unit price, and GST
- Notes - Add internal or customer-facing notes
Sales order workflow:
Draft → Confirmed → Approved → Invoiced → Sent| Status | Description | Available actions |
|---|---|---|
| Draft | Order created, can be edited freely | Confirm, Edit, Void |
| Confirmed | Order details locked | Unconfirm, Approve |
| Approved | Ready for invoicing | Unapprove, Create Invoice |
| Invoiced | Invoice generated from order | Mark Sent |
| Sent | Invoice delivered to customer | - |
Workflow actions:
- Confirm - Lock order details for review
- Approve - Authorise for invoicing (maker-checker flow)
- Create Invoice - Generate sales invoice from order
- Mark Sent - Record that invoice was delivered
- Void - Cancel order (with audit trail)
Sales invoices
Invoices track amounts owed by customers.
Invoice details:
- Invoice number and date
- Due date (calculated from credit terms)
- Bill To and Ship To addresses
- Line items with SKU, description, quantity, price
- Subtotal, GST, and Total
- Payment progress tracking
Invoice statuses:
| Status | Description |
|---|---|
| Draft | Invoice being prepared |
| Sent | Invoice delivered to customer |
| Viewed | Customer has viewed invoice |
| Partially Paid | Some payment received |
| Paid | Fully paid |
| Overdue | Past due date, unpaid |
| Cancelled | Invoice voided |
Invoice actions:
- Edit - Modify draft invoices
- Send - Mark as sent to customer
- Record Payment - Log partial or full payment
- Mark Paid - Record full payment
- Void - Cancel invoice
- Export PDF - Download invoice document with company and bank details
Payment tracking:
- Visual payment progress bar
- Paid amount vs balance due
- Overdue indicator with colour coding
Purchases
Purchases
Purchase orders
Purchase orders track what you’re ordering from suppliers.
Order creation features:
- Supplier selection - Choose from supplier contacts
- Price list integration - Use cost price lists
- Credit terms - Payment terms for supplier
- Line items - Products with quantity and pricing
Purchase order workflow:
Draft → Sent → Confirmed → Received → Invoiced| Status | Description | Available actions |
|---|---|---|
| Draft | Order being prepared | Send, Edit |
| Sent | Order sent to supplier | Unsend, Confirm |
| Confirmed | Supplier confirmed order | Unconfirm, Receive |
| Received | Goods received | Unreceive, Record Invoice |
| Invoiced | Supplier invoice recorded | Create Work Order |
Workflow actions:
- Send - Mark order as sent to supplier
- Confirm - Record supplier confirmation
- Receive - Mark goods as received
- Record Invoice - Log supplier invoice number
- Create Work Order - Generate Receive work order for warehouse
- Void - Cancel order
Linked documents:
- Purchase Invoice reference
- Work Order connection (Receive type)
Purchase bills
Purchase bills (supplier invoices) track amounts you owe to suppliers.
Bill details:
- Supplier invoice number
- Invoice date and due date
- Line items from purchase order
- Payment status tracking
Price Lists
Price lists
Price lists define standard pricing for products and services.
Price list types
| Type | Purpose | Usage |
|---|---|---|
| Sell | Customer pricing | Sales orders and invoices |
| Cost | Supplier pricing | Purchase orders and bills |
Creating a price list
- Navigate to Accounts → Prices tab
- Click New Price List
- Configure:
- Name - Descriptive name (e.g., “Standard Sell List”)
- Description - Optional notes
- Type - Sell or Cost
- Currency - AUD, USD, or NZD
- Default - Use as default for this type
Adding price items
- Click Add Items in the Price Items section
- Select products from inventory using the UOM picker
- Configure for each item:
- SKU - Product code
- Product Name - Description
- Price - Unit price
- GST - Tax applicable (checkbox)
- UOM - Unit of measure (each, kg, box, carton, pallet)
Using price lists
When creating orders or invoices:
- The price list browser shows available products
- Products tab and Services tab separate item types
- Selecting items auto-populates pricing from the active price list
- Prices can be overridden on individual line items
Order Details
Order details
Line items table
Both sales and purchase orders display line items with:
- SKU
- Description
- Quantity
- Unit Price
- Line Total
Order summary
Every order shows:
- Subtotal - Sum of line totals
- GST - Tax amount (typically 10%)
- Total - Final amount including tax
Credit terms
Configure payment timing:
- Net 7 / Net 14 / Net 30 / Net 60 / Net 90
- Due on receipt
- Custom terms
Document linking
The Accounts module links related documents:
| Source | Creates | Link |
|---|---|---|
| Sales Order | Sales Invoice | Order → Invoice reference |
| Purchase Order | Work Order | Order → Receive work order |
| Purchase Order | Purchase Bill | Order → Supplier invoice |
Linked documents display in the Linked Documents section with quick navigation.
PDF Export & Layout
PDF export
Generate professional documents:
Sales invoices include:
- Company details (name, address, ABN)
- Customer billing and shipping addresses
- Line items table
- Totals and payment terms
- Bank details for payment
Export process:
- Open invoice view
- Click menu (…) → Export PDF
- PDF generated with business profile details
- Download or share document
Responsive layout
The Accounts module adapts to screen size:
Desktop (wide screens):
- Two-panel layout for order creation
- Price list browser beside order details
- Full line item columns visible
Mobile (narrow screens):
- Stacked tabbed layout
- Simplified line item display
- Touch-friendly action buttons
Best practices
- Use price lists - Maintain consistent pricing across orders
- Follow the workflow - Confirm orders before invoicing
- Track payments - Record partial payments promptly
- Link documents - Connect orders to invoices for audit trail
- Set credit terms - Configure appropriate payment periods for customers
Related modules
- Contacts - Customer and supplier management
- Inventory - Product catalogue for price lists
- Order Manager - Warehouse work orders from purchases