Invoices And Payments

Open Accounts Manager > Invoices to create and manage charges that need a balance and payment history. Fees collected from member registration, membership renewal, or circulation may also create or update account records here.

On a phone or narrow window, use the + button beside the page title to create a record. Refresh is beside it in the same row. Hover over the compact action to see its full name. Wider screens show the full button label. Search and date/status filters remain below the header in the Libcodesk WebApp and Standalone app.

Before You Start

Confirm the active library and organization currency. Your role needs the relevant invoice, payment, cancellation, document, or reversal permission for each action.

Create An Invoice

1. Choose New invoice.
2. Select or enter the party and source information shown by the form.
3. Enter the invoice date, due date, description, items, quantity, rate, tax or adjustment where enabled.
4. Review the generated totals and library.
5. Save. Libcodesk generates the invoice number and records the responsible staff account.

Record A Payment

1. Open the invoice row action menu.
2. Choose Record payment.
3. Enter an amount no greater than the remaining balance, payment date, method, and reference where applicable.
4. Save and confirm the updated paid and outstanding values.

An invoice may be unpaid, partially paid, paid, or cancelled. A recorded payment remains part of its history.

Correct Or Cancel

Use Reverse payment from invoice details when an authorized correction is required. Enter a meaningful reason. Reversal keeps the original payment visible and recalculates the balance. Cancel an invoice only when the visible state and your permissions allow it; cancellation is not a substitute for deleting audit history.

Documents

Open invoice details to regenerate an invoice, payment acknowledgement, collection receipt, credit note, or reversal receipt. Choose Regenerate and print for the system print dialog or Download PDF for a file. Include signature and Include stamp are on by default; clear either option before printing or downloading when the recipient needs an unsigned or unstamped copy. These output choices never change the financial record.

An authorized organization administrator can open Document settings from the Accounts Manager header. Configure the A4, 80 mm, or 60 mm page format; organization address, email, phone, website, and established year; tax or registration identifiers; payment terms; signatory name/title; signature and stamp images; footer; collection-number prefix; refund-number prefix; and whether a reversal produces a credit note or reversal receipt. The document header uses the configured organization contact details and logo when available. Save remains disabled until a setting actually changes.

Generated documents share the same current professional template, organization currency and date format, organization details, line-item table, totals, signature and footer treatment. Invoice documents place a prominent Invoice title and number beside the organization identity, followed by equal Bill to and Invoice details panels. Bill to shows the recorded member or party and contact details, together with the optional Payment ID / Reference when one was entered; Invoice details shows the dates, status, and currency. The number appears once in the document header. Itemized invoices show separate quantity, unit-price, and amount columns with row dividers in both Cloud and Local setups; an unpaid invoice does not show an empty payment-method column. The invoice-only title hierarchy and accent edge keep it visually distinct from a Payment Acknowledgement. The Include signature and Include stamp choices control whether the configured images appear in that print or download. Long party names, contact details, descriptions and identifiers wrap instead of being cut off. Each document keeps the organization and document settings snapshot saved when it was generated; regenerating it retains that saved snapshot together with the original recorded values, number, and financial state.

In Document settings, enter the primary color as a six-digit color code beginning with #, such as #087F72. Review the color swatch before saving. An invalid code keeps Save disabled; changing the color affects document accents, not recorded amounts or payment status. Itemized invoices show the recorded quantity, unit price, and amount. Payment acknowledgements keep payment details separate from the invoice's outstanding balance. The signatory details and signature appear in the signature area.

Troubleshooting

• Payment exceeds balance: Enter an amount no greater than the outstanding value.
• Edit is unavailable: Paid or historically significant invoices are protected; correct them through reversal or cancellation.
• Print dialog is blocked: Allow the browser/app print action and try Regenerate again.
• Invoice is missing: Confirm library access and clear search or status filters.

Do And Don'ts

• Do confirm party, amount, currency, and library before saving.
• Do reverse an incorrect payment with a reason.
• Don't create a duplicate invoice only to print another copy.
• Don't collect money under another staff login.

FAQ

Can I print an older invoice?

Yes. Open its details and regenerate the document. The original number and recorded values are retained.

Screenshot To Add: Invoice table, create dialog, payment dialog, detail history, and regenerated document.

On a narrow screen, scroll the results horizontally to reach the remaining columns and row actions. Each value stays under its matching column heading. In the Standalone app, the horizontal scrollbar stays at the bottom of the results area, even when only a few records are shown.

Amounts show a currency marker beside the entry field. New records use the currency selected in Organization Settings; editing an existing invoice or recording its payment keeps that invoice's currency. Changing the organization setting does not change older records.

Open View details to review the record, documents, payments where applicable, and audit history. Each history entry shows the staff account responsible for that action. On a narrow screen, details and document actions stack so they remain reachable.

Generated documents include the organization name and logo when available, the original record's currency, and dates in the organization's selected format. Use Regenerate and print to open the print dialog and choose the paper settings for the selected printer. If a PDF printer does not open its save dialog, check that printer driver's configuration. Generating another copy does not alter the recorded amount or currency.