Sales Invoice

Sales Invoice Basic Fields

• Accounting Variable 1, 2, 3, 4 - Default from Sales Order. If it is a straight sales invoice, default from User Setup, or Account.
• Actual Shipment Date - The actual shipment date of the Shipment. Copied from the linked Whse. Shipment.
• Alternate Shipping - Used if the Ship-to Address is different from the Bill-to Address. Alternating Shipping is set up on the Sell-to Customer or its parent account.
• Applied-to Invoice - Used for Credit Memos to link to the original Sales Invoice.
• Batch Post Error - If the invoice was not able to post when the batch posting routine was run, the error text will automatically be entered here.
• Batch Post Status - Batch posting routine updates this field automatically with the values: Completed, Failed, Processing.
• Bill-to Customer - Defaults to the Sell-to Customer but can be different based on the Sell-to Customer setup. This is the customer who will receive the invoice and the account the receivable is applied to.
• Broker - The Broker account associated with the invoice.
• Bypass Shipment - Used to indicate that no Whse Shipment is not required.
• Credit Memo - If checked, the invoice becomes a credit memo and all quantities on the sales invoice line must be negative.
• Currency Code - The currency used for this invoice.
• Currency Factor - The conversion factor from the Currency on the Quote to the Default Currency defined on the Company Setup Record.
• Customer Ledger Entry - Populated when the Sales Invoice is posted. It is used to display the Applied Amount and the Remaining Amount.
• Customer PO No. - A Reference No. from the Customer copied from the Sales Order.
• Description - Additional information about the invoice can be entered here.
• Document Status - GoldFinch updates this field automatically with the values, Open or Posted.
• Due Date - The payment Due Date of the invoice.
• EDI Invoice - Defines if the invoice is an EDI invoice.
• EDI Invoice Generated - If the EDI Invoice has been generated, this field will be checked. Typically this field is updated by the EDI software partner.
• EDI Invoice Generated Date - The date the EDI Invoice had been generated. Typically this field is updated by the EDI software partner.
• Factor AR - Checked if the Factor Account is not blank for the Payment Term.
• Freight Cost Override - If checked, the Freight Cost will not be updated automatically when posting freight purchase invoices.
• GL Ledger - GL Ledger for the transaction. Default is blank.
• Historical Invoice - If checked, Sales Invoice cannot be unposted. this field is used mainly for beginning AR import.
• Import Sales Order - The Import Sales Order record associated with the Sales Invoice.
• Import Shipment - The Import Shipment Record associated with the Sales Invoice.
• Invoice Date - The date of the invoice used for aging purposes. This date can be different from the date the transaction is posted.
• Invoice Sent - When the PDF invoice is sent by the Batch Email PDF Documents routine, this field is checked. This field can also be checked manually.
• Is Intercompany
• Last Payment Date
• No. - The unique alphanumeric text string that identifies this Sales Invoice record.
• No. of Lines - Total number of sales invoice lines.
• Old Order No. - The number of the external Sales Order record that was associated with this Sales Invoice outside of Goldfinch ERP.
• Order Date - The date the customer placed the order. Copied from the associated Sales Order.
• Order Source - Defines how the order linked to this invoice was entered: EDI, Shopify-Web, WooCommerce, Shopify-Amazon Seller Central or Amazon Seller Central if the order was imported through an import sales order routine. If blank, the order was entered manually.
• Payment Discount % - The payment discount % given if the customer pays on or before the date entered in the Pmt. Discount Date field.
• Payment Discount Date - The date the customer must pay on or before to take advantage of the Payment Discount.
• Payment Status - GoldFinch updates this field automatically with the values, Open, Partially Paid, or Fully Paid, by comparing Invoice Amt Incl. Tax and Remaining Amount if the GoldFinch Customer Receipt module is used to process customer payments.
• Payment Terms - The payment terms used to calculate the Due Date and Payment Discount Date.
• Pending Customer Receipt
• Posting Date - The date the invoice is posted. The posting date is used for the GL Entries that are created.
• Prepayment Invoice - Checked automatically for prepayment invoices.
• Project - The Project associated with the invoice.
• Ready to Post - If checked, this invoice will be included in the Batch Post routine to post the invoice.
• Ready to Send Invoice - Put a check in this field when the invoice should be included in the Batch Email PDF Document routine.
• Recurring Sales Invoice
• Sales Order - The Sales Order associated with the invoice.
• Sales Rep - The Sales Rep associated with the invoice. Copied from Sales Order.
• SCAC - Default from the Shipping Agent and is used for outbound 810 EDI transactions. This field is mandatory if the order associated with this invoice is an EDI order and the 'Is 3PL' field on the Warehouse is not checked.
• Scan Out Date
• Sell-to Customer - The customer associated with the invoice. Copied from Sales Order or entered manually.
• Sent to Factor - Manually check the field when the invoice is sent to the Factor account. If checked, unposting of the Sales Invoice is not allowed.
• Service Order
• SF Order
• Shipment - The Whse. Shipment associated with the invoice.
• Shipment BOL - The Shipment Bill of Lading associated with the Sales Invoice.
• Shipment SCAC - The Shipment SCAC Code associated with the Sales Invoice.
• Shipping Agent - The shipping agent used when the goods were shipped to the customer.
• Shipping Agent Service - The type of shipping service used with the Shipping Agent.
• Subsidiary - Used to group sales invoices.
• Sync'd - Used for Accounting integration. If checked, invoices have been sent to the back-end accounting system.
• Temp Invoice - If checked, this invoice has not yet been posted.
• Timesheet Invoice
• Use Posting Date for Invoice Date - If checked, GoldFinch will update the invoice date with the posting date during posting.
• Warehouse - The warehouse from which the items on the invoice had shipped from. Copied from Sales Order or Whse. Shipment.

Quantities

• Applied Amount - Invoice Amount Incl. Tax - Remaining Amount retrieved from Customer Ledger Entry.
• Invoice Inventory Qty. - Total Line Quantity from all sales invoice lines where the Item Type = Inventory.
• Invoice Quantity - Total quantity from all sales invoice lines.
• Qty. Base
• Remaining Amount - Retrieved from Customer Ledger Entry.
• Returned Qty.
• Total Quantity - The total sum of the Quantity from all Sales Invoice Lines in this Sales Invoice.
• Tracking Numbers

Amounts

• EDI Invoice Amount - Total EDI amount from all sales invoice lines.
• Freight Cost - This field can be entered manually, or if this invoice is linked to a freight purchase invoice, the freight cost will be automatically entered when the purchase invoice is posted.
• GL Invoice Amount - Sum of the GL Line Amount field on all associated Sales Invoice Lines.
• GL Invoice Amt Incl. Tax - Sum of the GL Line Amt Incl. Tax field on all associated Sales Invoice Lines.
• GL Invoice Cost - Sum of the GL Line Cost field on all associated Sales Invoice Lines.
• GL Invoice Tax - Sum of the GL Tax field on all associated Sales Invoice Lines.
• Invoice Amount - Total Line Amount from all sales invoice lines.
• Invoice Amt Incl. Tax - Total Line Amount Including Tax from all sales invoice lines.
• Invoice Cost - Total Line Cost from all sales invoice lines.
• Invoice Discount - Total Line Discount from all sales invoice lines.
• Invoice Profit - Invoice Amount - Invoice Cost
• Invoice Profit % - Percentage of Invoice Profit / Invoice Amount
• Invoice Tax - Total sales tax from all sales invoice lines.
• Profit After Freight - Invoice Profit - Freight Cost
• Tax Area - The Tax Area for this invoice used to calculate sales tax defaults from the Alternate Ship-to Address or the Sell-to Customer.
• Tax Liable - If checked, sales tax will be calculated on this invoice, defaulting from the Alternate Ship-to Address or the Sell-to Customer.

Article Sales-Invoice  ·  Last updated February 02, 2026 · GoldFinch ERP Help Center