Invoicing - Ledger entries
The Invoicing Ledger Entries represent the permanent record of all posted invoicing transactions. This page explains how to work with these entries.
Ledger overview
Accessing ledger entries
- Choose the
icon, type Invoicing Ledger Entries, and then choose the related link. - The Invoicing Ledger Entries page displays all posted journal lines.
Ledger entry structure
Each ledger entry contains:
- Transaction details (customer, service, quantity, amounts)
- Source information (which source module generated the entry: Agreement, WMS, or FMS)
- Entry status (Pending, Transferred to Invoice, Invoice Posted, or Canceled)
- Invoice references (when applicable)
- Document links (connections to source and target documents)
Key fields
| Field | Description |
|---|---|
| Sell-to/Buy-from No. | The customer or vendor for the entry. |
| Bill-to/Pay-to No. | The party that is billed. Used as a primary grouping field for invoice creation. |
| Source | The originating module: Agreement, WMS, or FMS. |
| Entry Status | The current processing status of the entry (see below). |
| Earliest Date/Time | The earliest date and time when this entry may be included in an invoice. Used by the APPLY EARLIEST DATE parameter in the CREATE INVOICES job queue function to delay invoicing. |
| Completely Invoiced | Indicates whether the entry has been fully invoiced. Calculated automatically based on the invoiced quantity and amount. |
| Partner Sync. Status | Synchronization status with the central partner (for multi-company setups). |
Working with ledger entries
Filtering and finding entries
Use the filter pane to locate specific entries. Common filters include:
- Customer
- Date range
- Entry status
- Source type
- Amount range
- Invoice number
Source document reference
To access the original source document:
- Select the ledger entry.
- Choose Entry > Show Source.
- The system opens the source document that generated this entry.
Invoice reference
To view the invoice for an entry (if invoiced):
- Select the ledger entry.
- Choose Entry > Show Invoice.
- The system opens the related sales invoice.
Entry status
Ledger entries go through the following statuses:
| Status | Description |
|---|---|
| Pending | Entry has been posted but not yet invoiced. Available for invoice generation. |
| Transferred to Invoice | Entry has been included in a draft sales invoice. The invoice has not yet been posted. |
| Invoice Posted | Entry has been included in a posted sales invoice. The invoice process is complete. |
| Canceled | Entry has been canceled and will not be invoiced. |
Partner synchronization status
For multi-company setups where invoicing data is synchronized to a central partner, entries also have a Partner Sync. Status:
| Status | Description |
|---|---|
| (blank) | No synchronization applicable. The entry is processed locally. |
| Pending | Entry needs to be synchronized with the central partner. |
| Sent to Partner | Entry has been sent to the central partner via a DI message. |
| Confirmed by Partner | The central partner has confirmed receipt and processing of the entry. |
Note
An entry is considered eligible for invoice creation only when it has no partner code, or its Partner Sync. Status is Sent to Partner or Confirmed by Partner.
Common ledger operations
Creating invoices from ledger entries
To create invoices from ledger entries:
- Filter to find the entries you want to invoice (for example, filter on Entry Status = Pending).
- Choose Actions > Create Invoice.
- Complete the invoice creation process.
For automated invoice creation, see Scheduled invoice creation.
Troubleshooting ledger issues
Entries not appearing
If expected entries are missing:
- Verify journal posting was successful.
- Check that filters are set correctly.
- Ensure you have permission to view all entries.
Status not updating
If entry status is incorrect:
- Check that the related sales invoice or credit memo has been posted.
- Verify the Completely Invoiced field reflects the expected state.
Synchronization problems
For partner synchronization issues:
- Check network connectivity between companies.
- Verify the Central Partner Id and DI Message Type Code in Invoicing Setup.
- Review the DI message log for sending errors.
Next steps
For related processes, see:
- Invoice Generation to create invoices from ledger entries
- Collection Process to understand how entries are created