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=================
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Customer invoices
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=================
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A customer invoice is a document issued by a company for products and/or services sold to a
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customer. It records receivables as they are sent to customers. Customer invoices can include
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amounts due for the goods and/or services provided, applicable sales taxes, shipping and handling
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fees, and other charges.
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Odoo supports multiple invoicing and payment workflows.
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.. seealso::
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:doc:`/applications/finance/accounting/customer_invoices/overview`
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From draft invoice to profit and loss report, the process involves several steps once the goods (or
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services) have been ordered/shipped (or rendered) to a customer, depending on the invoicing policy:
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- :ref:`accounting/invoice/creation`
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- :ref:`accounting/invoice/confirmation`
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- :ref:`accounting/invoice/sending`
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- :ref:`accounting/invoice/paymentandreconciliation`
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- :ref:`accounting/invoice/followup`
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- :ref:`accounting/invoice/reporting`
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.. _accounting/invoice/creation:
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Invoice creation
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================
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Draft invoices can be created directly from documents like sales orders or purchase orders or
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manually from the :guilabel:`Customer Invoices` journal in the :guilabel:`Accounting Dashboard`.
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An invoice must include the required information to enable the customer to pay promptly for their
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goods and services. Make sure the following fields are appropriately completed:
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- :guilabel:`Customer`: When a customer is selected, Odoo automatically pulls information from the
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customer record like the invoice address,
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:doc:`preferred payment terms <customer_invoices/payment_terms>`,
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:doc:`fiscal positions <taxes/fiscal_positions>`, receivable account, and more onto the invoice.
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To change these values for this specific invoice, edit them directly on the invoice. To change
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them for future invoices, change the values on the contact record.
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- :guilabel:`Invoice Date`: If not set manually, this field is automatically set as the current date
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upon confirmation.
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- :guilabel:`Due Date` or :doc:`payment terms <customer_invoices/payment_terms>`: To specify when
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the customer has to pay the invoice.
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- :guilabel:`Journal`: Is automatically set and can be changed if needed.
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- :doc:`Currency <get_started/multi_currency>`
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- :guilabel:`Product`: Click :guilabel:`Add a line` to add a product.
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- :guilabel:`Quantity`
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- :guilabel:`Price`
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- :doc:`Taxes <taxes>` (if applicable)
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.. tip::
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To display the total amount of the invoice in words, go to :menuselection:`Accounting -->
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Configuration --> Settings` and activate the :guilabel:`Total amount of invoice in letters`
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option.
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The :guilabel:`Journal Items` tab displays the accounting entries created.
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Additional invoice information such as the :guilabel:`Customer Reference`, :doc:`Fiscal Positions
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<taxes/fiscal_positions>`, :doc:`Incoterms <customer_invoices/incoterms>`, and more can be added or
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modified in the :guilabel:`Other Info` tab.
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.. note::
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Odoo initially creates invoices in :guilabel:`Draft` status. Draft invoices have no accounting
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impact until they are :ref:`confirmed <accounting/invoice/confirmation>`.
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.. seealso::
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:doc:`/applications/sales/sales/invoicing/proforma`
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.. _accounting/invoice/confirmation:
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Invoice confirmation
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====================
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Click :guilabel:`Confirm` when the document is completed. The document's status changes to
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:guilabel:`Posted`, and a journal entry is generated based on the invoice configuration. On
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confirmation, Odoo assigns each document a unique number from a defined
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:ref:`sequence <accounting/invoice/sequence>`.
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.. note::
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- Once confirmed, an invoice can no longer be updated. Click :guilabel:`Reset to draft` if
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changes are needed.
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- If required, invoices and other journal entries can be locked once posted
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using the :ref:`Secure posted entries with hash <data-inalterability/restricted>` feature.
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.. _accounting/invoice/sending:
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Invoice sending
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===============
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To send the invoice to the customer, click :guilabel:`Send & Print`. A :guilabel:`Configure your
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document layout` pop-up window will appear if a :ref:`default invoice layout
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<studio/pdf-reports/default-layout>` hasn't been customized. Then, select how to send this invoice
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to the customer in the :guilabel:`Send` window.
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To send and print multiple invoices, go to :menuselection:`Accounting --> Customers --> Invoices`
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and select them. Then click the :icon:`fa-cog` :guilabel:`Actions` menu and select
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:guilabel:`Send & Print`. A banner will appear on the selected invoices to indicate they are part of
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an ongoing send and print batch. This helps prevent the process from being triggered manually again,
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as it may take some time to complete for exceptionally large batches.
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.. _accounting/invoice/paymentandreconciliation:
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Payment and reconciliation
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==========================
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In Odoo, an invoice is considered :guilabel:`Paid` when the associated accounting entry has been
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reconciled with a corresponding bank transaction.
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.. seealso::
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- :doc:`payments`
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- :doc:`bank/reconciliation`
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.. _accounting/invoice/followup:
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Payment follow-up
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=================
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Odoo's :doc:`follow-up actions <payments/follow_up>` help companies follow up on customer invoices.
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Different actions can be set up to remind customers to pay their outstanding invoices, depending on
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how much the customer is overdue. These actions are bundled into follow-up levels that trigger when
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an invoice is overdue by a certain number of days. If there are multiple overdue invoices for the
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same customer, the actions are performed on the most overdue invoice.
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.. _accounting/invoice/sequence:
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Sequence
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========
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The sequence that Odoo assigns to each document is a unique number made up of a prefix and a number.
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The prefix combines the journal code and the entry date and is used to group entries by period. The
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number is unique for each period and is used to identify the entry. The default sequence on customer
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invoices is INV/YYYY/number. In some specific cases,
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:ref:`resequencing <accounting/invoice/resequencing>` invoices might be necessary.
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.. _accounting/invoice/resequencing:
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Resequencing
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------------
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Resequencing is not possible:
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- When entries are before a lock date.
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- When the sequence leads to a duplicate.
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- When the :guilabel:`Invoice Date` doesn't match the date contained in the new sequence number,
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e.g., if the sequence is changed to INV/2023/XXXXX for a document with an :guilabel:`Invoice Date`
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of 2024.
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To change the invoice sequence with the structure INV/YYYY/MM/number, add `/MM` with the number of
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the month of the :guilabel:`Invoice date`. Odoo will recognize the "/" term as a month and update
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the future invoice sequence appropriately with the month of the :guilabel:`Invoice date`. For
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example, if the invoice date is January, change the sequence to `INV/2024/01/XXXXX`.
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In this case, if the :guilabel:`Invoice date` isn't aligned with the sequence number, a
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:guilabel:`Validation Error` message appears.
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.. note::
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- All sequence changes are logged in the chatter to keep the information.
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- Sequence changes also affect the format of future invoices' sequences.
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.. _accounting/invoice/resequencing-one-invoice:
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Resequencing a single invoice
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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To resequence the last confirmed invoice, click :guilabel:`Reset to Draft`, then change the
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sequence. The invoice now appears in red on the :guilabel:`Customer Invoices` list.
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.. _accounting/invoice/mass-resequencing:
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Mass-resequencing invoices
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~~~~~~~~~~~~~~~~~~~~~~~~~~
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It can be helpful to resequence multiple invoice numbers. For example, when importing invoices from
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another invoicing or accounting system and the reference originates from the previous software,
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continuity for the current year must be maintained without restarting from the beginning.
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.. note::
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This feature is only available to users with administrator or advisor access.
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Follow these steps to resequence invoice numbers:
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#. Activate the :ref:`developer mode <developer-mode>`.
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#. From the :guilabel:`Accounting Dashboard`, open the :guilabel:`Customer Invoices` journal.
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#. Select the invoices that need a new sequence.
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#. Click the :icon:`fa-cog` :guilabel:`Actions` menu and select :guilabel:`Resequence`.
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#. In the :guilabel:`Ordering` field, choose to
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- :guilabel:`Keep current order`: The order of the numbers remains the same.
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- :guilabel:`Reorder by accounting date`: The number is reordered by accounting date.
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#. Set the :guilabel:`First New Sequence`.
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#. :guilabel:`Preview Modifications` and click :guilabel:`Confirm`.
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The first invoice using the new sequence appears in red in the :guilabel:`Customer Invoices` list.
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.. image:: customer_invoices/invoice-sequencing.png
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:alt: Resequence options window
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.. _accounting/invoice/reporting:
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Reporting
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=========
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.. _accounting/invoice/partner-reports:
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Partner reports
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---------------
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.. _accounting/invoices/partner-ledger:
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Partner Ledger
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~~~~~~~~~~~~~~
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The :guilabel:`Partner Ledger` report shows the balance of customers and suppliers. To access it,
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go to :menuselection:`Accounting --> Reporting --> Partner Ledger`.
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.. _accounting/invoices/aging-report:
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Aged Receivable
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~~~~~~~~~~~~~~~
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To review outstanding customer invoices and their related due dates, use the
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:ref:`Aged Receivable <accounting/reporting/aged-receivable>` report. To access it, go to
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:menuselection:`Accounting --> Reporting --> Aged Receivable`.
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.. _accounting/invoices/aged-payable:
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Aged Payable
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~~~~~~~~~~~~
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To review outstanding vendor bills and their related due dates, use the
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:ref:`Aged Payable <accounting/reporting/aged-payable>` report. To access it, go to
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:menuselection:`Accounting --> Reporting --> Aged Payable`.
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.. _accounting/invoices/profit-and-loss:
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Profit and Loss
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---------------
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The :ref:`Profit and Loss <accounting/reporting/profit-and-loss>` statement shows details of income
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and expenses.
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.. _accounting/invoices/balance-sheet:
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Balance sheet
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-------------
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The :ref:`Balance Sheet <accounting/reporting/balance-sheet>` summarizes the company's assets,
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liabilities, and equity at a specific time.
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.. toctree::
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:titlesonly:
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customer_invoices/overview
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customer_invoices/customer_addresses
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customer_invoices/payment_terms
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customer_invoices/terms_conditions
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customer_invoices/cash_discounts
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customer_invoices/credit_notes
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customer_invoices/cash_rounding
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customer_invoices/deferred_revenues
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customer_invoices/electronic_invoicing
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customer_invoices/snailmail
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customer_invoices/epc_qr_code
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customer_invoices/incoterms
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