Cash invoices are used to document payments that are made immediately at the time the invoice is issued. They may include cash sales invoices or point-of-sale (POS) invoices.
A cash invoice is an ideal option for transactions that require payment upon issuance, such as direct sales or cash payments.
In addition, cash invoices are automatically marked as “Paid” once they are finalized, which distinguishes them from standard invoices that require payments to be recorded or settled after the invoice has been finalized.
How to create Cash Invoices?
To create a new invoice, click on “Sales” from the main menu, then go to “Cash Invoices” and click the “Create” button.
Enter the invoice details as follows:
- Edit Fields: You can show or hide certain fields, such as the project or warehouse, based on your needs. To display a field, simply enable its toggle and fill it in while creating the invoice.
- Paid Through: Select the payment method used for the transaction (e.g. cash, credit card, bank transfer, etc.).
- Customer: Select the customer the invoice was issued to. You can choose an existing contact from the list or add a new customer directly from the same field.
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Date: Specify the invoice issue date.
Fields for Product/Service Line Items and How to Use Them Correctly:
Description: Select or enter the details of the products or services that have been sold.
Account: Choose the appropriate revenue account for this line item (e.g., Product Sales or Service Revenue) to ensure income is correctly reflected in reports.
Qty: Enter the number of units included in the invoice, whether product units or service hours/sessions.
Price: Specify the price per unit or per hour.
Cost Center: Enter the related cost center to support classification, filtering, and accurate reporting. If this field is not visible, click “Edit Fields” and enable the cost center field to display
Tax Rate: Select the applicable tax rate for this line item. The system automatically assigns a rate based on product settings; however, it can be manually adjusted when needed.
Discount: If applicable, enter a discount percentage that applies only to this specific line item. If this field is not visible, click “Edit Fields” and enable the discount field to display it.
Prices Include Tax: You can define whether prices include VAT or not using the dropdown menu at the top of the invoice items section. Choose either “Tax Inclusive Price” or “Tax Exclusive Price” to switch between options.
Edit Fields: You can show or hide certain fields such as Cost Center or Discount according to your needs. To display them, enable the corresponding toggle and then fill in the values when creating the invoice.
Notes: Add any additional remarks if necessary.
Once you've filled in the invoice details, here are the top options available to finalize or customize the invoice:
- Finalize: Use this to save the invoice which to be logged in your records.
- Save as Draft: Use this if you're not ready to finalize the invoice yet. You can come back and edit it later.
- Print / Download: Click this to preview the invoice as a PDF or print a hard copy.
- Document Language: Click to view the invoice in Arabic. Useful if you or your customer prefer it.
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Attachments: Upload Attachments files like receipts, images, or contracts. These will be included with the invoice when sent. Attachments are only visible when the invoice is sent to the customer using the "Send via Email" feature.
The cash invoice list gives you a full overview of all your issued invoices. From here, you can quickly review, filter, and take action on any invoice. Here’s what you can do from this screen:
- Search bar: Type any keyword (invoice number, customer name, etc.) to instantly filter and find specific invoices.
- Add Filter: Use advanced filters to narrow down by status (e.g., Draft, Sent), date range, branch, or project.
- Add Filter: Use advanced filters to narrow down by status (e.g., Draft, Sent), date range, branch, or project.
- Sort: You can sort data by date (for example, from oldest to newest or vice versa), alphabetically, or using various other sorting options based on your needs. You can also apply multiple sorting criteria simultaneously and easily rearrange the selected options by dragging and moving them, helping you present your data in a more organized and user-friendly way.
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Import: Upload invoices in bulk using a template file, ideal when migrating from another system (You can find this option by tapping the three dots on the screen).
For more details, please refer to the guide .
Importing Cash Invoices into Wafeq
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Export: Download your cash invoice list as a spreadsheet for recordkeeping, analysis, or reporting (You can find this option by tapping the three dots on the screen).
- Create: Click this button to start a new invoice from scratch.
Available actions on the Cash Invoice
From the cash invoices list, make sure the view is set to Table, then click on the required invoice. Click the More actions (⋮) icon at the top of the invoice to view the additional available actions.
- Change status to Draft: Use the Change status to Draft option to revert the invoice from Finalized to Draft, allowing you to edit the invoice details or correct any errors before finalizing it again.
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Print / Download: Use the Print / Download option to obtain a copy of the invoice in PDF format or to print it directly.
Available actions (when the view is set to “Sheet” format and selecting the checkbox next to the green entry),click the More actions (⋮) icon at the top of the invoice to view the additional available actions:
History: Displays the details of the employee who created the document. If any changes are made, the modification history and timestamps will also be shown.
Print / Download: Use the Print / Download option to obtain a copy of the invoice in PDF format or to print it directly.
Document language: Allows you to switch the document language between Arabic and English according to your preference.
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