Invoices and bills

Where invoices and bills live#

The Customers and Vendors tabs each have their own row of sections:

Each list shows the Number, customer or supplier, dates, Total, Amount due and Status. Search by number, name or reference, and filter by state (Draft, Confirmed, Cancelled) or by payment (Not paid, Partially paid, Paid, Reversed).

Create a customer invoice#

1. Open the Customers tab and stay on Invoices.
2. Click New invoice.
3. Pick the Customer. The Name on the document, Tax registration number and Address fill in from the customer. You can change them for this invoice.
4. Set the Invoice date.
5. Pick a Payment term, or choose Due on a set date and enter the Due date.
6. Check the Fiscal position and whether Prices are VAT excluded or VAT included.
7. Add the lines: Product or description, Qty, Unit price, Disc %, Taxes and Account.
8. Optionally add a Reference and Notes.
9. Click Confirm to post it, or Save draft to finish later.

The totals at the bottom show the Untaxed amount, VAT, Total and, once confirmed, the Amount due.

Record a vendor bill#

Bills work the same way from the Vendors tab:

1. Open the Vendors tab and stay on Bills.
2. Click New bill.
3. Pick the Supplier and set the Bill date.
4. Add the lines with their purchase taxes and accounts.
5. Enter the supplier's bill number as the Reference.
6. Click Confirm.

Taxes and fiscal positions on documents#

New lines get your default sales or purchase tax. The Fiscal position then swaps it for the right tax for this customer or supplier.

Kartlo picks the fiscal position from the address on the document. For a UAE customer it uses the emirate in the address, so a customer in Sharjah gets the Sharjah 5% tax. For a customer outside the UAE it uses Non-United Arab Emirates, which applies zero-rated export tax. A note under the lines shows Taxes follow the fiscal position with its name.

You can pick another fiscal position, or None, on the document before you confirm it.

See United Arab Emirates for the full list of taxes and fiscal positions.

Payment terms#

A payment term sets when an invoice or bill is due, and can split it into instalments. Your books start with Immediate Payment, 15 Days, 30 Days, 45 Days, End of Following Month and 30% Now, Balance 60 Days.

To add one:

1. Go to Accounting › Configuration › Payment terms and click Add payment term.
2. Enter a Name.
3. Add one line per instalment. Pick Percent or Fixed, the Value, and when it is due: Days after the invoice date, Days after the end of the month, Days after the end of next month or End of month, on the day.
4. Click Save payment term.

Credit notes and vendor refunds#

To cancel a confirmed invoice or bill in full:

1. Open the confirmed invoice or bill.
2. Click Add credit note.
3. Pick the Date and optionally enter a Reason.
4. Click Create credit note (or Create vendor refund for a bill).

Kartlo books a posted credit note for the full amount and matches it to the original, so the original shows as Reversed.

To credit part of an invoice, create a new document from the Credit notes section with New credit note and enter only the lines you want to credit. Do the same for suppliers from Refunds.

Print a tax invoice#

Open a confirmed customer invoice or credit note and click Print or download PDF. The document opens in English and Arabic, ready to print or save as PDF.

• Tax Invoice when the customer has a tax registration number.
• Simplified Tax Invoice when the customer has none.
• Tax Credit Note for credit notes, showing the original invoice.

Your own TRN prints on every document. Add it under Accounting › Settings.

The buyer TRN comes from the customer, or from the company the customer belongs to, under Tax registration on the customer or company form. Picking that customer on a new invoice fills the legal name and TRN, and invoices made from their orders print as a full Tax Invoice with the TRN. Suppliers have the same fields, and their TRN is kept on their bills.