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CountServa · CountServa: Accounting and ERP Manual

Invoices, Credit Notes and Refunds

VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/countserva-invoices-and-credit-notes

Invoices in CountServa bill your customers and post the sale, SST and receivable to your ledger in one step. Credit Notes reduce what a customer owes for returns, discounts or billing errors, and Refunds pay money back to the customer. Recurring invoices repeat on a schedule, and statement runs email every customer with a balance. Each posted invoice and credit note can also be filed with LHDN MyInvois as an e-Invoice.

Before You Start

  • You need the Sales right with Create access. Posting, unposting and voiding need the matching action levels.
  • Without View Sales Documents Created by Others, a person sees only the invoices, credit notes and refunds they created.
  • Check that your GL Account Mapping and SST defaults are set. See Company Setup and Settings.

Create an Invoice

  1. Go to Sales > Invoices and press New Invoice, or convert a quotation, sale order or delivery order.
  2. Pick the customer. Check the Billing Attention, Payment Term and, under Shipping & Billing, the Shipping Address.
  3. Enter the Invoice Date. The Due Date is worked out from the payment term.
  4. Choose the Currency. For foreign currency, confirm the Exchange Rate.
  5. Add each line with the item, Description, Qty, Unit, Unit Price and Tax. Tick Incl. when the price includes tax. Add a Discount or Service Charge on a line if needed.
  6. Optionally enter a Reference, Tags, Notes, a Member or a Voucher Code from a campaign.
  7. Press Save & Issue to issue and post, or Save Draft.

A draft can be opened later and posted with Issue & Post. The Pre-fill My New Invoices With panel lets you save your usual defaults with Save My Preferences.

Invoice Statuses

StatusMeaning
DraftNot yet posted. Can be edited or deleted.
IssuedPosted to the ledger and awaiting payment
PartialSome payment has been received
PaidFully settled
VoidCancelled. The number is retired permanently.

Receive Payment

  1. Open the invoice and press Receive Payment. The Official Receipt form opens with the customer and invoice already chosen.
  2. Enter the Date, the account under Deposit to, the Method and the amount, then press Record & Post. The balance and status update automatically.

If the customer has credit from an earlier credit note or advance, use Pay with Credit. Members can use Pay with Points. To receive several invoices at once, see Official Receipts, Payment Vouchers and Deposits.

Online Payment Links and Smart QR

If your company has set up Fiuu in Settings > Company Settings > Online Payment Links (Fiuu), customers can pay by FPX online banking, card or e-wallet:

  1. Open the invoice and press Create Payment Link.
  2. Press Copy Link and send it to the customer.
  3. When the customer pays online, the receipt is recorded against the invoice automatically.

Press Disable Link to stop further payments through that link.

The invoice also carries a Smart QR. It prints on the invoice and PDF automatically. Scanning it pays the outstanding balance online, and once paid the same code lets the customer request and view their validated e-Invoice.

Other Invoice Actions

  • Share opens the dialog with Email, WhatsApp, Copy Link and Download PDF. Print and PDF are also on the invoice.
  • Duplicate copies the invoice into a new draft.
  • Make Recurring turns the invoice into a recurring template. See below.
  • Unpost reverses the posting and returns the invoice to an editable draft. It keeps the same invoice number. Remove any payments applied to it first, and the period must be open.
  • Void reverses the posting and retires the number permanently. From the invoice list, Void selected voids several issued invoices that have no payment.
  • View Journal Voucher shows the ledger entry the invoice posted.

Warning

Void or unpost an invoice only if it was issued in error. If LHDN has already received the e-Invoice, void it and issue a replacement under a new number, or reduce it with a credit note. If the customer simply needs a reduction, issue a credit note instead.

Recurring Invoices

Use this for retainers, rentals and monthly service fees.

  1. Open a posted invoice and press Make Recurring, or go to Accounting > Recurring, press New Recurring and choose From an Invoice.
  2. Enter a Title, such as "Monthly Retainer, Acme".
  3. Set Repeat Every, for example 1 Month, and the Next Run Date. Add an End Date if the arrangement stops.
  4. Choose who runs it: Manual waits in the list until someone presses Run due now; Automatic generates it on its due date.
  5. Leave Issue & post automatically on each run unticked to get a draft to review, which is recommended. Tick it to post straight to the ledger.
  6. Press Create Recurring.

Edit a template later to change its Status to Active, Paused or Ended. The same screen also repeats bills and journals.

Issue a Credit Note

  1. Go to Sales > Credit Notes and press New Credit Note.
  2. Pick the customer and choose the Original Invoice, or leave it Not Linked.
  3. Choose the Reason: Return of Goods, Discount / Allowance, Wrong Calculation / Billing Error or Other.
  4. Enter the lines and amounts.
  5. Press Save Credit Note, then open it and press Issue & Post.
  6. Under Apply To, choose an unpaid invoice and press Apply. Un-apply reverses that allocation.

The credit note list shows the Unused amount still available on each note.

Refund a Customer

When the customer wants money back rather than credit:

  1. Open the credit note and press Record Refund under Refund In Cash, or go to Sales > Refunds and press New Refund.
  2. Choose the Credit Note, then enter the Date, Amount, Pay From account, Method and Reference.
  3. Press Record & Post.

A posted refund can be corrected with Unpost & Edit or cancelled with Void Refund.

Email Customer Statements

  1. Go to Reports > Statement of Account and choose the period.
  2. Press Email Statements to All Customers With Balance.
  3. Check what was sent under Statement Run History, with Details for each contact.

Customers without an email address or with a zero balance are skipped, and anyone already emailed for the same period is not emailed again, so a rerun only sends to the rest.

Important

Statement runs send real emails to your customers. Check the period before you press the button.

Frequently Asked Questions

Can I Edit an Invoice After Posting?

Use Unpost, make the change, then post again under the same number. Remove any applied payments first, and the period must not be locked.

How Do I Issue a Debit Note?

Create an invoice for the extra charge, then on its e-Invoice screen choose 03 - Debit Note as the document type and link the original invoice. See LHDN MyInvois e-Invoice.

Why Is There a QR Code on My Invoice?

It is the Smart QR. Customers scan it to pay the balance online and later to view their validated e-Invoice.

Can I Bill in Foreign Currency?

Yes. Choose the currency and exchange rate on the invoice. Reports are shown in your base currency.

Does a Recurring Invoice Post by Itself?

Only if you tick Issue & post automatically on each run. Otherwise each run creates a draft for you to check and issue.

Related Guides

  • Quotations, Sale Orders and Delivery Orders
  • Official Receipts, Payment Vouchers and Deposits
  • LHDN MyInvois e-Invoice
  • Financial Reports