Opening Invoice Creation Tool
The Opening Invoice Creation Tool makes it easy to move outstanding bills from your old accounting system into ERPNext. You don't have to enter all the information, including item names or amounts. It's especially helpful when you're new to ERPNext but still have money owed to you by customers (sales) or money owed to suppliers (purchases).
You don't have to make new copies of old invoices; you just enter the remaining balance. This saves time and makes things easier. This tool just looks at the quantities owed, so your accounts start with the right receivables or payables. It makes sure that your opening balances are correct and that your reports show the true state of your finances.
It's best to use when migrating systems or rolling over the fiscal year when you don't need to know the particular details of each item—only the total amounts.
TO access opening invoice creator, go to:
1. How to Use the Tool
1. Business: Choose the business that will get the invoices you're bringing in. If your company is called "Alpha," for example, choose that from the list. This makes sure that all the entries go into the right company's records.
2. Type of Invoice: Select whether you are importing invoices for sales or purchases:
If consumers owe you money (receivables), choose Sales.
If you owe suppliers, choose Purchase.
This tells ERPNext if the person is a customer or a supplier.
3. Make a Missing Party (Check Box): If any of the customers or suppliers on your invoices don't already exist in ERPNext, tick this box. You don't have to go back and do it yourself; ERPNext will do it for you.
4. Table of Invoices (Below): Now you're inputting the details of the invoice one row at a time:
Party: Type in the name of the client or supplier. For instance, "Grant Plastics Ltd." or "Palmer Productions Ltd." If you checked "Create Missing Party" and the name doesn't exist, ERPNext will make it for you.
Date of Posting: This is the day when ERPNext gets the invoice. If the original invoice date was 12-06-2025, for example, utilise that date. This makes ensuring that your opening balances are correctKawyn
Date Due: The day the bill is due. For instance, "18-06-2025" signifies that the consumer has to pay by that date. This makes it easier to keep track of overdue amounts in reports.
Name of the item (optional): You can type the name of the item, like "Laptop" or "Macbook," merely to show or refer to it. This field is not used for accounting computations, which is important. The tool just shows the total amount owing, not the details for each item.
The Amount Due: Put in the amount that hasn't been paid yet from the first bill. For instance, £1,000 or £2,000. This is what you still owe. This will be recorded as an opening balance by ERPNext.
Invoice Number: You can enter the original invoice number from your old system if you want to. If you don't fill it out, ERPNext will make one for you.
Click "Create Invoices" to bring in the invoices when you've filled out all the information.