Invoicing & Finance
Customer invoicing in MYR and USD, payments, credit and debit notes, credit limits, and the Receivables & Payables hub.
Routel's finance module is built around one idea: an invoice, a payment or a note is a transaction, and transactions post to the ledger the moment they are saved. There is no separate "post to accounts" step and no month-end batch. Everything you read in Accounting Reports is derived live from the entries described on this page.
Customer invoices
An invoice is raised against a job. Line items usually come from the job's selling price (ocean freight, terminal handling, documentation and so on), but any line can be added or edited before the invoice is issued.
| Currency | MYR or USD. The invoice is presented and paid in that currency; the ledger keeps both the original and the MYR-equivalent. |
|---|---|
| Lines | Description, quantity, unit price, amount. Tax handling follows your configured rate. |
| Due date | Set from the customer's payment terms. Drives the aging and overdue reports. |
| Status | Draft → Issued → Partially paid → Paid, or Cancelled. |
| Issued invoices are rendered as a PDF for sending to the customer. |
Open the job and choose Create invoice
The customer and currency default from the job. Lines are prefilled from the selling price.
Review the lines
Adjust descriptions, quantities and prices. Add lines for extras that were agreed after quotation.
Issue
The invoice is numbered, posted to Accounts Receivable and revenue, and the PDF is generated.
Through the assistant
"Create an invoice for JOB-2026-0412 in MYR" produces a proposed invoice with the same prefilled lines. Nothing is issued until you confirm. See AI Assistant.
Payments
Record a payment against one or more invoices. Partial payments are supported; the invoice moves to Partially paid and the balance stays in aging. Payments post to the bank or cash account you select and clear the receivable.
Credit notes and debit notes
- A credit note reduces what a customer owes: a pricing correction, a waived charge, a returned deposit. It can be applied to an open invoice or left on account.
- A debit note increases what a customer owes for charges that arose after invoicing, such as demurrage or a documentation amendment.
Both are numbered, rendered as PDF, and post to the ledger like an invoice.
Credit limits and credit applications
Customers can be given a credit limit. The job page and the invoice screen show current exposure against the limit, so Operations sees the situation before accepting a new shipment.
A credit application is the record of a customer requesting or increasing a limit. Accounting reviews it, and the approved limit takes effect on the customer record.
Who can do this
Accounting and Admin issue invoices, record payments and notes, and approve credit applications. Management can view everything on this page. Sales can see invoice status for their customers.
Receivables & Payables hub
One screen for what is owed to you and what you owe:
- Receivables: open customer invoices, sorted by due date, with aging buckets and quick actions to record a payment or issue a note.
- Payables: vendor costs recorded on jobs that are not yet paid, grouped by vendor.
From here you can also generate a customer's or vendor's statement of account as a PDF. See Vendors & Customers.
Multi-currency behaviour
| Situation | What Routel does |
|---|---|
| Invoice in USD | Presented and paid in USD. Ledger records USD amount and MYR equivalent at the invoice date rate. |
| Vendor cost in USD on an MYR job | Converted at the exchange rate recorded on the job, so gross profit is computed in one currency. |
| Exchange differences | Recorded as a Currency exchange expense or gain when the settlement rate differs. See Expenses & Payroll. |
What posts where
| Action | Debit | Credit |
|---|---|---|
| Issue invoice | Accounts Receivable | Revenue |
| Record payment | Bank / Cash | Accounts Receivable |
| Credit note | Revenue | Accounts Receivable |
| Debit note | Accounts Receivable | Revenue |
| Record vendor cost | Cost of Sales | Accounts Payable |
You never enter these journals yourself. They are shown here so you know what the General Ledger will contain.