How to Configure Expenses (to be Invoiced) in iDempiere

The Expenses (to be Invoiced) window shows customer expense report lines that are ready to be billed. It is used when a store incurs a reimbursable cost on behalf of a customer, such as a delivery charge or a purchased item, and that cost must be recovered through a customer invoice. It directly affects accounts receivable, customer profitability reporting, and expense recovery accuracy.

Process Flow

Business Rules

• Only expense report lines marked Processed can move forward to invoicing.
• A line already marked Invoiced cannot be billed to the customer a second time.
• Expense Amount is recorded in the report currency and converted to accounting currency.
• Converted Amount reflects the expense value in the tenant’s base currency.
• Invoice Price and Price Invoiced remain zero until the customer invoice is generated.
• Each line ties back to a single Business Partner, Expense Report, and Line No.

Prerequisites

• Business Partner configured as a Customer with a valid Price List.
• Organization (store/branch) configured and assigned to the user role.
• Expense Report created and lines entered with Product, Quantity, and Amount.
• Currency configured if the expense was recorded in a currency other than the base currency.
• Expense Report lines processed (Processed checkbox enabled) before invoicing.

Navigation

Menu → Partner Relation → Service → Expenses (to be Invoiced)

Configuration Steps

Step 1: Select the Customer

Open the window, search by Search Key or Name (e.g., 1000021 / ALPHA RETAIL SOLUTIONS), and confirm the Customer checkbox and Price List are populated before proceeding to the detail record.

Field	Sample Value	Description
Search Key	1000021	Unique customer code used for quick lookup
Name	ALPHA RETAIL SOLUTIONS	Legal or trading name of the customer
Name 2	Retail Division	Additional identifier for the customer
Customer	Checked	Confirms the partner is flagged as a customer
Price List	Standard Sales Price List	Price list applied when invoicing
Open Balance	-991.20	Current outstanding balance for this customer

Step 2: Review the Expense Report Line

Open the Report Line tab, check Organization, Business Partner, Expense Report, Line No, and Expense Date. Confirm the Processed checkbox is enabled before continuing.

Field	Sample Value	Description
Organization	Chennai Store	Store or branch that recorded the expense
Business Partner	ALPHA RETAIL SOLUTIONS	Customer to be invoiced for the expense
Expense Report	1000001_Ganesh Prabhu_07/20/2026	Source expense report containing this line
Line No	10	Sequence number of the line in the report
Expense Date	07/20/2026	Date the expense was incurred
Processed	Checked	Confirms the line has completed processing
Invoiced	Checked	Shows whether the line has already been billed

Step 3: Confirm Product and Quantity

Check the Product field for the correct item and confirm Quantity matches the units consumed or delivered for this expense line.

Field	Sample Value	Description
Product	BRI-GDBC-200_Britannia Good Day Butter Cookies — 200g	Item linked to the reimbursable expense
Quantity	1	Units of the product being billed
Sales Order Line	(blank)	Optional link to an existing sales order line

Step 4: Verify Expense Amount and Currency

Review Expense Amount and Currency, then confirm Converted Amount matches the expected base-currency value for accurate invoicing.

Field	Sample Value	Description
Expense Amount	200.00	Original expense value in the recorded currency
Currency	INR	Currency in which the expense was recorded
Converted Amount	200.00	Expense value converted to base currency

Step 5: Set Invoice Price and Price Invoiced

Enter the Invoice Price for the line, and use the calculator icon next to Price Invoiced to compute the amount that will appear on the customer invoice.

Field	Sample Value	Description
Invoice Price	0.00	Unit price applied when the invoice is created
Price Invoiced	0.00	Amount already invoiced for this line
Quantity Invoiced	0	Quantity already billed to the customer

Common Issues and Resolutions

Issue	Cause	Resolution
Line does not appear for invoicing	Processed checkbox is not enabled	Complete processing on the Expense Report before invoicing
Converted Amount incorrect	Currency rate not configured for the expense date	Update the currency conversion rate and recalculate the line
Customer not found in search	Business Partner not flagged as Customer	Enable the Customer checkbox on the Business Partner record
Expense line missing Product	Line was created without selecting a Product	Edit the Expense Report line and assign the correct Product
Open Balance not updating	Customer invoice not yet posted	Complete and post the generated invoice, then refresh the Customer record

Next Steps

• Configure the Expense Type window to standardize reimbursable expense categories.
• Set up the Expense Report window for store staff to submit expenses consistently.
• Review the Invoice (Customer) window to confirm generated invoices post correctly.
• Check Currency Conversion Rate setup for stores handling multi-currency expenses.