How to Generate Invoices using Generate Invoices (Manual) in iDempiere
Generate Invoices (Manual) is the iDempiere batch window used to convert completed source documents into billing documents on demand.
The Document Source setting changes how the process behaves, affecting Accounts Receivable, and customer RMA.
Process Flow
Business Rules
- Document Source determines whether invoices are built from Orders or from Customer RMAs.
- Only completed Orders or completed Customer RMAs are eligible for invoice generation.
- Order-based generation follows the Invoice Rule, such as Immediate or After Delivery.
- Each RMA line must reference a Shipment Line or a Charge to be invoiced.
- Vendor RMAs are excluded; only Sales Transaction RMAs are processed.
- The Invoice Document Type is derived from the source document’s configured type.
- Document Action (Prepare or Complete) controls whether the invoice posts automatically.
Prerequisites
- Business Partner configured with valid Accounts Receivable settings.
- Sales Order or Customer RMA completed and ready for invoicing.
- Document Type configured with a linked Invoice Document Type (for RMA source).
- Organization and Document Sequence configured for the invoice type.
- User role has access to Generate Invoices (manual) and the Invoice window.
Configuration Steps
Step 1: Set the Document Source
Open Generate Invoices (manual) and choose Sales Orders or RMA to credit completed Customer Returns. This choice hides or shows other available filters.
| Field | Sample Value | Description |
| Document Source | Order | Selects Sales Order as the origin for invoicing |
| Document Source | RMA | Selects Customer RMA as the origin for crediting |
Step 2: Enter Selection Criteria
For Order source, enter Business Partner, Document Type, Date Ordered, and Invoice Rule. For RMA source, only Business Partner, Date Ordered and Document Type apply; Invoice Rule is unavailable.
| Field | Sample Value | Description |
| Business Partner | Nanotech Equipment Pvt Ltd | Filters documents for one customer |
| Document Type | Standard Order | Filters by the source document type |
| Date Ordered <= | 06/09/2026 | Limits Orders up to a cutoff date |
| Invoice Rule | Immediate | Filters Orders ready for immediate billing |
| All / Any | Checked | Matches all entered criteria together |
Step 3: Query Eligible Documents
Click the refresh icon to load results. The grid shows Organization, Document Type, Document No, Business Partner, Date Ordered, Total Lines, and Invoice Rule for each match.
| Field | Sample Value | Description |
| Organization | Chennai Store | Store or org that owns the document |
| Document No | 50006 | Order or RMA document number |
| Total Lines | 460.00 | Total line amount on the document |
Step 4: Select Records for Invoicing
Tick the checkbox next to each row to include. Multiple rows can be selected to batch-generate several invoices or credit memos in one run.
Step 5: Run Generate Invoices (Manual)
Click Generate Invoices (manual). Enter Invoice Date and set Document Action to Prepare or Complete, then confirm to start the process.
Step 6: Verify the Generated Document
Open the Invoice window and locate the new document by Business Partner and Document No. Check lines, amounts, and status match the source document.
Common Issues and Resolutions
| Issue | Cause | Resolution |
| No records found in grid | Query criteria too narrow or source document not completed | Widen the criteria or complete the Order/RMA first |
| “Invoice can only be generated from selection” | No row checkbox selected before running RMA source | Select at least one row, then run the process again |
| “Could not get invoice document type” | RMA Document Type has no linked Invoice Document Type | Configure the target Invoice type in Document Type window |
| Invoice not created for an eligible Order | Invoice Rule set to Do Not Invoice, or Order incomplete | Update the Invoice Rule and confirm Order status |
| Organization or Business Partner filter missing | RMA source does not support these filter fields | Use the selection grid checkboxes instead of filters |
Next Steps
- Review the generated Invoice or Credit Memo in the Invoice window.
- Configure Payment Allocation for the resulting AR documents.