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This guide walks you through the complete process of creating invoices and quotes for your customers in FacturaScripts.

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Understanding Sales Documents

FacturaScripts supports several types of sales documents:
  • Estimates (Presupuestos): Non-binding quotes for potential customers
  • Orders (Pedidos): Confirmed customer orders
  • Delivery Notes (Albaranes): Shipping documentation
  • Invoices (Facturas): Final billing documents
Each document type can be converted to the next stage in the sales process.

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Creating a Customer Invoice

1

Navigate to Sales

Go to the Sales menu and select Invoices from the dropdown. This opens the invoice list view.
2

Create New Invoice

Click the New button to open the invoice creation form. The system will automatically:
  • Assign the next invoice number based on your series configuration
  • Set today’s date as the invoice date
  • Select the default warehouse
3

Select Customer

Start typing the customer name or code in the customer field. The autocomplete will show matching customers. Select the appropriate customer.
If the customer doesn’t exist, click the + button to create a new customer record inline.
4

Configure Invoice Details

Set the following invoice parameters:
  • Series (Serie): Invoice series for numbering
  • Date (Fecha): Invoice date
  • Payment Method (Forma de pago): Customer’s payment method
  • Warehouse (Almacén): Source warehouse for stock
5

Add Invoice Lines

Add products or services to the invoice:
  1. Click Add Line or start typing in the reference field
  2. Select a product from the autocomplete list
  3. Enter the quantity
  4. The system automatically calculates:
    • Unit price from the product’s price list
    • Line discount (if applicable)
    • Tax rates based on product configuration
    • Line total
You can add custom lines without a product by entering a description directly.
6

Apply Discounts

Apply discounts at two levels:
  • Line discount: Applied to individual lines
  • Document discount: Applied to the entire invoice subtotal
The system recalculates totals automatically as you make changes.
7

Review Totals

Verify the calculated amounts:
  • Net Amount (Base imponible): Sum before taxes
  • Taxes (IVA/IRPF): Applied tax amounts
  • Total: Final invoice amount
8

Save Invoice

Click Save to create the invoice. The invoice remains editable by default unless you lock it.

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Creating Quotes (Estimates)

The process for creating estimates is similar to invoices:
1

Open Estimates Module

Navigate to Sales > Estimates.
2

Create Estimate

Click New and fill in customer details and line items following the same process as invoices.
3

Convert to Invoice

When the customer accepts the estimate:
  1. Open the estimate
  2. Click the Generate button
  3. Select Invoice from the dropdown
  4. The system creates a new invoice with all estimate details

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Generating Payment Receipts

After creating an invoice, you can generate payment receipts based on the payment method:
1

Open Invoice

Navigate to the saved invoice (EditFacturaCliente.php:176).
2

Generate Receipts

Click the Receipts tab, then click Generate Receipts (EditFacturaCliente.php:99).
3

Configure Payment Schedule

Choose one of two options:Automatic Split: Enter the number of receipts to split the payment into equal installments.Custom Amounts: Specify exact amounts for each receipt (up to 5 receipts) by entering amounts in the provided fields (EditFacturaCliente.php:189-199).
4

Mark as Paid

To mark receipts as paid:
  1. Select the receipts using checkboxes
  2. Click the Paid button
  3. Confirm the action (EditFacturaCliente.php:104)
Receipts must total the invoice amount. The system warns you if there’s a mismatch (EditFacturaCliente.php:399).

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Creating Refund Invoices

To create a refund or credit note for an existing invoice:
1

Open Original Invoice

Navigate to the invoice you need to refund.
2

Access Refunds Tab

Click the Refunds tab (EditFacturaCliente.php:82).
3

Select Items to Refund

For each invoice line, enter the quantity to refund in the corresponding field (EditFacturaCliente.php:304).
4

Configure Refund Details

Set the refund invoice parameters:
  • Series (codserie): Series for the refund invoice
  • Date (fecha): Refund invoice date
  • Notes (observaciones): Reason for the refund
  • Status (idestado): Invoice status
5

Create Refund

Click Create Refund. The system:
  1. Locks the original invoice if it was editable (EditFacturaCliente.php:316)
  2. Creates a new invoice with negative quantities (EditFacturaCliente.php:331)
  3. Links it to the original invoice
  4. Recalculates all totals (EditFacturaCliente.php:357)
  5. If the original was paid, marks refund receipts as paid (EditFacturaCliente.php:363)

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Generating Accounting Entries

To generate accounting entries from an invoice:
1

Open Invoice

Navigate to the invoice in the edit view.
2

Generate Entry

  1. Click the Accounting Entries tab
  2. Click Generate Accounting Entry (EditFacturaCliente.php:68)
  3. The system creates the accounting entry automatically (EditFacturaCliente.php:160)
3

Review Entry

The accounting entry appears in the tab with:
  • Debit entries for accounts receivable
  • Credit entries for revenue and taxes

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Best Practices

Configure invoice series in Administration > Series to:
  • Separate different business units
  • Distinguish invoice types (regular, simplified, etc.)
  • Maintain sequential numbering per series
Always verify:
  • Products have sufficient stock in the selected warehouse
  • Stock movements are recorded correctly
  • Reserved stock is updated for pending orders
Ensure products have correct tax settings:
  • Standard VAT rate (IVA)
  • Reduced rates for specific categories
  • Tax exemptions where applicable
  • IRPF withholding for professionals
Maintain complete customer records with:
  • Valid tax ID (NIF/CIF)
  • Complete billing address
  • Correct VAT regime
  • Updated contact information

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Common Issues

If you see a warning about receipt differences:
  1. Check the sum of all receipt amounts
  2. Delete incorrect receipts
  3. Generate new receipts with correct amounts
The system shows the difference amount in the warning message (EditFacturaCliente.php:400).
Invoices become locked when:
  • Their status is set to non-editable
  • Accounting entries have been generated
  • They have associated refund invoices
To edit, you may need to delete associated records first or create a refund invoice.
If a product doesn’t appear:
  • Verify the product is active
  • Check it’s not marked as discontinued
  • Ensure it’s available in the selected warehouse
  • Search by reference, barcode, or description

Managing Customers

Learn how to create and manage customer records

Stock Management

Manage inventory and warehouse operations

Accounting Entries

Work with accounting entries and ledgers

Invoicing Features

Explore advanced invoicing features

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