Why are my dispatches showing as un-invoiced even though they have an invoice?

KB615

Quick Answer

The total quantity invoiced doesn't equal the dispatch quantity.

Overview

A dispatch is only considered to be "fully invoiced" when the total quantity invoiced for each line on the dispatch is equal to its Dispatch qty.

This means that dispatch lines will still show as un-invoiced if:

  • The dispatch line is only partially invoiced.
  • The dispatch line has been over-invoiced.
  • A credit invoice has been created for that dispatch line.

You can use reports such as SA1525 - Dispatch lines (detailed) to see the dispatch quantity, invoiced quantity, and total amount un-invoiced.

The dispatch line is only partially invoiced

A dispatch line, and so the dispatch as a whole, will continue to appear as un-invoiced if only part of the dispatched quantity has been invoiced.

For example:

  • 10 units are dispatched.
  • An invoice is raised for only 6 units.
  • The remaining 4 units are causing the dispatch to be un-invoiced.

For this dispatch to show as invoiced, you will need to either create an invoice for the outstanding quantity or edit the dispatch and amend the quantity on the relevant lines.

The dispatch line has been over-invoiced

A dispatch will also appear un-invoiced if one or more of its lines have been invoiced for a greater quantity than the Dispatch qty.

For example:

  • 10 units are dispatched.
  • An invoice is raised for 12 units linked to that line.
  • The additional 2 units are causing the dispatch to be un-invoiced.

For the dispatch to show as invoiced, you will need to either edit and correct the quantity on the invoice, or create a new credit invoice with a negative quantity to reverse the additional amount. 

A credit invoice has been created for the dispatch line

A dispatch will show as un-invoiced if it was previously fully invoiced and a subsequent credit invoice reduced the total invoiced quantity against the dispatch line.

For example:

  • 10 units are dispatched.
  • 10 units are invoiced.
  • 2 of the units are faulty, and so an invoice is created for -2 units.
  • The total quantity invoiced for the dispatch line is now 8 units.

To have the dispatch show as invoiced while still keeping the customer's credit, you will need to make sure that the credited invoice lines aren't linked to the dispatch lines.

The process to do this depends on why the credit invoice was created, and whether the dispatched goods are being returned.

If the goods are being returned

  1. Re-invoice the goods so that the original dispatch is fully invoiced.
  2. Create a Dispatch return from the invoice.
  3. Create a new invoice from the return.
  4. Create a Receipt and allocate both the invoice and the credit invoice so that the transactions are linked and their amounts cancel out.

If the goods are not being returned

You have two options:

Option 1: Create a new invoice

  1. From the dispatch, create a new invoice for the goods that were credited.
    1. The quantities should default to the number outstanding for each line.
  2. Add a credit line to the invoice for the value that should remain credited.

Option 2: Amend the existing credit invoice

  1. Open and edit the existing credit invoice.
  2. Clear the quantities from the existing invoice lines.
  3. Add a new line to the invoice for the value of the credit.
    1. You can use a credit non-stock item, or you can use direct account entry notation.

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Last edit: 18/09/2026