Accounting & Invoices
Q: Invoice doesn’t match BL/shipment reference.
A: Often due to incorrect Tax/WHT mapping. Share the invoice number + screenshot for Support to correct mapping.
Q: Zero-balance voucher still appears in AP Outstanding.
A: Clearing logic may not be fully applied. Share the voucher number; Support will investigate/escalate.
Q: I cannot post a vendor invoice.
A: If you can’t post a vendor invoice:
Ensure shipment/job is linked correctly.
Confirm required fields (partner type, routing info).
If still blocked, share invoice number for Dev to investigate.
Q: I can’t delete a draft invoice—why?
A: Deletion is restricted once references exist. If it blocks workflow, raise a Support request with the invoice number.
Q: I can’t delete or amend an Invoice, Payment Voucher, Journal Entry, or any other accounting document.
A: Firstly, you need to make sure that you have the right user access rights. Usually only Super admins, can delete or amend any accounting documents. For audit trail and data integrity reasons, Fr8Labs does not allow documents to be permanently deleted once they are submitted. This ensures:
A complete and reliable audit trail
Accurate financial and operational records
Compliance with accounting and regulatory best practices
Instead of deleting, the system uses a Cancel and Amend workflow.
The Cancel and Amend process creates a clear, traceable history of changes while preserving the original record.
Q: When canceling and amending an Invoice, Payment Voucher, Journal Entry, or any other accounting document, another document with the same number with a “-01” is generated.
A: The Cancel and Amend process creates a new version of the document with the required changes, and appends the original document number with “-01”. Example: SO-0001-01 is created from SO-0001 This help to provide a clear, traceable history of changes while preserving the original record.
Cancel
Reverses the effects of the original document
For accounting documents, this may include automatic reversal entries in the General Ledger
The original document remains in the system for historical and audit purposes
Amend
The amended document is linked to the original cancelled document through it’s document number. SO-0001-01 is created from SO-0001
This preserves a complete history of:
What was changed
When it was changed
Why a new document was created
Q: Invoice shows missing charges / wrong tax / can’t post.
A:
Check charge code and tax mapping.
For MY e-invoicing, verify tax & sandbox settings.
Prefer default template if customs cause errors.
Support can adjust template/mapping at DB level if needed.
Q: Why do UI vs. backend tax mappings differ?
A: Occurs if invoices are made by copying/dragging templates instead of converting from Job Estimation. Use conversion where possible or re-select the correct tax template.
Q: Can we split or merge invoices by tax/non-tax items?
A: Yes. Save as Draft, use Split function, confirm with Accounting, then post.
Q: Invoice numbering series doesn’t auto-generate.
A: Ensure numbering series is enabled via script/config. Contact your admin.
Q: “Customer required against Receivable account” error.
A: Link a Customer to the receivable account when creating Sales Invoices.
Q: Rounding (VAT/WHT) looks off.
A: System uses standard rounding. If you need round-down or specific rules, ask your admin to configure at Company level.
Q: Invoices not showing in P&L report.
A: If mapped to Balance Sheet accounts (e.g., reimbursements), they won’t appear in P&L. Map charges to Income/Expense accounts to include.
Q: Default AP bank can’t be set.
A: Fill in the partner’s default AP Bank Account in Partner Master and save.
Q: I get the error: “[GraphQL] Error: TypeError: ‘>’ not supported between instances of ‘Nontype’ and ‘int’”
A: This error is caused by restrictions to Credit Notes.
Q: Bank Statement Import fails due to account mapping errors.
A:
Check account mappings are complete/correct.
Fix missing/incorrect accounts.
Share import file + error to Support if unsure.
Q: How to Cancel an Invoice That Has Been Posted to MyInvois
A:
To cancel an invoice that has already been posted to MyInvois, you need to do the cancellation from the Accounting Module. Click MyInvois Action and select Cancel from MyInvois. Once cancelled, the Amend button should appear. Click Amend to make the required changes.
Note: In some cases, you may need to clear the invoice details before posting again. However, the recommended approach is usually to issue a Credit Note instead of cancelling the invoice.
Q: How to Allocate Multiple Costs in One Vendor Invoice to Multiple Jobs
A:
To allocate multiple costs in one vendor invoice to different jobs or shipments, you need to create the vendor invoice first, add the billing items, then assign each cost line to the correct job. For each billing item, use the Allocate Cost To function to assign the cost to the correct job or shipment. Once all costs are allocated correctly, save or post the vendor invoice.
Q: If I receives an Agent Debit Note from an overseas agent, should I create a Vendor Debit Note or Vendor Invoice?
A: Create a Vendor Invoice / AP Invoice.
If the Agent Debit Note from the overseas agent is a cost to your company, it means the overseas agent is charging you for an additional cost. Therefore, it should be recorded as a payable using Vendor Invoice / AP Invoice.
Do not use Vendor Debit Note for this case.
Q: When should I create a Sales Credit Note (SCN)?
A: Create a Sales Credit Note (SCN) when you are refunding to your customer.
This is because the refund is related to sales/customer billing, so it should reduce the amount charged to the customer.
Q: If a transporter or vendor refunds to me, what document should be created?
A: Create a Vendor Credit Note.
This is because the refund from a transporter or vendor is considered a cost reduction.
Q: When should Vendor Debit Note be used?
Answer: Vendor Debit Note should generally not be used for overseas agent additional cost billing.
For overseas agent additional cost billing, use Vendor Invoice / AP Invoice instead.
Vendor Debit Note is more commonly treated as an invoice top-up or adjustment. In future e-invoice practice, additional vendor billing may be required to follow the Vendor Invoice / AP Invoice flow.
Q: How to do month-end closing ?
Answer: Here is the steps to do the monthly closing:
Go to "Accounting Period List"
Click "Add Accounting Period"
Fill in the necessary field and check which document type you want to close and Save. By default all document type is checked
Documentation owner: Fr8Labs Customer Success. Formatting reviewed: 21 September 2026; product behaviour not reverified in this formatting pass.