Approval
Direct invoices are entries that combine a normal sales invoice with a stock movement, both in and out. You can use direct sales invoices when you want to register sales invoices when you sell straight from your warehouse, or office, without creating a sales order with a separate delivery. With direct sales invoices, stock transactions are no longer created in normal invoices. Normal invoices stay independent from the warehouse.To create a sales Direct invoice, go to Sales > New > Direct Invoice
There are several options available in the direct invoice. Based on your customer. and his tax type will be connected with him based on groups. and also it connected with item tax type to make it happen here.
Customer
A customer is a necessary option to invoice it. Either you can select a customer from existing list, You can see most recent customers as well as most transacted customer. Maximum 10 customers will be displayed in the list. The more you can search and get it results narrow down to make it work for you. If the customer doesn't exist in the list. You can simply add the customer by pressing the + button next to the customers drop down to open a popup and add new customer into it. From the new customer popup. you can feed the necessary details and create it. And it will be ready to invoice now.
Payment Terms
The system helps to define payment terms based on customers as well. and also invoice level you can modify to take effect. Sometimes this can be modified based on invoices. So you can modify from the existing list.
Cash Payments
If you set the Cash only/related payment term, you will get bank account, and charges Fields. with that you can input the charges and bank payments. There is only one payment you can record from this form. Suppose if you are receiving it as multiple payments. Use the Customer payment to record payments based on mode or bank accounts.
Price List (Sales Type)
This is none other than sales type from Sales -> Settings -> Sales Types. You can create multiple price list. As of us we know mostly two types of Sales types(price list). Retail and Wholesale. The retail used for end customers and the Wholesale is used for the B2B customers. Based on Tax inclusion the price after tax and price before tax will be sales type "Tax not included".
Insufficient Quantity issue
This is one of a popular doubt amount the users, who are making invoice. To make sure, it depends on few factors. let's check them here.
- The Stock may be available on different location, so check the Inventory Location drop down.
- The Date of the invoice and its stock balance on the same date. Sometimes if you are making invoice of last month and if that day your stuck is insufficient. You can't input the unavailable stock in the invoice.
- If you are ok with Allow Negative inventory. Try it turn on from Setup->Preferences -> Allow Negative Inventory and make invoices without the insufficient stock issue. And make sure you know the way to balance the stocks while allowing negative stocks.
Dates
Invoice date, due date, are all recorded. The due date based on payment term.
Other Data
Which comes with reference from our system, Customer references such as the PO reference given from our customer. And also you can see the Credit limit. If you are making direct cash sales. it will choose the cash account, and comments. The delivery information also stored here.
Line Items
The product and Services list will be given to choose the particular item. Each line item, we need to associate with item tax type. So we are not allowing to feed the items through our products. So if you are seeking to add new item. You have the + button to feed new service or item, Which will help get connected and brought to use it in the line item. and than the discount, price, quantity. and line total will be checked and than add item.
Batch and Expiry Date
Batch and expiry date is a optional feature based on the industry it can be enabled to use it. which helps you to manage batched items, and stock sales from the batch level, Example, medicines, FMCG, Food products, etc are required with batch and expiry dates.
Quantity Management
As you can add same item again in the invoice, with different price, in that case you need to go with Update line item on sales off. So that you can add multiple lines, Suppose if you want to update the quantity in the same line you can do it by enabling it from the Setup->Preferences
Add Fields
There you have an option to add new fields which you need to use it on the line items of the invoice. Some of our line items may not be necessary. But we don't have an option to remove them. And you can add more custom fields on line items, like docket no, serial no, notes, comments, numbers, drop downs, etc.
Hope that will be a nice feature to use it. You can also remove the custom fields from Setup -> Custom Fields page.