Delivery To Invoice

The Issue an Invoice for Delivery Note screen allows users to convert a finalized dispatch record into a formal billing document. This stage finalizes the revenue recognition process, updates the customer's outstanding balance, and generates the relevant accounting entries in the General Ledger based on the goods actually delivered.


Header Information

The header is pre-populated with data from the Delivery Note to ensure billing accuracy. Key fields include:

  • Customer & Branch: The client being billed (e.g., Obito). These fields are read-only to maintain the audit trail from the order and delivery.
  • Reference: The unique invoice number (e.g., INV-2026119).
  • Date & Due Date: The date the invoice is issued and the deadline for payment. Both are editable to accommodate specific billing cycles.
  • Payment Terms: The agreed-upon payment condition (e.g., Cash, Net 30). This determines the default Due Date calculation.
  • Currency & Sales Type: Displays the transaction currency (INR) and the pricing level (Retail) pulled from the original order.
  • Bank Account: Select the bank account where the payment is expected or was received if the invoice is marked as paid immediately.
  • Payment Type: Define the ledger account for the payment (e.g., Cash Account).
  • Branch & Department (Right Side): Assigns the revenue to the correct organizational unit (e.g., 1234 Supply branch) for financial reporting.
  • Shipping Company: Carries over the logistics provider details from the delivery stage.

Invoice Items Table

This table lists the products being billed. The system ensures you only invoice what has been physically delivered:

  • Item Code & Description: Product identifiers .
  • Batch No & Exp Date: Displays the specific inventory batch details used during the dispatch.
  • Delivered: The quantity that was physically shipped in the reference delivery note.
  • Invoiced: Shows if any portion of this delivery has already been billed in a previous invoice.
  • This Invoice: Editable Field. Enter the quantity you wish to bill now. It cannot exceed the "Delivered" quantity.
  • Units, Price & Discount: The unit of measure and the financial rates applied to the item.
  • Tax Type: The GST or tax category applicable to the item (e.g., GST 5%).
  • Total: The final calculated value for the line item inclusive of taxes and discounts.

Total Summary Section

This area provides the final financial calculation for the invoice:

  • Estimated Shipping Cost: The shipping value calculated during the delivery phase.
  • Shipping Cost: An editable field where you can adjust the final shipping fee charged to the customer.
  • Sub-total: Total value of items before taxes and global discounts.
  • Discount / Discount Amount: Global percentage or fixed amount deducted from the total.
  • Included SGST / CGST: Breakdown of the tax components (e.g., 2.5% each for a 5% GST rate).
  • Amount Total: The grand total the customer is required to pay.

Choose File (Attachments)

Use this button to attach relevant documents to the invoice, such as a PDF of the signed purchase order or specific tax certifications.


Memo

A text field for adding specific remarks or payment instructions that will be stored with the invoice record.


Update Button

Saves the current state of the invoice without finalizing it. This allows for further review before the document becomes an official financial obligation.


Process Invoice Button

The final action that generates the official Sales Invoice. Once clicked, the system:

  • Creates the Sales revenue entry in the General Ledger.
  • Updates the Customer's Ledger (Accounts Receivable).
  • Finalizes the link between the Delivery Note and the Invoice.

General Ledger (GL) Impact

Processing the invoice triggers the following double-entry accounting:

  • Accounts Receivable: Debited by the Amount Total to show the customer owes this money.
  • Sales Revenue Account: Credited to record the income earned from the transaction.
  • Tax Liability Accounts (SGST/CGST): Credited to record the tax collected on behalf of the government.

Note

Our system gives you the total flexibility to split a single delivery into multiple invoices. Whether you delivered the goods all at once or in parts, you can choose to bill only a specific quantity now and leave the rest for later.

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