Delivery To Invoice
The Issue an Invoice for Delivery Note screen converts a finalised dispatch into a formal billing document. This is the point where revenue is recognised, the customer's outstanding balance rises, and the tax you have collected is recorded.
Where to find it
Open a delivery from the Sales Deliveries List and choose Invoice from the action menu, or use Invoice on the Sales Delivery View.
Header Information
The header is pre-populated from the Delivery Note to keep billing accurate.
| Field | Editable | Description |
|---|---|---|
| Customer & Branch | No | The client being billed. Read-only, to maintain the audit trail from order to delivery to invoice. |
| Reference | Yes | The unique invoice number. |
| Date | Yes | The date the invoice is issued. |
| Due Date | Yes | The payment deadline. Editable to accommodate specific billing cycles. |
| Payment Terms | Yes | The agreed condition, for example Cash or Net 30. This drives the default due date. |
| Currency & Sales Type | No | The transaction currency and pricing level, carried from the original order. |
| Bank Account | Yes | Where payment is expected, or was received if the invoice is marked paid immediately. |
| Payment Type | Yes | The ledger account for the payment, for example a Cash Account. |
| Branch & Department | Yes | Assigns the revenue to the correct organisational unit for reporting. |
| Shipping Company | Yes | Carried over from the delivery stage. |
Invoice Items Table
The system makes sure you only invoice what has physically been delivered.
| Column | Description |
|---|---|
| Item Code & Description | The product identifiers. |
| Batch No & Exp Date | The inventory batch details used during dispatch. |
| Delivered | The quantity physically shipped on the referenced delivery note. |
| Invoiced | Whether any of this delivery has already been billed on an earlier invoice. |
| This Invoice | Editable. The quantity to bill now. It cannot exceed the Delivered quantity. |
| Units, Price & Discount | The unit of measure and the final rates being billed. |
Total Summary Section
The final financial calculation. For partial billing the system allocates costs based on the quantities selected.
| Field | Description |
|---|---|
| Estimated Shipping Cost | The shipping value calculated during the delivery phase. |
| Shipping Cost | Editable. Pre-populated with a prorated amount when invoicing partial quantities. |
| Sub-total | Total value of items before taxes and global discounts. |
| Discount / Discount Amount | Global percentage or fixed amount, prorated when only part of the delivery is billed. |
Memo
A text field for remarks or payment instructions, stored with the invoice record.
Choose File (Attachments)
Attach documents to the invoice, such as a PDF of the signed purchase order or tax certifications.
Update Button
Saves the current state without finalising, so the invoice can be reviewed before it becomes an official financial obligation.
Process Invoice Button
The final action, which generates the official Sales Invoice. On clicking it the system:
- Creates the sales revenue entry in the General Ledger.
- Updates the customer's ledger and Accounts Receivable.
- Finalises the link between the Delivery Note and the Invoice.
General Ledger (GL) Impact
| Account | Effect |
|---|---|
| Accounts Receivable | Debited by the total, showing the customer owes this money. |
| Sales Revenue Account | Credited, recording the income earned. |
| Tax Liability Accounts | Credited, recording tax such as SGST and CGST collected on behalf of the government. |
Cost of sales was already posted at delivery. This step adds the revenue and receivable side, which is why an uninvoiced delivery leaves your accounts carrying cost without the matching income.
Note
You can split a single delivery into multiple invoices. Bill only part of the quantity and the system prorates the shipping cost, discount and round off amounts to match this invoice, with all pre-populated values open to manual change.
Related pages
- Sales Delivery View — the source document
- Sales Deliveries List — find uninvoiced deliveries
- Batch Invoice for Delivery Notes — bill several deliveries at once
- Sales Invoice View — the resulting document
- Customer Payment — collect what is now owed