Direct Invoice

An invoice is an official document or bill given to a customer after selling goods or providing services. It clearly shows what was sold, the quantity, price, taxes, total amount to be paid, and the payment terms. It helps both the seller and customer keep a proper record of the sale and payment for accounting and tax purposes. A direct invoice is also called a Tax Invoice, Sales Invoice, or Final Invoice.To create a direct sales invoice, go to Sales > Click "Invoices" Tab > Click "New DIrect Invoice".In a direct sales invoice, the ERP system may automatically create a sales order and delivery in the background to maintain a consistent transaction flow. This helps ensure proper stock movement, audit tracking, and accurate records.

Customer
A customer is required to create an invoice. User can select a customer from the existing list. user will see your most recent customers as well as your most transacted customers (maximum 10 customers displayed). User can search to narrow down results. If the customer doesn't exist in the list, user can add a new customer by clicking the + button next to the customer dropdown. This opens a popup where user can enter the necessary details and create the customer, who will then be ready to invoice.

Customer Branch
In the ERP system, a single customer can have multiple Customer Branches. A Customer Branch represents a specific location, office, or division of the same customer. This allows businesses to manage transactions separately for each branch under one main customer account.

Transaction Reference
In the ERP system, the Reference field is used to uniquely identify each transaction, such as a Sales Order, Delivery, or Sales Invoice. This is our unique reference for every transaction.
The system allows user to customize the reference number format as per your business requirement. User can define and modify the serial pattern in: Setup -> Transaction Reference
The reference value can also be edited and changed without affecting the format, giving user flexibility while maintaining consistency in your numbering pattern.

Sales Area
a Sales Area is a key organizational unit that defines where and how sales activities take place.

Payment Terms
Specify the payment terms applicable to your transactions, such as 'Cash Only' or 'Pay After 10 days.' For customized options, click the + icon next to the dropdown menu. This feature enables you to create a unique Payment Term with a tailored due date limit that meets your business requirements. Ensure clarity in your payment expectations to streamline your financial processes.

 
Price List / Sales Lists
It is a drop down having multiple price lists, such as Retail for end customers and Wholesale for B2B customers. Based on the tax inclusion setting of the selected sales type, prices in the line items will be shown as "Price after tax" (tax included) or "Price before tax" (tax not included). User can also create a new sales type directly from this page by clicking the + icon next to the dropdown.

Deliver From Location
The Deliver From Location field specifies the warehouse or stock location from which the goods will be issued and delivered to the customer. This helps track inventory movement and ensures accurate stock allocation.
User can create a new location easily by clicking the + button next to the dropdown. This opens a popup where user can add the new location details, which will then be available for selection.

Barcode Scanning
Barcode scanning helps user quickly add items to an invoice by scanning the barcode printed on the product. This feature makes product entry faster and easier.
To use barcode scanning:
  • First, enable this feature from Setup -> Preferences -> Use Barcode Functionality
  • Once enabled, the barcode field will appear on the invoice form
  • Simply scan the product barcode and the item will be automatically added to your invoice

Dates
  • Invoice Date: This represents the official financial date of the transaction.
  • Due Date: Upon selecting a Payment Term, the system automatically populates the Due Date field relative to the Invoice Date. The Due Date is a suggested value based on payment term that can be manually modified by the user.

Customer's Current Credit
The system displays the customer's Current Credit to help user manage outstanding balances before finalizing the transaction. This value is displayed as a link in the form; the user can view all payment transactions for the respective customer by clicking on it.

Customer's Current Balance
When a user enables Show Customer Balance under Setup -> Preference -> Show Customer Balance, the system displays the customer's total balance in the form instead of the current credit. The outstanding amount appears as a link for quick reference, which, when clicked, allows the user to view all previous payment transactions for that customer.

Branches & Departments
In an ERP system, Branches and Departments help organize business operations and improve tracking across the company. Using branches and departments ensures better control, structured management, and accurate reporting across different locations and business functions.
Branches: A branch represents a separate business location or unit of the same company. It is useful for companies that operate in multiple cities, offices, or sites. User can enable it from, Setup-> Preference-> Use Branches Only.
  • Transactions by location
  • Inventory and stock movements per branch
  • Branch-wise accounting and reporting
Departments: A department refers to an internal division of the organization responsible for a specific function, such as Sales or Accounts. User can enable it from Setup-> Preference->Use Branches and Departments.
  • Activities and responsibilities within the company
  • Approval workflows and internal controls
  • Department-based reports and performance analysis

Line Items
The product and services list will be provided to choose the particular item. 
For each line item, the process is as follows:
  • Item Dropdown: Select an item from the list. If the item has default values (such as tax type or sales price), they will automatically populate the relevant fields. To add a new item on the drop down, click the + icon next to the dropdown, fill in the necessary fields, and submit the rendered popup. Users can also edit the item's name from here by clicking the pencil icon.
  • Custom Fields: Custom fields allow user to add your own personalized input boxes—such as text, dropdowns, dates, and others. If custom fields are added to line items, they will appear after the Item Dropdown.
  • QOH (Quantity On Hand): This field shows the available quantity in the selected location. Clicking on the displayed QOH value opens a detailed view showing the stock quantity, reorder level, demand, and purchase orders for the item across all locations.
  • Quantity & Units: Enter the quantity being sold. The system supports multiple units for an item. For example, if an item is created with "meter" as the Primary Unit, user can sell it in "centimeter" if created in the item's unit mapping page, which is available on the Item's view page. Stock movement is always managed in the original stock unit.
  • Price Input: The default price is populated based on the selected sales type and location. A button at the start of the price box, when clicked, shows recent transactions for this item to help with pricing decisions. The price can be modified manually. The user can add the default value in the Sales Price tab, which is available on the Item's view page. The selected Price List (Sales Type) determines how the price is displayed: if the sales type is tax-inclusive, the price shown is after tax; if tax-exclusive, the price shown is before tax.
    • Price After Tax: Displayed when the selected sales type is tax-included. The price already includes tax.
    • Price Before Tax: Displayed when the selected sales type is tax-excluded. This is the item price without tax.
  • Discount: User can apply a line discount. The discount can be entered as a percentage or a fixed amount. This behavior is set in Setup -> Preferences -> Use Amount Discount in Sales Line Discount.
  • Tax Type(Optional): Tax Type is a field that shows the tax value for the respective item. If "Allow Item Tax To Change" is enabled, this tax type shows as a drop down and can be changed while creating an invoice. User can enable it from Setup -> Preferences -> Allow Item Tax To Change.
  • Batch and Expiry Date: If your business handles items like medicines or FMCG products, user can enable batch and expiry date tracking. To enable this feature, go to Setup -> Company Setup and enable either "Enable Batch System" (for batch numbers only) or "Enable Batch Number & Expiry Date System" (for both). Once enabled and when user receive stock, batches are created. When selling, a dropdown will appear in this line item to select the required batch, and an input field will be available to enter or modify the expiry date as needed.
  • Add Item: Click the Add button to finalize the item and add it to the invoice table. Once added, user can edit or remove the line item as needed.
  • Edit Icon: After completing a line item, if a user wants to change any input in that line, they can do so by clicking the Edit pencil icon displayed at the end of the line.
    • Confirm Changes (Check mark Icon): Click this button to save your modifications (such as updated quantity, price, or discounts).
    • Cancel Changes (Cancel Icon): Click this button to discard any unsaved changes and revert the line item to its previous state.
  • Remove Icon: To remove a line item, simply click the "X" (Delete) icon displayed at the end of the respective row in the line items table.

Insufficient Quantity Warning
Our system prevents negative stock inventory to maintain proper stock movement and accounting accuracy. If the entered quantity results in a negative stock value, the system will block the entry and display the message: "Marked items have insufficient quantities in stock as on day of delivery."
This issue occurs due to the following factors:
  • Inventory Location: Stock may be available in a different warehouse. Check the Inventory Location drop down to ensure the correct location is selected.
  • Transaction Date: Stock balance is calculated based on the specific date of the invoice. If the invoice is backdated, the system checks if sufficient stock was available on that specific day. User cannot invoice items that were not in stock at that time.

Allowing Negative Inventory
If your business workflow requires it, user can enable negative stock by navigating to Setup -> Preferences -> Allow Negative Inventory. Once enabled, user can proceed with invoices even if current stock levels are insufficient. Ensure user have a process in place to balance your stock records afterward.

Quantity Management
In the ERP, a user can add the same item multiple times in the same invoice with different prices. In case a user needs to update that with the previous same line item on the invoice, the user can do it by enabling it from Setup -> Preferences -> Update Existing Line Item in Sales.

Total Details
Below the line items, user will find the invoice totals section.
  • Sub-total: The sum of all line item totals before additional charges or discounts.
  • Shipping Charges: An input field to add any shipping or delivery costs to the invoice.
  • Discount %: An input to apply a percentage-based discount to the overall invoice total.
  • Tax Details: This displays the total tax amount for the whole invoice. Here, the system provides an elaborate breakdown of the applied taxes (such as GST or VAT), displaying the tax percentage and the specific calculated tax amount (e.g., GST 5% - 2.00).
  • Round Off/Discount: An input to adjust the final total for rounding purposes or to add a small fixed discount.
  • Update Button: Click this button to refresh the form and recalculate all totals after making changes.

Sales Person
A dropdown to select the specific staff member responsible for the sale, ensuring the transaction is linked to the correct employee for tracking or commissions.

Delivery Details
For unpaid or pay later invoices, user can enter the following delivery details to ensure accurate shipping and communication:
  • Delivery To: A field to specify the name of the recipient or the specific entity receiving the goods, ensuring the package reaches the correct person or department.
  • Contact Phone Number: The contact number of the customer for delivery coordination and communication purposes. This ensures a smooth delivery process and allows the delivery team to reach the customer if needed.
  • Customer Reference: The customer's Purchase Order or Purchase Invoice number can be stored here to connect and track orders in the future. This helps in referencing back to the customer's own documentation.
  • Address: Used to enter the delivery address of the customer. This address will be automatically filled if it was already entered while creating the customer. User can also modify or update the address as needed for each transaction.
  • Shipping Company: The Shipping Company field is used to specify the logistics or transport provider responsible for delivering the goods to the customer. This helps track which courier or shipping service is handling the delivery and can be used for tracking purposes.

Comments
User can add comments to the invoice for internal notes or customer communication

Attachments
User can attach documents or images related to the transaction. This is useful for adding supporting documents like purchase orders, delivery receipts, signed contracts, or any other relevant files.
To add attachments:
  • Click the attachment icon or browse option in the invoice form.
  • Select the files User want to upload from your computer.
  • The attached files will be saved with the invoice for future reference.

Custom Fields
Custom fields allow users to create their own form inputs based on what they need. If a user requires extra fields to complete an invoice or any other transaction, they can add them as needed. User can create custom inputs such as text box, drop down, radio button, check box, date, and amount box.
User can also add custom fields to the line items by clicking the Add Field option located at the top center of the line items section.
To enable this feature:
  • Go to Setup -> Preferences -> Show Add Custom Field on Forms
  • After enabling, the Add Fields option will appear in the form header, line items, and footer pages.
User can delete custom fields whenever they want from the Setup -> Custom Fields page.

General Ledger (GL)
The General Ledger (GL) acts as the central record-keeping system for your company’s financial data. It provides a complete record of every financial transaction that occurs during the life of your business. In the context of a Sales Invoice, the GL tracks exactly how much revenue is earned, what taxes are collected, and how much is owed by the customer.
These are the accounts we maintain in sales invoice:
  • Sales Account: This account records the core revenue earned from the items sold and is Credited to show an increase in income.
  • Discount Account: Any price reductions applied are Debited here, representing a decrease in the total potential revenue.
  • Receivables Account: This tracks the total amount the customer owes; it is Debited to reflect an increase in your company's assets.
  • Shipping Account: Any delivery or freight charges are Credited here to record the recovery of transport costs.
  • Tax Accounts: Specific liability accounts (like SGST or CGST or VAT) are Credited, as this is money collected that must be paid to the government.
  • Exchange Variation Account: This account is used to match the total amount when there is a minor difference between total debits and credits, ensuring the ledger remains balanced.

Draft Option
User can save an invoice as a draft before finalizing it. This is useful when they need to partially complete an invoice and come back to it later.
To use the draft option:
Click Draft while creating or editing an invoice.
  • The invoice will be saved without affecting stock or creating financial entries.
  • Draft invoices can be found in the invoice list with a "Draft" status.
  • When user ready, open the draft and click Place Invoice to finalize it.

Editing a Sales Invoice
After an invoice is completed, the system allows users to modify the transaction to ensure all records remain accurate. This feature is controlled by user permissions and the global setting in Setup -> Preference, where Disable Invoice Edit must be disabled (unchecked) to allow changes.
In a Direct Sales Invoice, users can typically edit almost all fields in the form. When an invoice is modified, the system performs several automatic background synchronizations to maintain data integrity:
Stock & Delivery Synchronization If user increase or decrease the quantity of an item during an edit, the system automatically adjusts the background Delivery record. This ensures that your physical stock levels (QOH - Quantity On Hand) always stay synchronized with the updated invoice quantities. Payment Synchronization The system manages linked payments differently based on the type of invoice in edit:
Cash Invoices: If the invoice total changes, the system automatically updates or recreates the linked payment entry to match the new total. Allocated Invoices: If a payment was already linked (allocated) to the invoice:
  • Higher Total: If the new invoice total is higher than the original, the existing allocation is retained, and the remaining balance stays open as "Outstanding."
  • Lower Total: If the new total is lower, the system adjusts the allocation down to match the new total and leaves the excess payment amount as "Unallocated," which can be used for future transactions.

Related Transactions & Actions
  • Customer Payment: In a pay-later invoice, a user can record a payment directly from the Invoice View or the Invoice List. Clicking the Payment action button opens a form already filled with the invoice details. The user can then check the amounts and make any necessary changes before saving.
  • Credit Note (Returns): If a customer returns goods or needs a refund, a user can create a Credit Note from the Invoice View or the Invoice List. Clicking the Credit Note action button opens a form already filled with the item details and prices. The user can simply adjust the quantities or amounts to reflect the return before saving.

Importing Sales Invoices
If a user has data stored in a previous accounting system or an external file, the system allows for a bulk import of invoices:
  • How to Access: Navigate to the Sales Module and select the Import/Export option in the top right corner. Alternatively, go directly to the Import Module and select Sales Invoice.
  • File Format: Data is imported using an Excel file. The system requires specific columns to ensure the data is mapped correctly to the invoice fields.
  • Sample File: To ensure accuracy, a user can download the Sample Import Excel from the import page. This helps in understanding which details are necessary and how to fill them out before uploading.
  • Data Entry: Fill in the necessary columns in the downloaded sample. The file must be uploaded in the correct format without any changes to the headers to ensure a successful import.

Invoices Report

The Invoices Report page is an organized section that helps the user get the best reports from the system. The user can generate these reports as PDF or Excel files based on their needs. This section is used to view or print customer invoices exactly as they are defined in the user profile.

How to Access

To find this section, the user should go to Reports > Sales > Invoices. This page allows the user to filter and print sales data for any time period.

Report Filters

On the right side of the screen, the user can use several filters to find the exact information needed before printing:

  • Template: The user can choose how the invoice looks. For example, selecting "Professional Sales Invoice" from the list.
  • Date: The user can pick a specific date range (like a full month) to see all invoices created during that time.
  • Currency Filter: This allows the user to filter the report by currency, such as Indian Rupee (INR).
  • Payment Link: The user can select a payment provider, like PayPal, to include on the report.
  • Comments: The user can type custom notes or messages that will appear on the printed report.
  • Customer: This filter allows the user to run a report for just one specific customer.
  • Orientation: The user can choose to print the report in Portrait (vertical) or Landscape (horizontal) layout.
Customizing Invoice Templates

You can create new PDF templates or modify existing ones by navigating to the Reports Module -> Click "Editor" page can see on top right corner page. 

  • Modify Existing Templates: The user can modify any existing template to change colors, fonts, or layouts as they want.
  • Create Own Templates: The user can also create a customized template for every type of transaction. This ensures that the branding and details match the business requirements perfectly.
Printing the Report

Once all filters are set and the correct template is chosen, the user can click the blue Print button at the top of the filter column to generate the final document.


Add On
This User Interface can change based on user-installed Add-Ons like "Eshaan Amount." If it is enabled, an input box for "Eshaan" displays in the "Total Details" on the form.

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