Issue Batch Invoice for Delivery Notes

A Customer Invoice is an official document or bill created after goods have been delivered to a customer. It provides a formal record of the items delivered, the final quantities being billed, prices, taxes, and the total transaction value. It serves as the final step in the sales flow to ensure both the seller and customer have accurate records for accounting and tax purposes. To create a Customer Invoice (Batch Invoice), go to Sales > Click "Invoices" Tab > Click "Customer Invoice". This interface allows you to select one or more pending delivery notes to finalize the billing process.

Customer
A customer is required to generate the invoice. You can select an existing customer from the drop down. If the customer is not in the list, you can add a new one by clicking the + button next to the field.

Customer Branch
A Customer Branch represents a specific location or division of the customer. You can select the branch from the dropdown or add a new branch for the selected customer by clicking the + button.

Payment Terms
Specify the payment terms for this invoice, such as 'Cash Only' or 'Pay After 15 Days'. These terms determine the credit period and automatically help set the Due Date.

Reference
The Reference is the unique identification number for this invoice. While the system generates a serial number automatically based on your settings, you can manually edit it if you have a specific internal numbering system.

Sales Type
This field displays the pricing level (e.g., Retail or Wholesale) assigned to the customer. It is shown as a text label to confirm which price list and tax settings are being applied to the deliveries.

Currency
Displays the currency assigned to the customer (e.g., INR). All calculations, prices, and totals will be processed in this currency for this transaction.

Bank Account
Select the specific bank or cash account where the payment will be recorded. This field will display only for cash type payment term. You can also create a new bank account by clicking the + button next to the drop down.

Payment Type
Specify the type of account or payment category, such as "Savings Account" or "Current Account." This helps categorize the financial entry for your internal records.

Dates
  • Invoice Date: This represents the official financial date of the transaction. It defaults to the current date but can be adjusted if needed.
  • Due Date: The system automatically calculates this date based on the selected Payment Term. It is a suggested deadline for payment that can be manually modified by the user.

Branches
A branch represents a different physical location of your business, such as a different city or office. This allows you to track exactly which location is making the sale.

Departments
A department is a specific group within your company, like Sales, Accounts, or Service. This helps you organize and track which part of your team is responsible for the transaction.

Shipping Company
Specify the logistics or transport provider responsible for the delivery. If the company is not in your list, click the + button to add a new shipping provider.

Attachments
User can attach documents or images like signed delivery receipts or purchase orders. Simply click the "Choose File" button to upload files from your computer.

Invoice Items (Delivery Table)
This section lists all items pulled from existing delivery notes that are ready to be invoiced:
  • Delivery: The reference number of the specific delivery note being billed.
  • Item Code & Description: The identification code and name of the delivered product.
  • Delivered: The total quantity of items that were physically shipped to the customer.
  • Invoiced: The quantity that has already been billed in previous transactions for this delivery.
  • This Invoice: Editable Field. Enter the exact quantity you want to bill in this specific invoice. This allows you to bill for a partial delivery.
  • Price & Discount: The unit price and any discounts carried over from the original order/delivery.
  • Tax Type: The applicable tax category for the item (e.g., GST 18%).
  • Total: The final amount for that line item, calculated based on the "This Invoice" quantity.

Total Details
This section provides the final financial summary of the invoice:
  • Sub-total: The sum of all line item totals before additional charges or discounts.
  • Shipping Charges: An input field to add the final shipping or delivery costs to the invoice.
  • Discount %: An input to apply a percentage-based discount to the overall invoice total.
  • Tax Details: Displays the total tax amount with an elaborate breakdown (e.g., SGST 9% - 10.000) based on the applied tax types.
  • Round Off/Discount: An input to adjust the final total for rounding purposes or to add a small fixed discount.
  • Amount Total: The grand total amount for the invoice.

Memo & Actions
  • Memo: Add any additional notes or internal comments relevant to the invoice.
  • Update: Click this button to refresh the form and recalculate all totals after changing quantities or costs.
  • Process Invoice: Finalizes the transaction, records the General Ledger entries, and completes the billing process.

General Ledger (GL)
The GL tracks the financial movement of the Customer Invoice:
  • Receivables Account (Debit): Tracks the total amount the customer owes (Assets).
  • Sales Account (Credit): Records the core revenue earned from the items (Income).
  • Tax Accounts (Credit): Records the liability collected for the government.
  • Shipping Account (Credit): Records the recovery of transport costs.

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