Sales Invoice View

The Sales Invoice View provides a detailed breakdown of the sales transaction after creation, including header details, customer information, line items, totals, and available actions. It enables users to review, manage payments, and perform operations like editing, emailing, or voiding directly from one interface.


Invoice Information
  • Sales Invoice Number: The unique identifier for the sales invoice (e.g., INV-20260234), which serves as the reference for that specific invoice.
  • Invoice Date: The date the invoice was created.
  • Due Date: The date by which payment is due for the invoice.
  • Created From: Represents whether the invoice was created from the ERP or POS system.
  • Created By: Shows the name of the user who created the invoice.
  • Created On: Displays the exact time and date when the invoice was first entered in the ERP system.
  • Branch & Department: If branch and department are enabled from settings and selected in the transaction form dropdown, these values will be shown here.

Document Details

This section contains the transactional and operational settings of the invoice:

  • Sales Type: Indicates the pricing type applied to the invoice.
  • Tax: Shows whether the tax is included or excluded, based on the selected sales type.
  • Order Reference: Displays the reference number of the related sales order. Clicking this reference allows you to view the corresponding sales order.
  • Location: The inventory location from which goods are shipped.
  • Salesman: The salesperson responsible for the transaction.
  • Bank Account: Displays the bank account used if the invoice is marked as paid.
  • Payment Term: Defines the payment condition of the invoice, such as: 'Cash Only', 'Payment within 7 days', or 'Payment within 30 days'.
  • Shipping Company: The delivery or shipping company assigned for transporting the goods.
  • Sales Area & Customer Currency: Indicates the sales region associated with the customer or transaction. Displays the currency used for the transaction. If the customer operates in a foreign currency, the invoice values are calculated and displayed in that currency.

Billed To & Delivered To
  • Billed To: The customer's billing details, including the name, address, contact information, phone number, and email.
  • Delivered To: The delivery address for the goods, including the recipient's name, address, contact information, email, and phone number.

Attachments

You can attach documents or images related to the transaction here. Instead of editing and attaching details, you can attach files directly in the view section.


Line Items

Each row in the invoice summary contains:

  • Item Code: The unique code of the item being sold.
  • Item Description: The description or name of the item.
  • Quantity: The quantity of the item sold in this transaction.
  • Price: The unit price of the item.
  • Tax: The integrated tax amount applied to the item.
  • Discount: The discount applied to the specific line item.
  • Tax Type: The tax percentage applicable to the item (e.g., 5%, 12%, or 18%).
  • Total: The total value of the line item, including tax and after discount.
  • Batch Number: The batch number associated with the item, if batch tracking is enabled.
  • Expiry Date: Tracks the expiration date of perishable items like medicines or FMCG products using batch tracking.

These features are enabled only from Setup → Preferences → Enable Batch System (for batch numbers only) or Setup → Preferences → Enable Batch Number & Expiry Date System (for both batch and expiry tracking).


Total Details
  • Sales Total: The total amount before taxes.
  • Total Tax Excluded: The amount excluding taxes.
  • Included Taxes: The tax amounts included in the total.
  • Discount: The discount entered as a percentage is automatically calculated and displayed as the actual monetary amount deducted from the overall transaction total.
  • Discount / Round-off: The round-off amount for the invoice.
  • Tax Detail: Shows the details of the tax with percentage and amount.
  • Total Invoice Value: The grand total of the invoice.

Delivery Note

The Delivery Note tab appears next to the Invoice Summary section:

  • It displays all delivery transactions related to the current sales invoice.
  • Each delivery reference can be viewed to check delivery details.
  • It helps track whether goods were delivered fully or partially.

General Ledger

The General Ledger is the main accounting record of the system. It stores all financial transactions of the business in debit and credit format. Every transaction, such as sales, purchases, payments, and receipts, automatically creates General Ledger entries. These entries ensure that accounts are properly updated and balanced according to the double-entry accounting system.


Allocations Tab

This tab provides a clear overview of all payments and credit note received and how they have been allocated (applied) to the current sales invoice.

  • Type: The type of payment or receipt (e.g., Customer Payment).
  • Reference: The unique reference number of the payment receipt (e.g., 156/2026).
  • Date: The date when the payment was received or recorded (e.g., 01/03/2026).
  • Total Amount: The full amount of the payment received (e.g., 700.000).
  • Left to Allocate: The remaining amount from this payment that has not yet been applied.
  • This Allocation: The specific amount from this payment that has been allocated/applied to the current sales invoice (e.g., 700.000).

At the bottom of the table, summary totals are shown:

  • Total Allocated: The total amount allocated to this sales order from all payments (e.g., ₹700,000).
  • Left to Allocate: The remaining unallocated amount for the order (e.g., ₹0.000).

HSN and Summary (For Indian Users)

HSN (Harmonized System of Nomenclature) is a feature especially for Indian users used for GST classification of goods. Every product has an HSN code, which helps the government identify the type of goods and apply the correct GST rate. The HSN tab shows:

  • HSN Code
  • Taxable Value
  • GST Rate (5%, 12%, 18%, etc.)
  • CGST, SGST, and IGST Amounts
  • Total Tax Amount

Actions

The Sales Invoice View provides several action buttons:

  • Pin: Pin the invoice for quick access.
  • Print Receipt: Print a receipt for the transaction.
  • Edit: Make edits to the invoice.
  • Credit This: Create a credit note for the invoice.
  • Email: Send the invoice details to the customer via email.
  • Print: Print the invoice for record-keeping or sharing.
  • Invoice Link: Generate a shareable link to the invoice.
  • Void: Void the invoice if necessary.
  • Repeat: Create a duplicate of the invoice.

Void Invoice & Its Cash Payments

When voiding an invoice, a popup appears with an option to Delete Payment. If enabled, the allocated payment will also be voided. If not enabled, the paid amount of the invoice will be unallocated from the respective payment.


Notes
  • The Super Admin can define and hide the Edit and Void buttons for other users based on permissions.
  • This User Interface will change based on add-ons installed by the user. For example, if an "Approval" add-on is enabled, an extra tab will display on the view page containing the details of the invoice created by the user for the Super Admin.

We use cookies to improve your experience and for marketing. Learn more in our privacy policy.