Sales invoice

6 min read

This module is used to create sales invoices. Here you are able to add new customers and new items.
On this page, you are able to import the sales invoices. we are providing the sample Excel file which you can download, add the details and import the data.

Create sales invoices:

Go to the Transaction section on the left sidebar, click the Sales module, and then click Sales Invoice option from the dropdown menu or click the + icon to create.
On the Sales Invoice list page, Click on the + Create Invoice button or press the Alt+N key.

Field	Description	Note
Customer	Here select customer for creating sales invoices. here also you are able to add new customers. In new Design 2.0, we have hidden Mobile number and Email fields for better page view.	Mandatory field
Billing address	If you have written the address in the customer account then as you select customer, the Billing address will automatically come here.
Place of supply	IGST will be applicable on the invoice. Suppose selected billing accounts province is different in comparison to the Place of supply province.
Shipping address	If you have written the address in the customer account, then the shipping address will automatically come here as you select the customer. here you are able to edit the shipping address.
Book Name	Here select the sales book for sales record.
Series Name	Here select the invoice series.
Invoice Number	The Invoice number is auto-generated regarding your invoice series.	Mandatory field
Invoice Date	The invoice date is auto-generated, also you are able to change the invoice date.	Mandatory field
E-way bill detail	If you require an e-way bill for this invoice then click this checkbox and fill in all the required details for Eway Bill.
Dispatch from Different Address	Click this checkbox and edit address if the goods are to be delivered from a different address.
Goods/Service	Here select an item to sale, Here you are able to add an item or edit item.	Mandatory field
Batch No.	Here select the batch number if Goods is create with Batch number
MRP	Here write the item MRP. if you add MRP on item master then MRP auto fill.
Quantity	Here write the item quantity.
Free quantity	Here customers get items without cost along with paid items. This free quantity is affected in the stock report but not in the invoice amount.
Rate (₹)	As you select the item, Rate automatically comes here from item master. Here you are to change item rate.	Mandatory field
Disc.(%/₹)	Here write discount in two types, first percentage-wise and second amount-wise. this discount apply only for this item.
Taxable amount	As you select the item, write the item quantity, write the item rate, add the discount then the the taxable amount will show here.
CESS(%)	As you select the item, CESS automatically comes here from the item master.Here you are able to change CESS(%).
GST Rate(%)	As you select the item, GST Rate automatically comes here from the item master. Here you are able to change GST rate.
Amount (₹)	As you select the item, write item quantity, write the item rate, and discount then the amount will show here.
Special notes	Here write a special note for this invoice.
Attach Document	Here you can able to upload files.
Payment Received	Clicks on this checkbox to show the payment received entry option. If the user want to performs both operations (Sales & Receipt) at the same time then this option is most important. here the user adds payment received data like mode, deposit to, and amount then the receipt voucher is auto-generated.
Mode	Select receipt methods like cheque, net banking, cash, and UPI.
Ref.No	Here write the receipt reference number or reference details.
Deposit to	Select receipt to deposit account.
Amount	Here write the received amount.
+Add Payment	This button is used to generate multiple payment entries.
Want to add Additional Details	Click this option to add Addition information in Invoice
Terms (Days)	If you have written the terms(Days) in the customer account, then the terms(Days) will automatically come here as you select the customer. here you are able to change the terms(Days).
Due date	As you write Terms days, The due date will automatically be set.
Quotation No.	If you are creating a sales invoice using a quotation then the quotation number is shown here but if you are creating a direct sales invoice then this field showing disabled.
PO No.	Here write the purchase order number.
PO Date	Here write the purchase order date.
+ Add service charge with tax	Here you are able to add an additional service charge for this invoice. here you are able to add multiple additional services.
+Add another charge	Here you are able to add and remove another charge for this invoice. here you are able to add multiple other charges.
Discount Amount	Here you are able to apply a discount for this invoice. you can apply discounts for both types like percentage and amount.
Auto round off	This checkbox is useful for rounding off the total amount, and also you are able to set a custom amount.
Save & next	This button is used to save the sales invoice and page redirect on the same page.
Save	This button is used to save the sales invoice and page redirect on the Sales invoice listing page. In New Design 2.0 we have added a dropdown in this button with options of “Save & Send” and “Save & Print”.

Field information

Shortcut	Description
Alt+S	Save- This shortcut is used to save the sales invoice.
Alt+N	Save & Next- This shortcut is used to save the sales invoice and redirect on the same page.
Alt+P	Save & Print- This shortcut is used to print sales invoices.
Alt+D	Discard- This shortcut is used to discard the sales invoice.
Alt+A	New- This shortcut is used to add new row.
Alt+R	Remove- This shortcut is used to remove a row.
Alt+C	Cancel- This shortcut is used to cancel the sales entry. ( work as Back button)

Shortcut information

Field	Description
Export	This button is used to export data.
Import	This button is used to import data.
Print	Click here to edit Printing template settings of Sales Invoice
More Report	Click here to use more predefined Filtered Reports
Actions	Here you will get many useful options related to invoice. Click on three dots to open a multi option dropdown menu
Create Receipt	This action is used to create a receipt for the sales invoices.
Create Sales Return	This action is used to create sales returns (Credit Note).
Edit	This action is used to edit sales invoices.
View	This action is used to view sales invoices.
Print Invoice	This action is used to print sales invoices.
Print Proforma	This action is used to print proforma invoices.
Download Invoice	This action is used to download sales invoice.
Delete	This action is used to delete sales invoices.
Cancel	This action is used to cancel sales invoices.
Copy Invoice	This action is used to copy invoices. this action is used to create a new invoice with the same data.
Invoice History	This action is used to view invoice history.
File Attachment	This action is used to attach a document for this invoice.
Whatsapp	This action is used to send invoice copy through WhatsApp.
Generate E-Invoice	This action is used to generate e-invoice.
Generate E-Way bill	This action is used to generate e-way bill.

Status	Details
Outstanding	This status will identify the entry as Outstanding, As this Invoice payment has not been received yet or not adjusted with receipt entry.
Received	This status will identify the entry as Received, As this Invoice payment has been received and adjusted with the Receipt entry.
Partially received	This status will identify the entry as partially received, As a Half or Partial payment is received of the invoice.
Cancelled	This status will identify the entry as cancelled as if a user has cancelled it manually.
Closed	This status will identify the entry as closed if a user has created a Sales return against the invoice.

Import sales invoices:

Go to the Sales module from the left sidebar and then select the Sales Invoice.
Now on this page, click on the Import Sales button from the top right corner.
Now the import sales popup will be shown from which you need to click on the Download sample file.
Now open the downloaded Sample Excel file, add the details, save it and upload the file in that popup itself.