Invoice

Overview

The Sales Invoice module is where you bill your customers for products or services. Once an invoice is created and validated, the system automatically updates your accounting ledgers, reduces your inventory stock, and tracks how much money the customer owes you.

When Do I Use This?

• When a customer makes a purchase and needs a formal bill.
• When you need to deliver stock to a customer and record the revenue.
• When receiving payments (cash or bank transfers) against a specific customer bill.
• When printing a physical receipt or invoice to hand to the buyer.

How To Use

1. Creating a New Invoice

1. Go to the Sales menu and select Invoices.
2. Click + New to create a blank invoice.
3. Select the Party (the customer you are billing).
4. Adjust the Date and Due Date if necessary (they default to today).
5. Select the Warehouse where the stock will be taken from.

2. Adding Line Items (Products)

1. Scroll down to the Lines section.
2. Select an Item (Product). The system will automatically fill in the default price and set the quantity to 1.
3. Adjust the Quantity and Price if needed.
4. If the price you typed already includes tax, check the Tax Included box.
5. Save the line item. The invoice totals will update automatically.

3. Validating the Invoice

Before an invoice is "official", it is in a draft state. You must validate it to finalize the sale.

1. Review all totals and line items carefully.
2. Click Validate Invoice from the options menu.
3. Note: Once validated, the items are removed from stock and financial accounts are updated. The invoice can no longer be edited.

4. Recording a Payment (Receipt)

1. Open a validated invoice that has a balance due.
2. Scroll to the Receipts section and add a new receipt.
3. Select the Receivable account (e.g., Main Cash Drawer, Bank Account).
4. Enter the Amount the customer is paying. (It defaults to the total amount due).
5. Save. The system will mark the invoice as Paid if the full balance is met.

5. Printing the Invoice

1. Open the validated invoice.
2. Click Print.
3. A formatted, printable view containing your company details, itemized lines, totals, and payment history will appear.

6. Canceling an Invoice

1. If a mistake was made on a validated invoice, open it and click Cancel Invoice.
2. This will automatically reverse the accounting transactions, return the stock to the warehouse, and cancel any connected receipts.

Field Descriptions

Main Invoice Details

Invoice Totals (Auto-Calculated)

Line Items