Invoice

Introduction

The Invoice module under Sale is designed to manage customer-facing transactions with precision, flexibility, and full ledger traceability. It allows users to create, view, and manage sales invoices while ensuring real-time synchronization with inventory levels, customer accounts, and financial records. Every invoice entry reflects across multiple modules, including Inventory, Parties, Receivable, and Settings, enabling seamless operational and accounting workflows.

This documentation outlines the complete flow of invoice creation, record management, and inter-module dependencies, based on the interface and logic visible in the system.

Interface Overview

Upon accessing Sales → Invoice, users are presented with a structured table view listing all invoice records. Each row represents a distinct transaction and includes the following columns:

• Invoice No: A system-generated unique identifier for each invoice (e.g., S-24, S-23)

• Reference No: Optional field for external or manual reference tagging

• Date: The transaction date, either auto-populated or manually selected

• Customer: The name of the customer, pulled from the Parties module

• Amount: The total invoice amount including product value, tax, and discount

• Payables: The net amount due from the customer after adjustments

• Payment Mode: Indicates whether the transaction was settled via Cash or Bank

• Actions: Includes options to Print, Edit, or initiate a Return

Invoice Creation Workflow

To create a new invoice, users follow a structured process that ensures all relevant data is captured and synchronized across modules:

Step 1: Initiate Invoice

• Click the Add Icon or Create button from the Invoice dashboard

• The system opens a new invoice form with editable fields

Step 2: Define Transaction Details

• Date: Defaults to the current date but can be manually adjusted

• Reference No: Optional field for tagging external references (e.g., PO numbers)

• Customer Selection:

  • Choose from existing customer profiles listed in the Parties module

  • If the customer is not listed, use the “Add Customer” dialog to create a new profile instantly

Step 3: Add Products

• Select products from the Inventory module

• Each product entry auto-fetches:

  • Description

  • Packing unit

  • Sale price

  • Tax percentage (defined in [Settings](#settings → Tax Configuration))

• Enter the quantity sold

• The system calculates line totals based on quantity, price, and tax

Step 4: Apply Discounts (If Enabled)

• Discount functionality is governed by [Settings](#settings → Discount Controls)

• If enabled:

  • Users can apply discounts per item or across the entire invoice

  • Discounts can be fixed amounts or percentage-based

• The system recalculates totals accordingly

Step 5: Select Payment Method

• Choose between Cash or Bank

• Available payment modes are configured in [Settings](#settings → Payment Modes)

• This selection determines how the transaction is reflected in the Receivable module

Step 6: Finalize and Submit

• Review all fields for accuracy

• Click Submit to finalize the invoice

• Upon submission:

  • Inventory stock is reduced based on sold quantities

  • A receivable entry is created in the Receivable module

  • The customer’s ledger is updated in the Parties module with a debit transaction

  • The invoice becomes available for printing and return processing

Invoice Record Actions

Each invoice entry in the table includes the following actionable options:

• Print: Generates a formatted invoice document suitable for customer delivery or internal archiving

• Edit: Opens the invoice form for modification of any field, including customer, products, amounts, or payment method

• Return: Initiates the return workflow, pre-filling the return form with invoice data (see Return Documentation for full flow)

Filtering & Search

The Invoice module includes a dynamic filter panel allowing users to refine records based on:

• Customer name

• Reference number

• Date range

• Amount

• Payment mode

This ensures quick access to specific transactions and supports audit, reporting, and reconciliation workflows.

Interconnected Modules

The Invoice module does not operate in isolation. It is deeply integrated with the following modules:

• Inventory: Product selection, pricing, and stock deduction are handled here. When an invoice is submitted, the corresponding product quantities are automatically reduced from available stock.

• Parties: Customer profiles are sourced from this module. Every invoice updates the customer’s ledger with a debit entry reflecting the payable amount.

• Receivable: Upon invoice submission, a receivable entry is created, tracking the amount owed by the customer. This module also handles incoming payments and reconciliations.

• Settings:

  • Discount Controls: Enable/disable discount functionality, define discount types (fixed or percentage), and set application scope (per item or invoice-wide)

  • Tax Configuration: Define default tax percentages and application logic (before/after discount)

  • Payment Modes: Configure available payment methods (Cash, Bank, etc.)

  • Currency Settings: If users wish to alter the currency format or symbol, this is managed from Settings → Currency Configuration

Ledger Impact

Once an invoice is submitted:

• The customer’s ledger in the Parties module reflects a debit transaction

• The Receivable module logs the amount due

• The Inventory module updates stock levels

• The system maintains full traceability for audit and financial reporting