Sales Invoice

Sales | Sales Quotation | Sales Order | Delivery Receipt

Sales Invoice

This module allows the user to keep track the status of the transactions of a customer if it is Unpaid, Partial Payment, Paid or Cancelled.

Requirements before using Sales Invoice

• The user should setup the following Maintenance Module in order to proceed on using the Sales Invoice
  1. Customer
  2. Item Master
  3. Warehouse
• The user must have the following record in order to proceed on using the Sales Invoice
  1. Sales Order
  2. Delivery Receipt

Sales Invoice Record Status

Status	Description
UNPAID	If the Sales Invoice has been created
PARTIAL	If the Sales Invoice has been paid partially.
PAID	If the Sales Invoice items has been completely paid.
CANCELLED	If the Sales Invoice is cancelled.

Sales Invoice Record List

Creating Sales Invoice

1. Click Sales Invoice under Sales Menu
2. Under Sales Invoice Screen, Click Add Sales Invoice
3. Fill up the Necessary Fields then Click Save. Note: Fields with * are require fields
   • Thee user will be given an option to tag a Profit Center to the Auto-Generated Accounts Receivable transaction.

Creating Sales Invoice Information

Field	Description	Allowed Inputs	Input Restrictions	Character Limit	Required Field
1.Invoice No.	•Sales Invoice Reference Number upon creation	•Auto-Generated	N/A	N/A	N/A
2.Invoice Date	•Date when the transaction has been invoiced.	•Date picker provided by the system	N/A	N/A	Yes
3.Customer	•Name of Customer	•Customer List from Customer Maintenance Module	N/A	N/A	Yes
4.Delivery Receipt Number	•Delivery Receipt to be Invoiced	•Delivery Receipt List from the assigned Customer in Delivery Receipt Module	N/A	N/A	Yes
5.TIN	•TIN Number of the Customer	•Auto-generated base from customer information in Customer Maintenance Module	N/A	N/A	N/A
6.Terms	•Number of Days for the customer to settle the sales transaction	•Auto-generated base from customer information in Customer Maintenance Module	N/A	N/A	N/A
7.Address	•Name of Customer	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
9.Reference	•Reference number of the Invoice Transaction	•Alphanumeric •Special Characters •Space	None	20	Yes
9.Due Date	•Due date of the Sales Invoice	•Date picker provided by the system	N/A	N/A	Yes
10.Notes	•Other Remarks for the transaction	•Alphanumeric •Special Characters •Space	None	300	N/A
11.Item	•List of Items to be Invoiced	•Item List provided in the Item Master Maintenance Module	N/A	N/A	N/A
12.Description	•Description of the Item	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
13.Quantity	•Quantity of items to be delivered	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
14.Unit of Measure	•Unit of Measure of the Item	•Types of Unit of Measure provided in the Unit of Measure Maintenance Module.	N/A	N/A	N/A
15.Price	•Initial price per unit of item	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
16.Discount	•Discount Amount to be applied on the item depending on the Discount type chosen.	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
17.Tax	•Quantity of items to be delivered	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
18.Amount	•Total Amount of the Item	•Numeric(Auto-generated)	N/A	N/A	N/A

Notes:

• Item Details cannot be edited on the Sales Invoice.
  • Item Details can only be edited when reverting back the Delivery Receipt status to PREPARED
  • Any updates done in the Delivery Receipt will be carry over when tagging it to Sales Invoice.
• The user will be given an option to tag a Profit Center to the Auto-Generate Accounts Receivable transaction.

Viewing Sales Invoice

1. Click Sales Invoice under Sales Menu
2. Select a Sales Invoice that needs to view its details, click the drop-down arrow then click View.
3. The user has an option to Edit the Sales Invoice upon viewing

Editing Sales Invoice

1. Click Sales Invoice under Sales Menu
2. Select a Sales Invoice that needs to update its details, click the drop-down arrow then click Edit.
3. Update up the Necessary Fields then Click Save
   • The user will be given an option to tag a Profit Center to the Auto-Generate Accounts Receivable transaction.

Field	Description	Allowed Inputs	Input Restrictions	Character Limit	Required Field
1.Invoice No.	•Sales Invoice Reference Number upon creation	•Auto-Generated	N/A	N/A	N/A
2.Invoice Date	•Date when the transaction has been invoiced.	N/A	N/A	N/A	N/A
3.Customer	•Name of Customer	N/A	N/A	N/A	N/A
4.Delivery Receipt Number	•Delivery Receipt to be Invoiced	N/A	N/A	N/A	N/A
5.TIN	•TIN Number of the Customer	N/A	N/A	N/A	N/A
6.Terms	•Number of Days for the customer to settle the sales transaction	N/A	N/A	N/A	N/A
7.Address	•Name of Customer	N/A	N/A	N/A	N/A
9.Reference	•Reference number of the Invoice Transaction	•Alphanumeric •Special Characters •Space	None	20	Yes
9.Due Date	•Due date of the Sales Invoice	•Date picker provided by the system	N/A	N/A	Yes
10.Notes	•Other Remarks for the transaction	•Alphanumeric •Special Characters •Space	None	300	N/A
11.Item	•List of Items to be Invoiced	•Item List provided in the Item Master Maintenance Module	N/A	N/A	N/A
12.Description	•Description of the Item	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
13.Quantity	•Quantity of items to be delivered	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
14.Unit of Measure	•Unit of Measure of the Item	•Types of Unit of Measure provided in the Unit of Measure Maintenance Module.	N/A	N/A	N/A
15.Price	•Initial price per unit of item	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
16.Discount	•Discount Amount to be applied on the item depending on the Discount type chosen.	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
17.Tax	•Quantity of items to be delivered	•Auto-generated based from delivery receipt information under Delivery Receipt Number	N/A	N/A	N/A
18.Amount	•Total Amount of the Item	•Numeric(Auto-generated)	N/A	N/A	N/A

Notes:

• Item Details cannot be edited on the Sales Invoice.
  • Item Details can only be edited when reverting back the Delivery Receipt status to PREPARED
  • Any updates done in the Delivery Receipt will be carry over when tagging it to Sales Invoice.
• The user will be given an option to tag a Profit Center to the Auto-Generate Accounts Receivable transaction.

Printing Sales Invoice Record

1. Click Sales Invoice under Sales Menu
2. Under Sales Invoice Screen, Select a record that needs to print its details. Click the drop-down arrow then click Print Invoice.

Exporting Sales Invoice Record

1. Under Sales Invoice Screen, Click Options

2. Under Options, The user may Export the Record

• When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Customer filter for precise searching and exporting of records.

Cancelling Sales Invoice Record

Sales Invoice can be canceled in two ways:

• Using drop-down arrow of a record can be used in single record cancellation

• Using Cancel Button for cancelling multiple records

Sales Invoice Options

Actions Available base on Sales Invoice Record Status

Status	View	Edit	Print Invoice	Cancel
UNPAID	☑	☑	☑	☑
PARTIAL	☑		☑
PAID	☑		☑
CANCELLED	☑		☑

Notes:

• The user may edit the details of the record while viewing the record.
• The user can only delete the Sales Invoice record if it is on UNPAID status.
• Cancelling the Sales Invoice Record can revert the status of Delivery Receipt to PREPARED.
• Records that has PAID status can only be reverted to UNPAID if the Receipt Voucher entry has been cancelled.