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	Expected Values
1.Invoice Date	•Date when the transaction has been invoiced.	•Date
2.Customer	•Name of Customer	•Customer List from Customer Maintenance Module
3.Delvery Receipt Number	•Delivery Receipt to be Invoiced	•Delivery Receipt List from the assigned Customer in Delivery Receipt Module
4.TIN	•TIN Number of the Customer	•Auto-generated base from customer information in Customer Maintenance Module
5.Terms	•Number of Days for the customer to settle the sales transaction	•Auto-generated base from customer information in Customer Maintenance Module
6.Address	•Name of Customer	•Set of Customer List provided in Customer Maintenance Module
7.Invoice Date	•Date when the transaction has been invoiced.	•Date
8.Reference	•Reference number of the Invoice Transaction	•Text
9.Due Date	•Due date of the Sales Invoice	•Date
10.Notes	•Other Remarks for the transaction	•Text
11.Item	•List of Items to be Invoiced	•Item List provided in the Item Master Maintenance Module
12.Description	•Description of the Item	•Alphanumeric
13.Quantity	•Quantity of items to be delivered	•Numeric
14.Unit of Measure	•Unit of Measure of the Item	•Types of Unit of Measure provided in the Unit of Measure Maintenance Module.
15.Price	•Initial price per unit of item	•Numeric
16.Discount	•Discount Amount to be applied on the item depending on the Discount type chosen.	•Numeric
17.Tax	•Quantity of items to be delivered	•Numeric
18.Amount	•Total Amount of the Item	•Numeric(Auto-generated)

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.

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.