Invoice / Retail Invoice
Invoice is an commercial document given at the time of sales of your product that indicates that your product is sold & your customer has to pay back the money for it.
Retail Invoice is an commercial document requesting for immediate payment from retailer on purchase.
Page Contents
Invoice Listing
All Invoices will be listed in Sales > Invoice. You can filter and view the list of Outstanding, Overdue and Draft Invoices with it total amount that was invoiced. On clicking each will list the respective invoices.
All your invoices will be listed with its Date, Invoice No, Contact, Due Date, Status, Amount, Due Amount.
You can rearrange the invoice list based on all these column headers.
You will also have the filter option to search invoices based on the name, status & date range.
Create Invoice
To create a new invoice, you can use the Quick Start (+ icon) or short cut (Alt+i) or New Invoice button at the top-right corner in Invoice listing page. Provide the needed fields and hit Save or Save & new button.
To create a Retail invoice
Click Quick Add button at top & select Retail Invoice (or) Alt +N (or) Click on Sales in left menu and select Invoices. Click on the drop down under New Invoice button and click New Retail Invoice. Provide the needed details and Click Save.
Field Description
| Fields | Description |
|---|---|
Invoice No/Retail Invoice No | Invoice no / Retail Invoice no will be either generated automatically or can be entered manually based on the option you choose in Settings > Modules. Invoice/Retail invoice number should/will be unique for a financial year.[Required]. |
| Invoice Date | Enter the date on which invoice/retail invoice is generated. Today – date will be shown as default. You can change the date using calendar option associated with it. |
| Due Date | Provide a due date for Invoice . You can select from predefined period or custom period. |
| Reference # | Your Reference number for this transaction. Ex. Quote / Sales Order Number |
| Type | Type of GST Invoice. Regular – Invoice is not for Export/SEZ. Export/SEZ with Payment – Payment of Tax & then collect Refund. Export/SEZ without Tax – Without Payment of Tax by providing bond/LUT. Deemed Exports – Export Invoice but goods will not leave the country. |
| Customer | You can either select the Customer from the drop down or add new Customer here. On typing New Customer in invoice, you will get option to add [+ Add new customer]. By clicking on that option, you can add new customer easily. [required]  |
| GSTIN | For existing customers, it will be displayed on choosing their name. For new customer, you can provide directly. |
| Place of Supply | Choose State to define Place of supply of goods. Based on this , the invoice will be counted as intra-state (supply within same state) or inter-state (supply to other state). For Intra State both SGST & CGST Tax applied, whereas IGST applied for Inter-state. |
| Billing Address | Customer – Billing Address for this transaction. It will be auto-filled, if you already saved the customer details or you can enter freshly. You can edit and change the customer address while invoicing. |
| Shipping Address | Customer – Shipping Address for this transaction will be auto-filled, if you already saved the customer details. You can edit and change the customer shipping address while invoicing. |
| Item Description | Select the Item from the drop down or type in the Item name or SKU Code. You can also add new item if not exists in Items Master. You can add item description, by clicking the toggle icon associated near Item column. |
| SKU | Stock Keeping Unit-Identification code for the item [Non-editable] (Not-editable) |
| HSN / SAC | Codes for Tax classification of the item |
| Tax | Select the Tax defined for the item |
| Rate | Standard Rate defined in Item Master will be displayed. If you have Rate Sheet defined for the Customer (or tag)/Currency of the transaction, option to choose with Standard rate.
|
| Discount | You can provide discount for Individual Item either providing as percentage or flat amount |
| Amount | For Exclusive Tax: Display only Taxable Value. Ie. Rate x Qty – Discount. Tax will be calculated for this amount. For Inclusive Tax: Editable, where you can define the final amount inclusive of tax. The Rate will be adjusted automatically based on the input amount. |
Freight/ Packing / Insurance Charges | To include these charges, enable this in Settings > Sales > Sales Charges, for input in Invoice/Retail Invoice. |
| Round off | Based on Settings > General > Sales Settings > Round off final total amount, Round Off will be calculated. |
| Notes / Terms & Conditions | Content that you provide in Settings > Sales > Notes/Terms & Conditions will be shown here. You can add more when you create estimate. These contents will be displayed in print option also. |
| Bank | Selected a Bank account, to be printed/showed in Invoice / Retail Invoice (also in print).(optional) |
| Attachment | You can also add attachments related to the transaction |
Custom Fields
You can add new custom fields to your invoice by defining in Settings > Sales > Custom fields.
The fields defined in Settings, will be displayed for input in Invoice.
The values provided in the custom field will be stored with invoice. In future, even when we remove a
custom field in settings, it can be still viewed in invoice where it was used previously.
Classifications of Invoice based on GST
While filing GST Returns, an Invoice will be classified as below:
| B2B | Sales from registered seller to a registered buyer |
| B2C(Small) | Sales from registered seller to unregistered intra state buyer whose turn over is less than 2.5 Lakhs |
| B2C(Large) | Sales from registered seller to unregistered buyer >= 2.5 lakhs & to all interstate buyer irrespective of amount |
| Export Invoice | Sales to countries outside India. When you select a customer outside India by default you can view the following additional fields in Invoice. Based on invoice type (Export with Tax or Without Tax) tax calculations are applied.  |
Serial Number Configuration in Invoice/Retail Invoice
Configure serial number under – Settings > Modules > Define Serial Number configuration for each module.
How to use the invoice number of deleted invoice in other invoice and make continuous sequence of invoices?
Go to Settings > Modules > Define Serial Number configuration for each module.
Enter the deleted invoice number(eg.205.) in the series start field of invoice.
Hit Save.
Then, the new invoice number will start from the number entered(eg.205).
Note
The invoice number cannot be duplicated within a financial year i.e each invoice number should be unique.
Invoice / Retail invoice in same series
You can use the series of the invoice for the retail invoice also.
So that, both invoice and retail invoice will be in the same series.
Convert Quote to Invoice
How to convert a quote directly as an invoice?
- You can convert a quote as invoice directly in Sales > Quotes page.
- Use “Create Invoice” option associated with each quotes.
- A “New Invoice Details” popup for converting the quote to invoice will appear, where you can edit and save.
- Invoice number shown will be the continuation from the previous one.
- You can edit it in Invoice menu, if invoicing number is set as Manual in Settings > Modules.
Convert Sales order to invoice
How to convert a sales order directly as an invoice?
- You can convert a Sales order as invoice directly in Sales > Sales order page.
- Use “Create Invoice” option associated with each sales order.
- A “New Invoice Details” popup for converting the sales order to invoice will appear, where you can edit and save.
- Invoice number shown will be the continuation from the previous one.
- You can edit it in Invoice menu, if invoicing number is set as Manual in Settings > Modules.
Actions that can be performed in Invoices/Retail invoices
You can make receipt directly from action option associated with each invoice.
Fully paid invoiced can’t be edited.
You can print Delivery Challan using the downward arrow associated with each grid in Action column in Retail Invoice
How to edit/delete/send/copy Invoices/Retail invoices?
Click on the drop-down associated with each invoice/retail invoice under Action category.
And, choose the desired action.
