Sales Invoices

Sales invoices are how you record sales transactions with your customers. Track what was sold, quantities, prices, and payments received.

Overview

Sales Invoices allow you to record sales transactions with your customers. When you sell products to a customer, you create a sales invoice that tracks what was sold, quantities, prices, and payments received.

Who uses this? Sales staff, cashiers, store managers

When to Use

When a customer purchases products
To record cash or credit sales
To track payments from customers
When you need to print a receipt/invoice

Prerequisites

Before creating a sales invoice, make sure you have:

✅ At least one customer in the system
✅ Products with stock available
✅ Payment types configured
✅ Proper user permissions

Note: Stock will be automatically deducted when invoice status is changed to "Completed"

Creating a Sales Invoice

Step 1: Access Sales Invoices

Log in to your account
From the main menu, click on Sales → Sales Invoices
Click the "New Invoice" button

Step 2: Select Customer

Choose Customer

Click on the "Customer" dropdown and select a customer. You can type to search.

If customer doesn't exist, click "New Customer" to create one

Step 3: Add Products

Add Items to Invoice

Click "Add Product" or the "+" button
Select a product from the dropdown
If product has variants, select the specific variant
Enter quantity
Unit price will auto-fill (can be edited)
Click "Add" or press Enter

Use barcode scanner to quickly add products

Step 4: Apply Discounts (Optional)

Discount Management

In the product row, enter discount in the "Discount" field. You can enter:

Percentage (e.g., 10 for 10%)
Fixed amount (e.g., 50 for $50 off)

Total will automatically update.

Step 5: Process Payment

Payment Processing

Scroll to the "Payment" section
Select payment method (Cash, Card, Bank Transfer, etc.)
Enter payment amount
If partial payment, the remaining amount will be recorded as outstanding
Add note if needed

Step 6: Save and Complete

Finalize Invoice

Review all information
Choose invoice status (see status meanings below)
Click "Save Invoice" button

Invoice Status Explained

Status	Meaning	Stock Impact
Draft	Invoice not finalized, can edit	No stock change
Pending	Awaiting payment	No stock change
Completed	Fully paid and finalized	Stock deducted
Cancelled	Invoice cancelled	No stock change

Important: Stock is only deducted when status is "Completed"

Common Workflows

Workflow 1: Cash Sale (Complete Payment)

Use Case: Customer pays immediately with cash

Create invoice and select customer
Add products
Select payment method: "Cash"
Enter full payment amount
Set status to "Completed"
Save invoice
Print receipt for customer

Workflow 2: Credit Sale (Partial Payment)

Use Case: Customer pays some now, owes remaining amount

Create invoice and select customer
Add products
Select payment method (e.g., "Cash")
Enter partial payment amount (e.g., 50% of total)
System shows outstanding balance
Set status to "Pending" or "Completed"
Save invoice
Later, add another payment using voucher system

Advanced Features

Adding Multiple Payments

If a customer pays using multiple methods (e.g., part cash, part card):

Open the invoice by clicking on the invoice number
Scroll to payment section
Click "Add Payment" button
Enter payment method and amount
Save payment
Repeat for additional payments

Linking Invoices to Vouchers

Use Case: Receive payment for outstanding invoice

Go to Financial → Vouchers → Create Receipt Voucher
Select customer
Click "Get Outstanding Invoices"
Select the invoice(s) to link
Enter payment details
Save voucher
Invoice will now show as paid

Printing and Sharing

After creating an invoice, you can:

Print: Click "Print" button → Choose printer or save as PDF
Share Link: Click "Share" to get shareable link
WhatsApp: Click "WhatsApp" to send via WhatsApp

Tips & Best Practices

Stock Management: Always check stock availability before selling. Use "Draft" status to prepare orders in advance.

Pricing: Prices are shown with 2 decimal places. Apply discounts carefully and verify calculations.

Efficiency: Use keyboard shortcuts (Tab to move between fields). Save customers for faster selection.

Cannot delete Completed invoices - Use "Cancelled" status instead

Troubleshooting

Issue	Solution
Cannot see products	Check if products have stock and are active
Customer not in list	Create customer first in Customer Management
Stock error	Verify sufficient stock in selected branch
Cannot save invoice	Check all required fields are filled