Sales invoices

Sales (1)

Sales invoices in ACCOXI

A sales invoice is an accounting document that records a business transaction. Sales invoices provide the business with a record of the services provided to a client like when the services were rendered and how much money the client owes the business In ACCOXI, you can create invoices of SALES made with your customers

Key Features:-
  • The sales invoice in ACCOXI allows the user to apply credit notes
  • There is a duplicate invoice option in ACCOXI which helps the user to easily create copy of invoices
  • The customer advance adjustment helps the user to adjust any advance payments
  • The balance write off option gives the user the permission to write off any remaining balances
  • The invoice gives access to the journal entries also
  • And one of the key feature the invoice shows is the history of the transactions

SALES

When we click on sales module it gives the user access to various sales related functions starting from sales invoices to sales invoice function.

Sales Search:

Sales search shows the list of sales invoices of the business.

DATA AVAILABLE IN SALES SEARCH TABLE:

FIELD

DESCRIPTION

#

Serial number of the data available in the table

Party name

Shows the customer name of the transaction

Ref. no.

Shows the reference number of the sales invoice

Invoice date

Shows the invoice date of the transaction

Due date

Displays the due  date of the invoice payment

Total

The total amount of the transaction is displayed in this column

Amount paid

The amount paid against the invoice is displayed in this column.

Credits applied

The details of Credit notes applied against the invoice will be shown in this column.

And by clicking the credits applied, user can view all the credits applied history against the invoice.

It can be viewed in  the amount paid pop up window

Write off

Any balance write off amount applied against the invoice will be shown in this column.

Balance

The balance amount to be received after all the adjustments will be displayed here

Status

The status of the invoice is displayed as “paid, overdue, partially paid etc.”

 

Menus Available in sales Search

Sales Search

  1. Filter option
  • Filter of sales search can be done in two ways- either you can directly enter the party name, ref. number into the search bar near filter option or by clicking the filter drop down menu. You can filter the data by party name, Ref no, status
  • There is also an option available. By selecting the by date, by due within, the data can be filtered according to the due date or dates of the invoice or bills. There is also an option to view all, sale invoices, bills and sales draft.

         

  1. New sales Invoice

The new sales invoice button opens into sales invoice form where the user can add new invoice. Fields marked in red are to be mandatorily filled by the user.

  • User can set a new voucher format for certain customers it can be set in the voucher settings menu. And by setting that, the new sales invoice can be created according to that voucher format.

 

Steps to create a new sales invoice

  • Go to sales module and select sales invoices
  • Click the + New button on top right hand side of the page.
  • Select the customer and the details of them will be automatically filled.
  • Enter date as well as order number
  • Select payment method which is for cash or credit
  • Select tax type and item rates which is tax inclusive or exclusive
  • Select sales person
  • Add shipping address
  • You can also add description sales invoice details
  • And finally add product or service, its batch and qty
  • Click Save

Sales Invoice2

Fields

Description

Ref number

The reference number of the sales invoice will be generated automatically

Date

Enter the date of the sales invoice. But by default the date will be set as the date of entering the transaction in ACCOXI.

Payment method

Select payment method which is for cash or credit

 

User can set default sales invoice in the settingsàpreferencesàsales invoiceàdefault payment method

Customer

Select the customer from the drop down menu

User also can select cash sale but not credit.

Mobile

Will be automatically updated when the user select the customer.

And if it is  for cash sale, user can enter the phone number.

Description

Enter the decription of the purchase

Reverse Charge Applicability

If the recipient of the goods or services is liable to pay the tax instead of the provider of the goods and services the user can enable this option

Order number

Enter the purchase order number here

email

Will be automatically updated when the user select the customer.

And if it is  for cash sale, user can enter the email

Due date

Will be automatically selected when the user selects the customer

 

The due dates will be updated automatically according to the payment term defined while creating the new customer as well as changing payment term in the new sales invoice menu

Item rates

Select item rates

Tax type

Select the tax type of the sale which is local or inter state

Payment term

Will be automatically selected when user selects the customer because it is already defined while creating new customer.

And if the user wants to change the payment term they can change which will reflect on due date column.

Ship to

Enter the shipping address of the customer

User can define multiple shipping address of the customer while creating new customer and the available shipping addresses will be visible in the drop down menu of the shipping address.

Sales person

Select the sales person who is responsible for the sale

Product or service

Enter the product/service here. By pressing the enter key it will give you the details of all products that you entered

Batch

Select the batch of the product by clicking on the batches column

QTY

Enter the quantity of the products and save

Discount

The user can enable discount allowed on sales in this column

These discounts may be discount after tax, before tax, item level or the user can restrict the discount. For doing this user should enable these options from settingsàpreferencesàsales invoiceàdo you give discounts option.

SAVE as Draft

User can create a draft sales invoice by clicking save as draft. This wont be saved as an invoice and user can make changes in it later.

Save

By clicking save sales invoice is created and user will be redirected to sales invoice view window.

Clear

This option enables the user to clear the data entered in the new sales invoice window

 

Exit

User can exit from the invoice window by clicking this button.

 

Menu’s available in sales invoice view

Sales View

FIELDS

DESCRIPTION

1.New sale

 

A new sale button redirects the user to the create new sale window

 

2.Filter

Filter menu enable the user to filter the sales invoice data according to partially paid, unpaid, overdue, over due by today, cancelled and draft

3.Refresh

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

4.Pagination control

 

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

 

 

 

5.History

This menu helps the user to obtain the history details of the SALES INVOICE.

 

 

OPTIONS AVAILABLE IN HISTORY WINDOW

1.Comments and history

·         Shows all the edits and alterations of the sales invoice with date of the changes made

 

 

2.Payments

·         Shows the details about the payments made with date of payment, reference number, payment number, payment mode and amount.

 

 

3.Credits applied

·         Details of the credits that applied using the credit note shows here with date of credit note number and credits applied.

 

6.VIEW JOURNAL

 

 

 

 

 

It is the menu that shows the journal view of the transaction. Journal view shows both debit and credit aspects with amount.

 

 

7. Zoom in and out

 

This menu helps the user to zoom in the sales invoice

Zoom out button enable the user to reduce view size of the sales invoice

 

 

8. Page size

 

There are three types of paper size menus available on the top side of the sales invoice form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

 

9. Edit

Edit menu helps the user to edit or correct the details that are entered in the sales invoice and can save again after it.

 

10. Export to PDF

 

 

 

If the user wants to convert the sales invoice to PDF format, then export to PDF option is available.

After clicking export to pdf a save as directory option will appear and the user can opt the pdf file saving location

 

11. Print

Print menu helps the user to print the created sales invoice if required.

After clicking the print button it will redirect to print options where the user can select the printer, number of copies to be taken etc.

 

12.EMAIL

The user can send the created sales invoice to the customers or to anyone through Email by using the Email button.

 

By clicking the mail button it will redirect the user to mail format window where the “TO” mail address automatically appears with the mail id of the customer.”

 

13. Make payment: 

this is used to enter the payments received from a customer

Steps to make payment

Steps to make payment

  • Click on make payment button which will redirects you to Sales moduleàpayments receivedàcustomer payments
  • Select date of the receipt
  • Select by which account is the payment is received i.e. bank account or cash account
  • Enter narration to the customer payments
  • Select the instrument type like cash, cheque, DD etc.
  • Then enter instrument number, date and bank name
  • Finally Enter the amount received and click on Save

Customer Payment1

Fields

Description

Ref number

Will be automatically filled when we select make payment from invoice view

 

date

Enter the date of the payment

supplier

Will be automatically filled when we select make payment from invoice view

 

Phone number

Will be automatically filled when we select make payment from invoice view

 

GSTIN

Will be automatically filled when we select make payment from invoice view

 

 

Narration

Enter the narration of the payment

 

By account

Select from which account to be paid from

Instrument type

Select the type of instrument used to pay the supplier

Instrument number

Enter the instrument number

Instrument date

Enter the instrument date

 

Bank name

Enter the name of the bank

TDS

User can enter the TDS amount in here.

Amount column

Enter the amount  received and you can also pay partially

Pay Full amount option

 by clicking it the amount will be paid fully

Save

Click on the Save button to save the details that is entered. After clicking save, payment received mail option will appear.

Clear

Clear menu is for clearing or removing the data entered by the user.

exit

Exit menu is used to exit from the customer payment window without saving the customer payment form

14.More features option:

Gives access to more features to the invoices like apply credit note, customer advance adjustment, balance write off, send reminder mail, expected payment date, create recurring, create credit note, create duplicate, print delivery note, print packing slip and cancel invoice.

More Features 2

1.Apply credit note:

Apply credit note function is useful to adjust any sales return balances to the invoice.

Steps to apply credit note

  • Create a credit note from sales module against a customer transaction which is fully paid
  • And if another transaction happened with the same customer after creating the new invoice go to invoice view
  • And in more features option, select apply credit note
  • And the credit note lookup window will popup
  • Enter the amount to be adjusted in the invoice and click update

 

Apply Credit Note

Fields

Description

amount

Enter the amount to be adjusted

 

update

To save the changes

close

To close the apply credit note window

  • If the user tries to add amount more than credit balance a validation message will appear

2.Customer advance adjustment:

Customer Advance adjustment is an option used when a Customer pay the amount in advance or before purchase/buying any item. Here the payment is made first and after the payment, sales invoice will be created.

Steps

  • Go to sales module and select payments received
  • Select customer advance from the new option
  • Enter customer details and amount. Then click Save.
  • Then when a transaction is made with that customer, click on more features in the invoice view and select customer advance adjustment
  • And from customer advance adjustment window enter the amount to be adjusted and click ok

Supplier Advance Adjustment

Fields

Description

Adjustment amount

Enter the amount to be adjusted

 

ok

To save the changes

close

To close the customer advance adjustment window

 

 

 

 

 

  • If the user tries to add amount more than advance adjustment, a validation message will appear

3.Balance write-off:

This function is used to write off any balances to be received from the customers. If you give any allowances or extra discount to the customer you can adjust the amount in this function.

Steps

  • Select more features from the sales invoice view
  • Select balance write off option
  • Then a balance write off window will popup
  • Then user can select the account and date
  • User will then enter the adjusting amount and description
  • Then click save to save the changes

Balance Writeoff

Fields

Description

Ref. number

Reference number of the adjustment

 

date

Enter the date of the adjustment

account

Select the account of the adjustment

balance

Automatically appear the remaining balance to be received from the customer

amount

Enter the amount to be adjusted

description

Enter the description to the adjustment

save

Save the changes

close

Closes the customer balance write off window

4.Send reminder mail:

This option is to send a reminder mail to the customer regarding the pending amount owed to the user.

 

SEND REMINDER MAIL

Fields

Description

To

The default customer mail address i.e. recipient will appear

CC

To make Carbon copy of the mail and attach to different people

subject

Will automatically filled with details of invoice number and name of the organization

content

Reminder mail content this is a predefined format user can change it in the EMAIL templets settings

Font and paragraph edit

To edit the font and paragraphs these options can be used.

attachment

User can attach pdf files to the mail

send

Click the send button to send the mail

cancel

Click cancel button to close the window without saving.

5.Expected payment date:

This is to set the expected payment date from the customer and a notification will pop up on that date.

PAYMENT DATE

Fields

Description

Date

User can select the expected payment date from the customer

Notes

User can also add notes to the selected date

Ok

Click ok to save

close

Click close to close the window without saving

6.Create recurring:

If the sale of the same is recurring in nature user can create a recurring invoice by clicking create recurring option. This will redirects the user to recurring sales window

7.Create credit note:

The create credit note function is readily available in the invoice view itself. By clicking the create credit note it will redirect the user to credit note window where you can create a sales return against the selected invoice

8.Create duplicate:

this function is an easy tool to copy invoices. This will redirect user to sales invoice window with the same data that you entered previously

9.Print delivery note:

This is the option to print the data of the delivery of product of services to the customer. You can adjust the size of the paper in this option as well as there is an option to export to pdf file

=>User can zoom in and out the print delivery note using the relevant buttons

=> There are three types of paper size menus available on the top side of the print delivery note form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

=> If the user wants to convert the print delivery note form to PDF format, then export to PDF option is available.

=> Print menu helps the user to print the created print delivery note form if required. After clicking the print button it will redirect to print options where the user can select the printer number of copies to take etc.

DELIVERY NOTE (1)
10.Print packing slip:

This is the option to print the data of the packing of product or services to the customer. You can adjust the size of the paper in this option as well as there is an option to export to pdf file

=>User can zoom in and out the Print packing slip using the relevant buttons

=> There are three types of paper size menus available on the top side of the Print packing slip form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

=> If the user wants to convert the Print packing slip form to PDF format, then export to PDF option is available.

=> Print menu helps the user to print the created Print packing slip form if required. After clicking the print button it will redirect to print options where the user can select the printer number of copies to be taken etc.

PACKING SLIP (1)

11.Cancel invoice:

This option is to cancel the invoice that you created.

  • When the user clicks the Cancel button, it shows a cancel window
  • By default it shows customer details like name of the customer invoice number of the transaction and the amount
  • And the user need to enter the reason for Cancellation and click Ok
  • Select close to exit from the window without saving.

3.Export

The sales invoice list can be exported to Excel format. Click on the Export button at the top right corner near the +New button. Select the file location and click on save.

 

4.Refresh

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

 

5.View icon: 

This icon redirects the user to invoice view window

 

6.More option

 You can edit, view, make payment, export to pdf and print the invoice details if required using the more icon.

  • EDIT option redirects the user to sales invoice window where the user can update the data in the debit note
  • View option redirects the user can view the sales invoice details entered.
  • Make payment: This option redirects the user to customer payments menu where the user can enter payments received from the customers.
  • Export to pdf: If the user wants to convert the sales invoice to PDF format, then export to PDF option is available.
  • Print: Print menu helps the user to print the created sales invoice if required.

 

7.Colour Filter

Sales return and cancelled invoices are represented either in violet or red to denote return and cancelled respectively.

 

8.Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. By giving page number in the box and clicking on Go button, user can jump to the intended page.

9.Exit

Below the pagination control, there is exit button. If you want to exit the sales search page click on exit button.

 

Frequently Asked Questions?

01How do I filter my Sales data?

  • Click on Sales Module=> Sales Invoices => Sales Invoice search opens
  • Filter option is available below the sales search bar at the left hand side.
  • Sales can be filtered based on party name, reference number, status etc. Either you can give any of the said criteria directly into the search bar near filter option or by clicking the filter down arrow option you can give the details into the fields directly.

02How do I create a new Sales Invoice?

  • Go to Sales Module and select Sales Invoices
  • Click the + Newbutton on top right hand side of the page.
  • Select the customer and the details of them will be automatically filled.
  • Enter date as well as order number
  • Select payment method which is for cash or credit
  • Select tax type and item rates which is tax inclusive or exclusive
  • Select sales person
  • Add shipping address
  • You can also add description sales invoice details
  • And finally add product or service, its batch and Qty.
  • Click Save

03How to create a Sales draft?

  • Click on Sales Module=> Sales Invoices => Sales Invoice search open
  • Click on new Sales Invoice button.
  • Enter the details
  • Click on save as draft

04How can I view the history of Sales transactions

  • Click on Sales Module=> Sales Invoices => Sales Invoice search will open
  • Click on the eye button on the corresponding sales invoice which is located in the right end side. Eye button represents the view of created sales invoice
  • Then sales view window will open
  • From there click on the history button.
  • This menu helps the user to obtain the history details of the SALES INVOICE.

OPTIONS AVAILABLE IN HISTORY WINDOW

  • Comment and history: Shows all the edits and alterations of the sales invoice with date
  • Payments: Shows the details about the payments made with date of payment, reference number, payment number, payment mode and amount.
  • Credits applied: Details of the credits that applied using the credit note shows here with date of credit note number and credits applied.

05How can I view the journal of Sales transactions?

  • Click on Sales Module=> Sales Invoices => Sales Invoice search open
  • Click on the eye button on the corresponding sales invoice which is located in the right end side. Eye button represents the view of created sales invoice
  • Then sales view window will open
  • From there click on the journal button.
  • Then user can view journal of the transaction. Journal view shows both debit and credit aspects with amount.