Getting Started!

System Requirements General

Settings

Branch

Dashboard Sales

Loyalty

E Commerce

Purchase

Accounts

Cost Centre

Organization Unit

Inventory

Customer Supplier Reports

UAE VAT

Sales invoices in ACCOXI

A sales invoice serves as an accounting record documenting a business transaction, specifically detailing the services and product rendered to a customer, the date of transaction, and the amount owed by the customer to the business. In ACCOXI, you have the capability to generate sales invoices for transactions with your customers.

Key Features: -

Streamlined creation of sales invoices.
Convenient display of both the current invoice and the invoice history.
Effortless duplication of sales invoices.
Exporting sales invoices to PDF format for easy sharing and storage.
Sending reminders to customers through WhatsApp, SMS, email, and other channels.
Flexibility to edit the payment type associated with an invoice.
Capability to set up customer advances.
Adjusting invoice balances to accommodate specific customer needs.

Access to view invoices within the context of journal entries.

Clicking on the sales module provides users with access to a range of sales-related functions, beginning with the sales invoices and extending to various sales invoice functions.

SALES SEARCH:

The sales search feature displays a list of the business's sales invoices, allowing users to easily access and review these records.

DATA AVAILABLE IN SALES SEARCH TABLE:

Field	Description
#	Denotes the sequential number assigned to the data entries in the table.
Party Name	Displays the customer's name for the transaction.
Ref. No.	The "Ref. No." or "Reference Number" field in a sales invoice typically displays a unique identifier or number associated with that specific sales invoice.
Invoice Date	Indicates the date when the transaction's invoice was issued.
Due Date	Indicates the deadline by which the invoice payment is expected.
Total	The sum of the transaction is presented in this column.
Amount Paid	The column shows the payment made towards the invoice. Clicking on the amount paid provides the user with the customer's payment history.
Balance	The remaining balance to be received after all adjustments will be visible in this section.
Status	The invoice status is presented as "Paid," "Overdue," "Partially Paid," and so on.

MENU AVAILABLE IN SALES SEARCH

1. Filter option

Sales search can be customized using two methods. You can either input the party name or reference number directly into the search bar located near the filter option, or you can access the filter drop-down menu. Filtering options include party name, reference number, and status.
Additionally, there is a feature that allows you to filter data based on the due date or dates of the invoice or bills by choosing either "by date" or "by due within." You also have the option to view various types of transactions, including sales invoices and sales drafts.
Invoices can be arranged in either ascending or descending order according to their reference number and invoice date.

2. New sales Invoice

The "New Sales Invoice" button opens a Sales Invoice form, allowing the user to create a new invoice. Fields highlighted in red must be completed by the user as they are mandatory.

Here are the steps to create a new sales invoice:

Navigate to the sales module and select "Sales Invoices."
Click the "+ New" button located at the top right-hand side of the page.
Choose the customer for the invoice, and their details will be automatically populated.
Enter the invoice date and order number.
Select the payment method, which can be either cash or credit.
Select the item rates, which may be either inclusive or exclusive of taxes.
Select the salesperson responsible for the transaction.
Add the shipping address for the invoice.
Optionally, provide a description for the sales invoice to include additional details.
Add the products or services to the invoice, specifying the product batch and quantity for each item.

Once you've filled in all the necessary information, click the "Save" button to create the new sales invoice.

Fields	Description
Ref Number	The sales invoice's reference number will be generated automatically.
Date	You can input the date of the sales invoice, and by default, the system will set it to the current date.
Payment Method	You can choose the payment method, which includes options for cash or credit. Users have the option to configure a default payment method for sales invoices in the "Settings -> Preferences -> Sales Invoice" section.
Customer	You can choose the customer either by searching for an existing customer in the customer search or create a new customer by clicking the "+" icon.
Mobile	The information will be automatically updated when the user selects the customer. In the case of a cash sale, the user can also enter the phone number.
Description	You have the option to input a description regarding the transaction
Reverse Charge Applicability	If the recipient of the goods or services is responsible for paying the tax, rather than the provider of the goods and services, the user can activate this option.
Order Number	You can input the purchase order number in this field.
Email	The information will be automatically updated when the user selects the customer. In the case of a cash sale, the user can also enter the email address.
Due Date	The due dates will be automatically updated based on the payment terms defined during the creation of the new customer, as well as any changes made to the payment terms in the New Sales Invoice menu.
Item Rates	Item rates may be either inclusive or exclusive of taxes.
Payment Term	It will be automatically chosen when the user selects the customer because it has already been defined during the creation of a new customer. If the user wishes to modify the payment terms, they can do so, and this change will be reflected in the due date column.
Ship To	Users have the option to define multiple shipping addresses for the customer when creating new customer profiles. These available shipping addresses will be accessible in the drop-down menu for selecting the shipping address.
Salesperson	Choose the salesperson who is responsible for the sale.
Product Or Service	You can enter the product or service here. By pressing the Enter key, it will provide you with details for all the products and services you have created.
Batch	You can select the batch of the product by clicking on the "Batches" column. The defined batches will be listed here for you to choose from.
QTY	You can enter the quantity of the products.
Rate	The defined sales rate for the item will be automatically filled, but you also have the option to manually change the sales rate if needed.
Discount	The user has the option to enable discounts on sales in this column. These discounts can take various forms, including discounts applied after tax, before tax, or at the item level. The user can also restrict discounts if desired. To configure these discount options, the user should enable them in the "Settings -> Preferences -> Sales Invoice -> Do You Give Discounts" section.
Redeem Points	This feature is exclusively available for loyal customers participating in the loyalty scheme. It allows loyal customers to redeem points from their loyalty cards to receive discounts.
Customer Notes	You can input customer notes in this column.
Terms And Conditions	You can specify the invoice terms and conditions in this column.
Save As Draft	Users have the option to create a draft sales invoice by selecting "Save As Draft." This draft will not be saved as a finalized invoice, allowing the user to make changes to it at a later time.
Save	By clicking "Save Sales," the invoice is generated, and the user will be redirected to the Sales Invoice View window.
Clear	This option allows the user to clear the data entered in the New Sales Invoice window.
Exit	Users can exit from the invoice window by clicking this button.

MENU AVAILABLE IN SALES INVOICE VIEW

New Sale

The "New Sale" button directs the user to the "Create New Sale" window.

Filter

The filter menu allows the user to sort and filter the sales invoice data based on various criteria, including partially paid, unpaid, overdue, overdue by today, canceled, and draft.

Refresh

If the most recent data is not visible, you can click on the refresh icon located in the top left corner of the page to retrieve the updated information.

Make payment

This is used to record payments received from a customer, and it will direct the user to the payment received screen.

Here are the steps to make a payment and record it:

Click on the "Make Payment" button, which will take you to the "Customer Payments" screen.
Select the date of the receipt.
Choose the account through which the payment is received, such as a bank account or cash account.
Enter a narration for the customer payment, which can include additional information or notes.
Select the instrument type used for the payment, such as cash, cheque, DD (Demand Draft), etc.
Enter the instrument number, date, and the name of the bank (if applicable).
Finally, input the amount received and click on the "Save" button to record the payment.

Fields	Description
Ref Number	The reference number will be automatically populated when choosing 'Make Payment' from the invoice view, ensuring its uniqueness.
Date	You have the option to input the payment date, and by default, it will display the current date.
Customer	This field will be automatically populated when you select 'Make Payment' from the invoice view.
Narration	You have the option to input a narration for the payment transaction.
By Account	Choose the account from which the payment should be debited.
Instrument Type	Pick the type of instrument that was used for receiving the payment.
Instrument Number	You can input the instrument number if it is applicable.
Instrument Date	You can enter the instrument date if it is applicable.
Bank Name	Input the name of the bank if it's relevant to the payment.
Amount Column	You can enter the received amount, and if needed, you have the option to make a partial payment.
Bank Charges	You can specify any bank charges incurred during the transaction.
Pay Full Amount Option	By clicking it, the entire amount will be paid in full.
Save	Click on the "Save" button to save the entered details. After saving, an option for sending a payment received email will be available.
Clear	The "Clear" menu is used for erasing or removing the data entered by the user.
Exit	The "Exit" menu is employed to leave the customer payment window without saving the customer payment form.

5. SMS

Users have the option to send the invoice to the customer via SMS. Clicking the SMS icon will present a draft SMS message, allowing the user to edit and send it to the customer.

6. WhatsApp Integration

Users can send invoice messages through WhatsApp using this feature. Users simply need to log in to WhatsApp and can easily send the invoice message.

7. History

This menu is intended to help users access the past information pertaining to the sales invoice.

Features provided in the history window:

Comments and history

Displays all modifications and revisions made to the sales invoice along with the respective dates of the changes.

Payments

Provides information regarding the payments made, including the date of payment, reference number, payment number, payment mode, and the amount.

Credits applied

This section displays information about the credits applied using the credit note, including the date of the credit note, the credit note number, and the credits that have been applied.

8. View Journal

This menu displays the journal view of the transaction, which presents both the debit and credit aspects along with the corresponding amounts.

9. Edit

The "Edit" menu allows the user to make adjustments or corrections to the details entered in the sales invoice, and the changes can be saved again.

10. Export To PDF

To convert the sales invoice into PDF format, the "Export to PDF" option is provided.

After selecting "Export to PDF," a "Save As" directory option will appear, allowing the user to choose the location for saving the PDF file.

11. Print

The "Print" menu enables the user to print the created sales invoice when necessary.

Upon clicking the "Print" button, it will direct the user to the print options, where they can choose the printer, specify the number of copies to be printed, and configure other print settings as needed.

12. Email

Users can choose to send the invoice to the customer via email. By clicking the Email icon, a draft email content will be displayed, enabling the user to make edits and then send it to the customer.

13. More features option

Provides access to additional features related to invoices, including the ability to apply a credit note, adjust customer advances, write off balances, send reminder emails, specify expected payment dates, create recurring invoices, generate credit notes, duplicate invoices, print delivery notes, print packing slips, and cancel the invoice.

a. Apply credits:

The "Apply Credits" function enables customers to utilize their credits from customer advances and credit notes, which they can apply to offset the amount on their invoice.

Here are the steps to apply credit:

Click on the "More" option and select "Apply Credits."
A table will appear, showing the amount and the available balance credits for the customer.
Enter an amount that is equal to or less than the available credits.
Click "Update" to save the updated invoice with the applied credits.
If the user attempts to add an amount that exceeds the credit balance, a validation message will be displayed to alert them.

Fields	Description
Amount	You can input the amount that needs to be adjusted.
Update	The "Update" button is used to save the changes.
Close	The "Close" button is used to close the Apply Credit Note window.

b. Balance adjustment:

This function is employed to make adjustments to balances that are to be received from customers. If you provide any allowances or additional discounts to the customer, you can make adjustments to the amount using this function.

Here are the steps to perform a balance adjustment:

From the sales invoice view, select "More Features."
Choose the "Balance Adjustment" option.
A Balance Adjustment window will appear.
In this window, select the account and date for the adjustment.
Enter the adjusting amount and provide a description for the adjustment.
Click "Save" to save the changes.

Fields	Description
Ref. Number	The reference number of the adjustment is automatically populated.
Date	You have the option to input the adjustment date, and by default, it will display the current date.
Account	Choose the account for the adjustment.
Balance	The remaining balance to be received from the customer will automatically appear.
Amount	You can input the amount that needs to be adjusted.
Description	You can provide a description for the adjustment.
Save	Click on the "Save" button to save the changes.
Close	This action closes the Customer Balance Write-Off window.

c. Send reminder mail:

This option is used to send a reminder email to the customer, reminding them of the outstanding amount owed to the business.

Fields	Description
To	The recipient's default customer email address will be displayed.
CC	To create a carbon copy of the email and send it to different recipients.
Subject	This field will be automatically populated with the details of the invoice number and the name of the organization.
Content	The content of the reminder mail follows a predefined format, but the user has the option to modify it in the Email Templates Settings.
Font And Paragraph Edit	To customize the font and paragraphs, you can utilize these features.
Attachment	Users have the option to attach PDF files to the email.
Send	Click the "Send" button to transmit the email.
Cancel	Click the "Cancel" button to close the window without saving any changes.

d. Expected payment date:

This function is used to specify the expected payment date from the customer, and a notification will be triggered on that particular date.

Fields	Description
Date	The user can choose the expected payment date from the customer.
Notes	The user can also include notes or additional information for the selected date.
Ok	Click "OK" to save the changes.
Close	Click "Close" to exit the window without saving any modifications.

e. Create recurring:

If the sale is recurring in nature, the user can create a recurring invoice by selecting the "Create Recurring" option. This action will direct the user to a recurring sales window.

f. Create credit note:

The "Create Credit Note" function is conveniently accessible within the invoice view. Clicking on "Create Credit Note" will direct the user to the credit note window, where they can create a sales return against the selected invoice.

g. Create duplicate:

This function serves as a handy tool for duplicating invoices. It will guide the user to the sales invoice window with the same data that was previously entered, making the process of creating similar invoices more efficient.

h. Print delivery note:

This option is used to print the details of the delivery of products or services to the customer. You can customize the paper size, and there's also an option to export it to a PDF file.

The user can adjust the zoom level on the print delivery note using the appropriate buttons.
The "Print" menu facilitates the user in printing the created print delivery note form when necessary. Upon clicking the "Print" button, it will lead to print options, allowing the user to choose the printer, specify the number of copies to be printed, and make other print-related selections.

i. Print packing slip:

This option is used to print the details of the packing of products or services for the customer. You can customize the paper size, and there is also an option to export it to a PDF file.

The user can adjust the zoom level on the Print packing slip using the appropriate buttons.
If the user wishes to convert the Print packing slip form to PDF format, the "Export to PDF" option is accessible.
The "Print" menu assists the user in printing the created Print packing slip form when necessary. After clicking the "Print" button, it will navigate to print options, allowing the user to choose the printer, specify the number of copies to be printed, and make other print-related selections.

j. Cancel invoice:

This option allows you to cancel the invoice you have created.

When the user clicks the Cancel button, it shows a cancel window
By default, the cancellation window displays customer details, including the customer's name, the invoice number of the transaction, and the amount.
The user is required to input the reason for the cancellation and then click "OK."
To exit the window without saving any changes, the user can choose the "Close" option.

14. Pagination control

This feature manages page navigation and page size. You can set the page size to 10, 20, 50, or 100. Additionally, by inputting the page number in the box and clicking the "Go" button, you can directly navigate to the specified page.

3. Export

You have the option to export the sales invoice list to an Excel format. To do this, simply click the "Export" button located in the upper right corner near the "+New" button. After that, choose the destination for the file and click "Save."

4. Refresh

If you don't see the most recent data, simply click on the refresh icon located in the upper left corner of the page to retrieve the latest information.

5. View icon

Clicking on this icon will take you to the invoice view window.

6. More option

Using the "More" icon, you have several options for managing the invoice details:

Edit: This option takes you to the sales invoice window, where you can update the information in the debit note.
View: Selecting this option allows you to view the details entered in the sales invoice.
Make Payment: This option redirects you to the customer payments menu, where you can record payments received from customers.
Export to PDF: If you wish to convert the sales invoice into a PDF format, you can choose the "Export to PDF" option.
Print: The "Print" menu enables you to print the created sales invoice if a physical copy is needed.

These options provide flexibility and control over your sales invoice management.

7. Colour Filter

To signify sales returns and cancelled invoices, violet and red colors are used, respectively.

8. Pagination Control

This feature manages both page navigation and page size. Users have the flexibility to set the page size to 10, 20, 50, or 100 entries per page. They can also navigate to a specific page by entering the page number in the designated box and clicking the "Go" button.

9. Exit

The option to exit the sales search page can be accessed by clicking the "Exit" button located below the pagination controls.

how to create sales inovice in accoxi?

Sales invoices in ACCOXI

SALES SEARCH:

DATA AVAILABLE IN SALES SEARCH TABLE:

MENU AVAILABLE IN SALES SEARCH

Signup