Sales - Getting started

1What the Sales module does #

Sales records what you sell and to whom: the bill with its GST, the goods leaving stock, the amount the customer now owes, and later the payment that clears it. The module has no screens of its own. Every sales document is a voucher type opened on the one voucher entry screen, and what each voucher type shows, demands and posts is set once in Voucher Manager.

A sale can be a single step - a counter bill - or a chain in which each document is loaded into the next, so nothing is typed twice. Only the invoice is required.

Licence. The Sale menu and its voucher types need Sales on the company's licence. Quotations and sales orders are Order Management voucher types (unless Voucher Manager files a type under another module), receipts are Financial Accounting, and pulling one document into the next needs Linked Transactions. A voucher type whose module is not licensed is not listed for anyone, and cannot be saved.

Features of Sales, each bought on its own: Custom Rates and Discounts, Customer Card, Customer Loyalty Points, Cashier, Touch POS and Direct Printing. Each needs Sales as well; where the licence does not hold one, its pages, buttons and voucher-type switches are simply not there. Licences that used them before October 2026 were given them, so nothing was taken away.

2Where to find help #

Help comes in three places, and they use the same words.

• On every screen - the Help panel on the right of the voucher screen, Ledger Account Master, Voucher Manager and every other page. It explains the screen step by step, every field, the keys and the rules the save applies. It ends with If something does not work: every message the screen can show, grouped by when you meet it, with why it happens and what to do.
• The manual - at the foot of this page, every screen this guide talks about in full: the voucher type list, the voucher screen, Ledger Account Master, Voucher Manager, the tax, sundry and price masters, Rates & Discount Settings, Credit Approvals, the mail set-up and the report viewer.
• The search box - Search help... at the top of every page finds a word in every screen's help and opens that screen or that topic. Ask beside it answers a question in your own words from the same help.

3Where things are - the Sales menu #

Press Sale in the sidebar. The page lists Start here (this guide) and, under Voucher Entry, every sales voucher type you hold a right on, then the Sales Dashboard and the sales reports (Sales registers, Sales orders, Sales analysis, Customer outstanding, Salesman analysis, Prices and GST, Counter sales). Pressing a card opens a new voucher of that type in its own tab. Everything else a sale needs lives in other menus:

4The Sales Dashboard - where things stand #

Sale > Sales Dashboard (under *Start here*) shows the module at a glance: what was sold today, this month and this year; returns; what customers owe and what is overdue; sales orders still to deliver; and the customers to chase first.

• Every tile has a button that opens the report behind the figure, and every list has one at its head - the dashboard is where you start, the report is where you act.
• A figure that wants attention reads red; one that is as it should be reads green; a plain figure is just a fact.
• The figures are for the report option you signed in with (All, Branch or Group), shown at the top as *For*, up to today. *This year* is the financial year; *this month* the calendar month.
• Cancelled vouchers are never counted, and money figures count posted vouchers only. What is entered but not posted has a tile of its own.
• The page is read when it opens and on Refresh (F3); it does not refresh by itself. Nothing is changed there.
• The right. The dashboard has a user preference of its own: *User Can View Sales Dashboard* in User Manager > Preferences. It starts unticked for everyone, because the dashboard shows money figures; an administrator ticks it for whoever should see it. Administrators always hold it.

5First-day setup (administrator) #

Do these once per company, in this order. Each step needs the one before it: a customer cannot default to a transaction class that does not exist, and a voucher type cannot price from a price type nobody has made.

1. Check the licence and the edition. Sales for the invoice types, Financial Accounting for receipts, Order Management for quotations and orders, Linked Transactions to load one document into the next. The edition decides the branch features: ERP has branches (branch-wise numbering, branch-wise pricing, voucher sharing, branch columns in reports); Professional always works as branch 1.
2. Company settings. In Settings > General Settings, decide Track divisions first - it is structural. In Account Settings: whether bill-by-bill allocation is compulsory (#11), whether the allocation window offers On Account (#44), whether bills adjust within the same branch only (#80), and the three credit-approval rules (#211 fallback approvers, #212 self-approval, #213 largest number of bills per grant). In Inventory Settings: Require Reverse Calculation For Amount Column in Inventory Vouchers (#88), Sales vouchers need a profit centre (#224) and Sales vouchers need a salesman (#225), and the barcode settings if you scan.
3. Tax. Make a Tax Class for each GST rate (the full rate, its state and central halves, and the integrated rate), give every item its tax class and HSN code, and make the Transaction Classes - at least a local and an interstate class for each kind of sale, each with its Nature Of Transaction, the accounts each value posts to, and any sundry it should add by itself (rounding, for instance).
4. Sundries. In Bill of Sundries, define the charges and deductions that go below the lines - freight, packing, rounding, discount - with their sign, calculation base and posting account.
5. Prices. Make the Price Types (Retail, Wholesale ...), enter each item's price for each type in the Item Master, and build Price List Manager lists if some voucher types or branches price from a list. Customer-specific deals go on Rates & Discount Settings.
6. Customers. Make sure a ledger group of the Customers category exists (Sundry Debtors), then create the customers - see Add a customer below.
7. Voucher types. In Voucher Manager, open each sales voucher type (or Duplicate a good one) and set: numbering; Affect Books and Affect Stock; Head Of Account Selection Mode (By Transaction Class is the usual GST set-up); Price Source and Default Price Type To Use; the discount switches; Selection Group (so only customers are offered); the Transaction Class ticks; the columns (Col. Properties); the statuses; the e-mail and SMS options; and, for types that load from an order or a delivery note, Enable Linked Transaction and its properties.
8. Rights. In User Manager, on the Vouchers tab, tick for each person the rights on each voucher type: Create, Alter, Delete, Find, Print, Re-Print, and the finer ones (Allow Rate Edit, Edit Sundry, Allow Post Dated, Status Change, Allow Stock Reserve, Allow Load Voucher, Voucher Sharing ...). Grant the report rights on the Reports tab.
9. Mail. In Settings > Email Account, add the sending account and send a test; in Email Templates, make a template for each voucher type that is e-mailed.

6Keys on the voucher screen #

The voucher screen is built to be used without a mouse: Enter moves to the next field and F5 always saves.

In the Bill-By-Bill Allocation window: New Ref. (F3), Adjustment (F4), Advance (F7), On Account (F8) and OK (F5). Shortcuts belong to the tab that has focus, so a second voucher open in another tab never takes them.

7Add a customer #

A customer is a ledger account in a group of the Customers category - usually Sundry Debtors - made on the Ledger Account Master. The group decides what the form offers: a customer group switches Maintain Bill by Bill Balance ? on, so every invoice is tracked as its own bill, and opens the Address Book and Credit Limit actions.

1. Type the Name - it must be unique in the books - and pick the Group Name. The Account Code is generated at save from the group's numbering.
2. Pick the statutory classification (a dealer class such as Registered Dealer, Unregistered Dealer or Retail Consumer), or __NotApplicable__; blank is refused. A dealer class enables the Default Transaction Class - pick the class this customer's sales normally take, so the voucher can fill it in.
3. Enter any Opening Balance with its D/C side and the Date of Account Opening, then Save (F5). The record stays on screen in View mode and the Actions unlock.
4. Open Address Book / Contacts...: pick the State first, then the GST No - 15 characters starting with that state's code, or URP for an unregistered buyer. Add the contact person, mobile and e-mail; the e-mail is where e-mailed invoices go when the voucher carries none.
5. Open Credit Limit...: the limit amount, its D/C side, the Credit Period (Days), the Mode (Block, Warn or Approval) and, once the credit-approval script has run, an optional Credit Approver. See Credit control below.
6. If the opening balance is made of old unpaid bills, open Bill-by-Bill Opening... and list them - reference, date, amount and due date - until the whole opening is allocated, so receipts can be set against them later.

Switches worth knowing

• Block Payment/Sale against (-) balance ? - refuses a sale when the customer has no credit left. A credit approval does not lift this block.
• Has Login and Login Name - link a user to this account (the customer portal uses it).
• Lead link - with CRM licensed and Link ledger accounts to CRM leads on in Account Settings, the account names the CRM lead it came from.
• Branch visibility (ERP edition only) - All makes the account usable in every branch; Selective lets you tick the branches.

8Raise a sales invoice #

Open Sale in the sidebar and press the invoice voucher type, for example Outward Supply - B2B. It opens in a new tab in Add mode, with the number assigned by the type's numbering.

1. Check the header. The Transaction Date must fall inside the open financial year; a date outside it is refused as you leave the field. Adding a voucher dated other than today needs the change-date right. Change the Price Type on the toolbar now if you need to - changing it later re-prices every line.
2. Pick the customer in Party (the label may read Customer). With Show Ledger Balance on Transaction (Inventory Settings #4) on, the customer's closing balance appears under the field. Only accounts in the voucher type's Selection Group are listed.
3. Pick the Transaction Class - local or interstate, B2B or B2C. On a voucher type set to choose the class from the party, it is filled in for you and the screen says Transaction Class auto-set to '...' from party '...'.
4. Add the lines. In the entry panel under the grid, pick the item, type the quantity and press Enter through the line: rate, discount and tax fill in. Press F7 or Add Item to commit the line; focus returns to the item box for the next one. Any window the line needs - serial numbers, warehouse, parameters - opens by itself as it is committed.
5. Add sundries such as freight or rounding in the Sundries grid below. A percentage sundry follows the item total; type an amount and it stays fixed.
6. Save with F5 and confirm. The checks run (see What the save checks), and the voucher posts. For a customer kept bill by bill, Bill-By-Bill Allocation opens: press New Ref. (F3) so the invoice becomes a bill the customer owes, then OK (F5).

The header

• Voucher No - typed or automatic, as the voucher type's numbering says; read-only when automatic. With branch numbering (ERP) each branch has its own series.
• Ref. No - the customer's reference, for example their purchase order number. Compulsory when the type says so.
• Post-dated (tick under the date) - lifts the financial-year limit and, while adding, accepts only a future date. It needs the Allow Post Dated right and is not remembered with the voucher.
• Stock Updation Date - the date the stock moves, when it differs from the transaction date.
• Employee (the salesperson) and Profit Centre - credited with the sale; required when the type or settings 224 and 225 say so.
• Currency and Exchange Rate - on a voucher type with currency selection; the rate defaults from the rate table for the date and can be changed.
• Linked Transaction and Link Src. ID - the order or delivery note this invoice is drawn from (see From quotation to invoice).
• Narration - free text; Enter moves on, Ctrl+Enter starts a new line, and Std. Narrations inserts a saved phrase.
• Contact & Delivery Information tab - the billing name, address, contacts and GSTIN for this one voucher; Address From AddressBook fills it from the customer.

The item lines

Each line carries Item Name, Qty and Unit, Rate, Gross, the discount, the taxable value, the Tax Class with its tax, and the Net Amt. More columns - batch, expiry, stock group, MRP, Free Qty, extra discounts, required date, custom columns - appear when Col. Properties in Voucher Manager switch them on, so your grid may carry more than this list. Each line's Actions column offers Insert line above and Duplicate line while editing, and the per-line windows (Params, Whse, serial numbers, Variants) when the line needs them.

Adding many lines at once

• Add Selected (F5) - the item pick-list opens a selection window; tick several items and bring them in together.
• Scanning - when the voucher type uses a barcode column, the scan box keeps focus after each scan, so a scanner can fill the grid. The scan rules (prefix, quantity inside the barcode, box quantity, duplicate refusal, branch-only barcodes) are set in Inventory Settings.
• Import from Excel - reads ItemName, Qty and UnitPrice (and optionally stock group, style, remarks and discount) from an .xlsx sheet, shows every row with a reason against those it cannot use, and skips them. A blank rate falls back to the item's own price.
• Create Multiple Lines - several separate lines of the same item in one pass: a number of identical lines, or one line per stock group with its own quantity and rate.
• Load Vch. (Ctrl+F12) - pulls the lines of one or more saved vouchers into this one (see From quotation to invoice).

The information strip and the price windows

Picking an item can light up a strip under the entry panel. With the Show Price History ? switch on the voucher type, it shows the item's MRP, last selling price, last net selling price and the last price given to this customer (the cost figures only to users who hold Show cost price in price-history panel). With Show stock details in info panel ? on, it shows current stock, reserved stock and, in the ERP edition, branch stock. Beside the fields sit three buttons: Alternatives (Ctrl+M) next to Item Name, and Prices and History (Ctrl+H) next to Net Rate. Choosing a row in Prices or History writes that rate into the line.

What happens after Save

• Windows the voucher type asks for open in turn: Bill-By-Bill Allocation for each bill-by-bill account, cost-centre allocation, custom fields, cheque tracking, the installment plan, the manual document details (book, page and line numbers, when the company tracks them). Cancelling a window the save requires cancels the whole save.
• Saving a voucher again after Modify (F4) keeps its references: the window opens with the rows it had, already allocated in full, so OK (F5) or Cancel (Esc) leaves them as they were. When the voucher's total changed, its own single New Ref. row follows the new total. Any other set of rows that no longer adds up to the new total opens in the window with the difference shown in Balance: change the amounts and press OK (F5). Cancelling at that point leaves the voucher with no references.
• The voucher type's e-mail, SMS and share windows follow, then the print, when Print Voucher On Save is on.
• Lines the save warns about are marked: yellow = saved with a warning (out of stock, negative profit, price limit), red = what blocked the save. Hover a marked line for the reason; a Line Issues window lists them all.
• A new voucher that saved without any warning clears for the next one, so a counter can key bill after bill without pressing Add. A voucher saved with warnings stays on screen with its marks.

9What the save checks #

Checks run twice: the screen refuses what it can see before sending, and the server refuses it again while saving - the second refusal is the one that counts, because somebody else may have changed something in between. The whole save is one transaction: header, lines, sundries and every allocation are written together, or nothing is.

• Date - inside the open financial year, and not in a period closed under Tools > Close Transaction Period (the database refuses new entries, changes and deletions there).
• Party and header fields - the party, and whatever the voucher type makes compulsory: Transaction Class, Profit Centre, Employee, Ref. No and date, Narration, Division.
• The number - a manual number cannot be blank or a duplicate in its series.
• At least one line, each with an item and a quantity; the columns the type marks compulsory must be filled. Column rules set in Voucher Manager (no blank, no zero, no duplicate on another line) are checked as each line is committed.
• GST - the GSTIN on the Contact & Delivery tab must be 15 characters and start with its state's code (URP is exempt); a class marked GST No compulsory needs the state and the GSTIN; a B2C class on a customer with a GSTIN asks you to confirm; the B2CL / B2CS rule on the Rs 2,50,000 threshold; and taxable lines that carry no tax are refused.
• Stock - what the voucher type's Action Against Neg./Zero Stock says: warn, or stop the save, when a line would take stock below zero. Negative profit and prices outside a product's limits are warned about or refused the same way.
• Amount limit - a voucher above the type's Maximum Voucher Amt. Limit is refused; a zero-valued voucher is refused unless the company allows it.
• Credit - the customer's credit limit, credit period and negative-balance block (see Credit control).
• Linked quantities - a line drawn from an order or delivery note cannot exceed what the source still has pending.
• Allocations - where the type demands one (warehouse, serial numbers, variants), the allocated quantity must equal the line's quantity; serial numbers must be in stock at the branch.
• Rights - Create or Alter on the voucher type, Edit Sundry for sundry changes, and Allow Rate Edit to change a rate, discount or amount. The server also refuses a changed rate on a line that was already saved, unless its item or unit changed.

10Prices and price levels #

Every line's rate comes from somewhere, and the voucher type decides where.

• Changing the customer in Add mode, on a type that uses customer prices or custom discounts, asks Update price and custom discount for this party? - Yes re-prices every line, No leaves them as they are.
• Quantity slabs - an item priced by slabs re-rates itself as you type the quantity, and falls back to its normal price outside every slab.
• Reverse calculation - with Inventory Settings #88 on, the line's Amount can be typed: enter the final tax-inclusive figure and the rate and discount are worked out backwards.
• MRP-based pricing - with the discount set to Rate From MRP or Rate From MRP (MRP Down), the rate is derived from the MRP and the discount column becomes the margin.
• Update Price Levels is master maintenance, not part of the voucher: the new prices stand even if the voucher is abandoned, and apply to every later transaction.
• Price List on the right-hand rail shows the whole catalogue at the price type the voucher is using - for reference only.

Rate, Gross, Amount and Discount greyed out means you may not change rates on this voucher type: that is the Allow Rate Edit right (User Manager, Vouchers tab). It is read when the voucher type opens, so a change takes effect the next time the type is opened. Rates that come from the price type, a price list or a linked order still fill in.

No prices defined for '...' means the item has no rate for the price type this voucher uses. Set the price on the item, or switch the voucher's price type.

11Discounts, schemes and customer cards #

The discount column

Discounts start from one switch on the voucher type: Enable Item-Wise Discount Col. ?. It is the parent of two more - Apply Default Discount In Product Master ? (each item's default discount fills in) and Apply Custom Discount ? (the schemes run). Voucher Manager lets you turn the two on only while the parent is on, and the voucher screen runs the schemes only when both the parent and the child are on.

• Discount Properties (Voucher Manager) - the column's printed name (for example Disc %), Calculation On (On Amount, On Rate, ON MRP, ON NET RATE, ON Qty, Rate From MRP) and Calculated By (By Percentage or By Value).
• Three tiers - besides the Discount, a type can show Extra Discount and Additional Discount. All three are worked out on the line's gross value side by side, and each one lowers the taxable value, the tax and the line total. Customer and quantity-slab schemes fill the Extra tier.
• Free Qty - bonus quantity that moves stock but carries no value; with the discount set to On Qty, the Discount column fills it.

Schemes - Rates & Discount Settings

A scheme is a deal for one custom group of customers, or one account, for a date range. It can set fixed rates, give item-wise, group-wise, brand-wise or profit-based discounts, give an item when another is bought, and reward the size of the whole bill.

1. On Rates & Discount Settings, press Add (F3), pick the Selection Type (Custom Group or Ledger Account) and the customers, and the Effective Date From / To.
2. Fill only the tabs you need: Custom Rate (fixed prices, optionally with quantity slabs), Discount - Item Wise, Group Wise, Brand Wise, Discount On Profit-%, Item To Item (buy this, get that) and Invoice Value Based (which posts through a Discount Sundry Item).
3. Make sure Is Active is on, and Save (F5).
4. On a voucher for that customer, press Apply Discount (Add mode) - the same engine also runs by itself during Save. Running it again replaces what it gave; it never stacks.

No matching custom discount scheme for this party / date / items. and Previously applied scheme discounts were cleared - no scheme matches this voucher now. are information, not errors: a change of customer, date or items took the voucher out of a scheme, so check the rates before saving. Custom discount exceeds its Maximum Qty level refuses a line above the quantity the scheme covers.

Customer cards

On a voucher type with Track Customer Card, Apply Card (Add mode) applies a card's scheme - a flat percentage, a special price list, margin-based slabs or the items' card rates. The card then stays on a chip beside the button, and every line added afterwards gets the same treatment, however it is added. The x on the chip takes the card off and undoes its discounts; a discount you change by hand afterwards is left alone. An inactive, expired or unknown card is refused (Card is not activated!, Expired Card, Invalid card number!).

12Sundries - freight, packing, rounding #

A sundry is a charge or deduction under the lines of a bill. It is defined once in Bill of Sundries and picked on the voucher's Sundries grid.

• Type - + adds to the bill, - takes off (a discount), # is shown but changes nothing.
• Calculation Type - the base the voucher's rate applies to: the basic amount, the running total, another sundry, the tax, and more. Type a Rate (%) and the amount follows the base; type an Amount and it stays fixed when the lines change.
• Adjust in Sale - Y folds the amount into the sale; N posts it to its own Account to Post.
• Rounding - a sundry with the ROUNDING behaviour rounds the bill by its Rounding Method.
• Automatic sundries - a transaction class can add sundries by itself on every voucher of that class, with a preset rate or amount.

Adding a sundry, changing one, or removing a saved one needs the Edit Sundry right on the voucher type; the server refuses the save without it too. Sundries the voucher type brings in and recalculates by itself need no right. After heavy hand-editing, F8 Update Summary recomputes every automatic sundry from the fresh item total.

13GST on a sale #

Two masters decide the tax on every line. The Tax Class on the item holds the rates; the Transaction Class on the voucher holds the nature of the sale - local or interstate, B2B or B2C, export, RCM - and which accounts each value posts to. A voucher with no class computes no tax, which is why customers carry a default class.

• Which GST applies - the tax class holds the full rate, its state and central halves, and the integrated rate. The voucher applies CGST + SGST when the customer is in the company's state, IGST when not.
• Choosing the class - pick it on the header, or let the voucher type fill it from the customer (Auto Select Transaction Class Based On Party GSTIN with the By Transaction Class head-of-account mode). The list offers the classes ticked for this voucher type in Voucher Manager.
• The GSTIN checks - a GSTIN must be 15 characters and its first two digits must be the state code; Transaction class '...' requires a GST number comes from a class marked GST No compulsory; a customer with a GSTIN on a consumer class (b2cs, b2cl ...) is asked about, because the supply would be reported in the wrong GSTR-1 section.
• The Rs 2,50,000 rule - a B2CL class is refused on an invoice at or below the threshold and on a same-state supply; a B2CS class is refused on an inter-state invoice above it; above it the customer's state cannot be blank.
• E-way Bill - on a saved invoice, E-way Bill on the right-hand rail records the transport details: supply and document types, ship-to and ship-from (one click fills it from the branch), transporter, distance and vehicle. They print on the invoice's e-way section.

14GST e-invoices (IRN) #

An e-invoice is a sale, credit note or debit note registered with the government portal, which answers with an IRN (Invoice Reference Number) and a signed QR code. The web program sends the voucher from the server through your own provider account, keeps what comes back against the voucher, and records every call. It needs the E-Invoicing subscription on the licence.

Before the first e-invoice (administrator)

1. Settings > API Providers: one row marked Default for each of the types IRN Request, IRN Cancel and E-Invoice By IRN - the provider's address for that call, the API key (the provider's CD key), Client ID and Client secret (the provider's user and password), End-user name and password (the portal's API user). The address must begin with https://; a plain http:// address is refused, because your passwords travel inside the message. A row can be tied to branches; a tied row wins.
2. Which provider: the row's Provider name decides how the web talks to it. Webtel - the address is the full address of each call; API key = CD key, Client ID and Client secret = the provider's user and password, End-user name and password = the portal's API user. TaxPro GSP - the provider's base address on every row; API key = ASP id, Client secret = ASP password, End-user name and password = the portal's API user. Adaequare - base address; Client ID = app id, Client secret = app secret, End-user name and password = the portal's API user. ClearTax - base address; API key = the account's auth token only. TaxPro GSP, Adaequare and ClearTax are written from the providers' public documents and have not yet been run against their services: start with the provider's trial address, press Test connection, raise one IRN and read its History before the live address is put in.
3. Branch master: GSTIN, formal name, address line 1, place, PIN code and state. The seller of an e-invoice is the voucher's branch.
4. Ledger Account master of each party: GSTIN, address line 1, place, PIN code and state. The buyer is the party's master address.
5. Unit master: the E-invoice unit code (NOS, KGS, BOX...). Item master: the HSN code.
6. Transaction Class master: switch Enable E-Invoice on for the classes whose vouchers are e-invoices. The class alone decides: every voucher of such a class can be sent.
7. Voucher Manager: the document number must be one the portal accepts - at most 16 characters, only letters, digits, / and -, and not beginning with 0. Give the voucher type a prefix (for example S-00001).
8. User Manager: give Execute on Tools > E-Way Bill Manager to those who work the manager. Whoever may save the invoice may raise its IRN from the voucher without that right.

Three settings (Settings > Account Settings, group GST E-invoice)

Raising an e-invoice

1. On save: enter and save the sale as usual. The voucher is saved first; then the E-way Bill Details window opens for the details that go to the portal with the invoice (supply and document type, ship-from, ship-to, transport). Press Save (F5) there and the e-invoice is checked and sent; when something has to be put right, a dialog lists every fault and where it is put right. Close the window without saving and nothing is sent - the voucher stays saved, and the IRN is raised by hand when ready.
2. From the voucher: press E-invoice in the Actions panel of a saved voucher. The dialog shows where it stands (No IRN yet, IRN live, Refused, IRN cancelled), the IRN and acknowledgement, and the button Generate IRN (F5). History lists every call made for it.
3. From the manager: Sale > E-Invoice Manager. Set the dates, press Apply (F5), tick the vouchers. Check data (F6) sends nothing and lists what to put right; Generate IRN (F7) checks and sends the ticked vouchers one after another - a refused one does not stop the rest.

Afterwards

• Cancel E-invoice (manager): within 24 hours of the acknowledgement. Pick one of the portal's four reasons, type the remarks, and tick Also cancel the voucher if the voucher is to be cancelled in the books too. The IRN is marked cancelled only when the portal confirms it. After 24 hours, raise a credit note.
• E-invoice by IRN (manager): when the portal holds the invoice but the books do not - the reply was lost, or the portal answers *duplicate* - tick the voucher and paste the 64-character IRN; the acknowledgement and QR code are read back.
• Transport details (manager) or E-way Bill (voucher): dispatch-from, ship-to, transporter, vehicle and the export block. Fill them before the IRN is raised.
• A refused call changes nothing in the books: the IRN, acknowledgement and QR code already stored stay as they were.
• Every call is counted for the software vendor's usage billing - company, GSTIN, time, user and kind of call. Never a password, never the invoice.
• E-way bill by IRN (manager): for a voucher whose IRN is live and which has no e-way bill yet. Open Transport details, tick Generate E-Way Bill, fill the vehicle number (Road) or the Transporter ID and save; then tick the voucher and press the button. The number and its validity are kept with the IRN.
• E-way status (manager): sets the status of the ticked vouchers by hand - Pending, Updated, Uploaded, Completed, Cancelled or Excluded (a voucher that needs no e-way bill).
• On the print: System Print shows the IRN, the acknowledgement, the e-way bill and the QR code of a voucher that holds an IRN. Voucher Manager > Properties & Settings > System Print has a switch for the IRN block and one for the QR code, a Title (TAX INVOICE, DEBIT NOTE...) and a Subject text of several lines printed above the items.
• E-way bill (no IRN) (manager): for a voucher that is not an e-invoice - a delivery note, a stock transfer, a van load, a sale to an unregistered party. Save its E-way Bill details on the voucher; it then shows in the manager as *Not an e-invoice*. Tick it and press the button: the bill is asked for from the government's e-way bill system through TaxPro GSP or Adaequare (Settings > API Providers, a row of type Eway-Bill, Default, with the API user made on the e-way bill site). Give the vehicle number, or only the transporter's id and the transporter adds the vehicle later. The number is stored on the voucher and the e-way status becomes Completed. Written from the site's public specification and not yet run against the providers' services - try the trial address first. With Webtel or ClearTax use the E-way file.
• E-way file (manager): the file for the government's e-way bill site, for bills that are not raised through the provider. Tick the vouchers whose transport details are filled and pick Excel - the government's own offline tool with its sheet filled, as on the desktop (open it, press the tool's Validate and Prepare JSON, upload that JSON) - or JSON, the upload file itself, written in the tool's own form. The JSON has not been uploaded to the government site from this program: check the first one there. What goes into a file becomes Uploaded.
• E-mail (manager): sends the print of each ticked voucher that holds a live IRN, with the IRN and QR code, to the party as a PDF. The dialog lists who each one goes to before anything is sent; Send all to sends every message to one address instead. Messages leave from the company's mail account and are kept in Communications > Inbox & Outbox.
• Test connection (manager): asks the provider for an IRN that does not exist. Answered with *not found* is the good result; Not reached points at the address of the provider row, Account refused at its keys and passwords. Nothing changes at the portal and the test is not counted.
• Reports (Sale menu, group GST E-Invoice): E-Way Bill Register - every voucher with e-way details, its bill number, dates, transport and status; E-Invoices Pending And Failed - vouchers of an e-invoice class without a live IRN, how often they were tried and what the portal last said; E-Way Bills Expiring - bills whose validity ends within the hours you ask for, or has just ended. A row opens its voucher.

15From quotation to invoice - loading one document into the next #

A counter sale goes straight to the invoice. A larger deal runs through a quotation, an order and a delivery note first, each loaded into the next. Loading is set up on the receiving voucher type: Enable Linked Transaction in Voucher Manager and its Linked Transaction properties (which source types, how the source is picked, whether quantities, rates and items may be changed, what carries across). It also needs the Linked Transactions licence - without it the voucher answers Linked Transactions is not licensed for this company, so lines cannot be pulled from earlier vouchers.

1. Open the invoice (or delivery note) type and pick the customer - unless the type shows the source box before the party, in which case the customer is filled from the source.
2. In Linked ... No(s), pick the order or delivery note from the list of sources that still have something pending, or type or scan its number in Link Src. ID (several numbers separated by commas load together).
3. The pending lines come across with their quantities. Change what the link settings allow, and save. The source's pending quantity drops by what this voucher took, inside the same save.

• Set-Off Details (right-hand rail, saved voucher) shows, line by line, what the source ordered, what this and other vouchers used, and what is left.
• Load Vch. (Ctrl+F12) is the other road: on a type with Allow Load Voucher ? and the Allow Load Voucher right, pick a source type (from the types set in Load Voucher Properties), a date range, a pricing option (Use Source or Master Price) and optional quantity and rate variations, then tick the vouchers. Sundries do not come across.
• Copy To opens a new tab of another voucher type with only the lines and charges copied - the header starts blank. Duplicate opens a copy of the same type with today's date and a new number.
• Manage Linked Transactions (Linked Transactions menu) bills many orders at once: tick sources of one type and one party and press Set Off (F5), or let Auto Set-Off (F4) create one voucher per party.
• Pending Linked Transactions lists every order and delivery note line not yet taken, red when past its required-by date.

Order, delivery, bill. In Sales Order > Delivery Note > Outward Supply only ONE voucher may move the stock - the Delivery Note; the invoice made from it must be a voucher type with Affect Stock Register off, or the stock leaves twice. With Warehouse Management the Delivery Note is what is picked (or the Sales Order ahead of it), and the receiving voucher type can wait for the warehouse (Linked Transaction properties > Warehouse Condition): it then takes only what is picked, or the source only once picked in full - the database refuses a save beyond that, the desktop's too.

16Credit control - limits, overdue bills and approvals #

Credit is set per customer on the Ledger Account Master's Credit Limit... window: the limit and its side, the Credit Period (Days) and the Mode. A customer with no limit, or a limit of zero, is not limited.

What an invoice is checked against

The check runs on the server before anything is written, for a new voucher of an outward voucher type - an alteration is never credit-checked, because the bill is already in the balance. It adds this bill (the item total plus the + sundries less the - sundries) to the customer's closing balance and compares the result with the limit; where a voucher type is flagged for it, the pending value of linked vouchers such as open orders is counted too. Three things can refuse the bill:

• Insufficent Credit Balance, Payment/Sale not allowed. - the customer has Block Payment/Sale against (-) balance ? on and has no credit left.
• Credit Limit variation ! Limit Available ... Current Closing Balance (Including Current Bill...) - this bill takes the customer past the limit.
• Credit Period variation ! No of overdue Bills ... beyond the ... day credit period. Transaction not saved ! - the customer has bills older than the credit period.

Asking for an exception

1. When the save is refused for the limit or the period, the window Credit check blocked this save - request approval? opens. Write Remarks for the approver and press Request approval (F5). The invoice stays on screen.
2. The ticket lands on Approvals > Credit Approvals as Pending (one pending ticket per customer; a second request returns the standing ticket's number). The approver is also alerted through the approval bell, and by e-mail when Approval Alert Settings allow it.
3. The approver opens Decide, sets the Allowed deviation above the limit, Valid for next N bills and an optional Valid until date, and approves or rejects (a rejection needs a remark).
4. Save the same invoice again. It goes through: the check now reads the limit plus the deviation, and a live grant also waives the credit-period check. Every outward bill of that customer that posts to the books uses one of the N bills - over the limit or not - until the grant is Exhausted. A bill cancelled later does not give its place back.

Who may decide: the approver named on the customer's credit limit, anyone on the fallback list (Account Settings #211), and administrators. The person who raised a ticket may not approve it unless #212 allows it; #213 caps the number of bills one grant may carry (10 unless changed). The Credit Approval Register report shows every ticket and the bills that used it.

17Get paid - receipts and bill-by-bill #

Money received goes on a Receipt (cash) or Bank Receipt voucher, under Financial Accounting > Accounting Vouchers. It is the same voucher screen, laid out for accounts: Add Debit (F9), Add Credit (F10) and Add Multiple (F6).

1. Open the receipt voucher type. Press Add Credit (F10) and pick the customer with the amount received; the cash or bank account is the debit side (on a single-column type it is fixed and you only pick the customer).
2. Debit must equal credit: a voucher whose sides differ is refused, and the message names both totals and the difference.
3. Save (F5). Bill-By-Bill Allocation opens for the customer.
4. Press Adjustment (F4) and pick the open invoices this money clears. Put what matches no invoice on Advance (F7), or on On Account (F8) when Account Settings #44 offers it.
5. The window refuses to close while a balance is left: Balance amount ... exists. Allocate in full before saving. Allocate it all, then OK (F5).

• New Ref. (F3) makes a new bill - on an invoice, that is the bill the customer owes.
• Adjust bills from the same branch only (Account Settings #80) limits the list to the branch's own bills.
• A bank line on an account with Track Cheques ? opens Cheque Tracking after the save: method (cheque, DD, transfer, UPI ...), number, date, amount and due date.
• An invoice type with Treat Bill-By-Bill Entry As Installment opens an Installment Plan instead: a down payment and the balance split into daily to yearly installments.

Check what is still due on Receivable Bills (bill by bill, with ages and due dates), Amount Receivable, Ageing (Receivable) Analysis and Customers Bills. A shop counter can take payments on Cash Receipt under Cashier instead, inside a cash-counter day opened on Cash Opening - see the Cashier guide.

18Returns and corrections #

Goods back, or an amount allowed

1. Open the Credit Note voucher type and pick the same customer and the same kind of transaction class as the invoice, so the GST reverses at the same rate.
2. Add the returned items with their quantities and rates, and save with F5. In the demo company a credit note brings the goods back into stock and posts to the books.
3. In Bill-By-Bill Allocation, use Adjustment (F4) against the original invoice so its balance drops.

Credit notes show on the Cr. Note Register. The Sales Return Register lists only voucher types built on a Sales Return base type.

Correcting or removing a voucher

• Modify (F4) puts a saved voucher back into edit. It is refused up front when the voucher belongs to another module (service billing, payroll ...), when the voucher type's lock settings forbid it (on save, after a period, after verification), or when pricing has been completed on it.
• A voucher marked posted is locked against editing until Mark Unposted; both need the Allow Posting right.
• Delete removes the voucher entirely - header, lines, charges and allocations - after a confirmation, under the same module and lock checks. A voucher something else was built on is cancelled, not deleted.
• The Status card in the header is clickable in view mode: pick a status (Cancelled, for instance) and add remarks when the status asks for them. What a status still allows - alter, delete, print, e-mail - is set per status in Voucher Manager's Status Permissions (ERP).
• Nothing can be added, changed or deleted in a closed period: Transaction period was closed. You can not make/edit/delete entries !
• A voucher's branch is fixed when it is entered and never moves afterwards.

19Printing, e-mail, SMS and sharing #

Printing

• Print (Ctrl+P) prints in the formats set for the voucher type. The list respects each format's branch sharing and whether it is for local or interstate customers; picking a format group prints every format in it in order.
• Ctrl+Shift+P (the print options button) always opens Select Printing Format: the format, and - with the InvoiceNET Print Agent on this computer (Settings > Local Printing) - a printer and 1 to 99 Copies. Remember for ... saves the choice for this voucher type on this computer: Silent, Ask or Preview next time.
• Printing marks the voucher printed, so the next print needs the Re-Print right; Download and Share do not mark it. A status can forbid printing: Printing is not allowed in this voucher's current status.
• Share (F6) in the print window sends the PDF through WhatsApp, e-mail or any app on the device; a browser that cannot share downloads it instead.
• Print Labels prints barcode or price labels for the saved voucher's items from a Barcode Settings profile (needs Allow Print Label ? on the type).

E-mail and SMS

Email Voucher and SMS Voucher appear on the right-hand rail of a saved voucher when the voucher type has an e-mail or SMS option. The same sends run by themselves after Save when the save matches the type's send events (a blank list means Add only) - SMS first, then e-mail.

• The e-mail uses the voucher type's template (Settings > Email Templates): sender account, subject and body with the voucher's values filled in, and optionally a PDF of the printed voucher. It goes to the template's default addresses and the customer's e-mail from the voucher, else from its address book.
• Messages on the rail lists the conversations about this invoice in Communications > Inbox & Outbox, and New message (F3) writes to the customer about it (Communication Hub licence).
• WhatsApp sends are text-only on the web - the PDF upload of the desktop is not ported.

20Counter sales - POS mode and cash collection #

• POS Mode (voucher types with Enable TouchPOS) opens a touch terminal: item groups down the left, item tiles in the middle, the bill on the right with + and - steppers, a numpad and a large Pay button. The barcode box keeps focus after every scan; F2 from it lists every barcode on the voucher type. Pay runs the same save as the classic screen, with every price, tax, stock and credit rule.
• New on the terminal opens a second bill and carries the Customer, Transaction Class and Division across, so the queue moves; Classic switches back to the full screen without losing the bill.
• Cash/Card Collection (types with Show Cash/Card Collection Window ?) opens during Save: pick Cash, Card, Cash And Card, Credit, Installment, Sodexo or Sodexo And Cash, key the amount on the keypad, and the green CHANGE banner shows what to hand back. Saving a new bill needs an open counter (a Cash Opening for your user). A Credit settlement asks for the credit account and puts the bill on that account instead of the party. Cancelling the window cancels the save.

21Working with a saved invoice #

Find the voucher with F2 - with the permission User can find his own/shared vouchers only the list shows just your own vouchers and those shared with you. It opens read-only; the right-hand rail then offers:

22Who sees what #

Administrators hold every right, and permission triggers in the database refuse a write the rights do not allow, naming the object - Restricted user permission. Contact Administrator. Your request was denied. Object Name: ...

23Settings that change how sales behave #

Every screen picks a changed setting up the next time it loads; a voucher type change applies to the next voucher opened.

24Sales reports #

Every report opens in the report viewer: set the filters, Run (F5), double-click a row to open its voucher, Ctrl+P to print. A report opens only when its module is licensed and its menu entry is granted to you.

The sales reports are also under Sale itself, in seven groups - Sales registers, Sales orders (Order Register, Item-Wise Order Details, Pending Linked Transactions), Sales analysis, Customer outstanding, Salesman analysis, Prices and GST and Counter sales - so they open without leaving the Sale menu. A further group, Sales insight, holds eight reports made for the questions a sales head asks: Customer Sales by Month and Item Sales by Month (a column per month, with last year and the change), Sales Against Last Year (by branch, item group, salesman or customer), Quotation Conversion (quotations that became orders or bills, by salesman), Pending Sales Orders by Age (lines not delivered, banded by days late), Customer Price History (the rates a customer was charged, bill by bill), Daily Sales Summary (each day's bills, sales, returns and GST) and Monthwise Sales and Collection (each month's billing beside what was collected - cash bills and customer receipts - with what customers owe at the month's end; or one row per customer). They are the same reports as under Reports, Order Management, Linked Transactions and Cashier: the same rights (the one grant a report already has shows it in both places), the same filters and the same figures. Under Sale they need only the Sales licence (and the report's own module, such as Order Management for the order reports), so they open even where Standard Reports is not licensed.

Salesman and profit-centre analyses are only as good as what the vouchers record: Inventory Settings #224 and #225 make both compulsory on sales vouchers. Printing, exporting and e-mailing a report are separate rights, and e-mailing needs the Export right.

25Moving from the desktop #

The web voucher screen reads the same voucher types, masters and data as the desktop, so a company can use both. What differs:

• The same: voucher types and their settings, numbering, price types, schemes, sundries, transaction and tax classes, the linked-transaction rules, Load Voucher, and the save procedure behind every voucher.
• Better on the web: Voucher Manager's column rules (no blank, no zero, no duplicate, formula check) are enforced here, while the desktop reads them and does nothing; the barcode position settings are acted on; a customer card keeps discounting lines added after it is applied; the POS terminal's New carries the customer and class to the next bill.
• Keys: Print is Ctrl+P, not F12; Ctrl+F5 stays a browser refresh, so Generate PO is a button.
• Not on the web yet: IRN generation and cancellation and e-way-by-IRN through the GST portal; WhatsApp document (PDF) uploads - such templates send text only; SMS and e-mail alerts to users a voucher is shared with; the desktop's OP Ticket, Member, Check-In and Project Plan panels; the FoxPro .DBF line import.

26If something does not work #

Most refused saves come from the date, the customer's GST details, stock, credit or a missing right. Nothing is posted until the message is dealt with. The voucher screen's Help panel lists every message it can show; these are the ones met most on a sale.