Inventory Transaction Page

1Overview #

Licence. Some of what this screen offers are features bought on their own, each with its module: Touch POS , Direct Printing , Custom Rates and Discounts , Customer Card and Customer Loyalty Points (features of Sales), Credit Control (Finance and Accounts), Purchase Order Automation (the Generate PO button; Order Management) and Voucher Line Documents (the Documents column; Document Management). Where the licence does not hold one, its buttons, switches and checks are simply not there.

2Purpose #

To record one movement of goods and its money: a purchase, a sale, a delivery, a stock transfer, a production run. Saving posts the voucher — stock moves, ledgers are affected, and the numbers appear in reports. This is not a scratchpad.

The header answers who and when ; the item lines answer what and how much ; sundries add charges that apply to the whole voucher; the per-line dialogs (warehouse, serial numbers, variants, parameters, fixed-asset material) answer where it came from and exactly which units .

3Step by step #

The fastest first voucher: a simple cash sale.

1. Open the voucher type from the menu — the page opens ready in Add mode with the number assigned per its numbering.
2. Pick the Party . The transaction class (GST nature) follows from the party's default when configured — watch the tax fields populate.
3. Enter the first item: pick it, type the quantity, and Enter through the line — rate, discount and tax compute as configured. The line commits to the grid and any sub-item dialogs (serials, parameters, warehouse) open themselves when due.
4. Repeat per item; sundries (freight, rounding) compute on the sundry grid below.
5. Press Save (F5) — validations run (stock, credit, duplicates per configuration), the cash/card collection window appears when the type tracks it, and the voucher posts.
6. Print with the print action; find any voucher again with F2 .

When something does not appear — a discount, a serial prompt, a warehouse column — check BOTH ends of its gate: the voucher type's switch in Voucher Manager AND the entity's own flag (product, company, party). Every optional feature here is two-gated.

4How to use it #

Entering a voucher

1. Add (F3) starts a blank voucher. The page also opens in Add mode when you arrive from the menu, so most of the time you can start typing straight away.
2. Fill the header. Enter moves from field to field, so the whole header can be keyed without the mouse. In the Narration box Enter still moves on — use Ctrl+Enter for a new line.
3. Add lines in the entry panel below the grid: pick the item, key quantity and rate, then F7 (or Add Item ) to commit the line to the grid. Focus returns to the item box ready for the next one.
4. Scanning instead of typing: when the voucher type uses a barcode/TranID column, the scan box takes focus after each scan, so a scanner can fill the grid unattended.
5. Adding many items at once: the item pick-list opens a selection dialog where several items can be ticked and brought in together with Add Selected (F5) .
6. BOM Calculator (voucher types that use a BOM, while editing) works out the raw materials a production quantity needs, priced as of the voucher date : pick the BOM, load it, then edit the finished-goods quantity — every raw-material line recalculates from its own basis (proportionate to the finished goods, a percentage of them, or a fixed quantity) with a running material cost. OK appends the raw-material lines to the items grid at the calculated rates. This differs from the plain Add BOM path, which expands the BOM at master rates without the stock-date pricing. The desktop's not-using-BOM-master mode, sundry import, operations/semi-finished import and the cost-per-unit split are not on the web yet.
7. Generate PO (Purchase Order voucher types, while editing) analyses what needs re-ordering: pick the purchase and sales history ranges, whether the required quantity comes from each item's Re-Order Level or its average/total Sales Qty , run the analysis, adjust the proposed quantities if needed, tick the rows and OK — they land in the order with the last supply rate (falling back to the standard purchase price). Only shortage rows (required > 0) are listed. The desktop's Material-Request mode, brand mode, supplier filter and one-click multi-supplier PO writer are not available on the web, and Ctrl+F5 stays a browser refresh — use the button.
8. The items toolbar can carry extra header links : Division (company setting Track Division , ERP installations — divisions applicable to the branch; a visible Division must be filled before save), Lead (CRM licence + the voucher type's Track Lead ID ? — your own leads unless you are SYSADMIN; the Not Applicable row clears the link), and Token (voucher type's Track Token ID ? — open tokens for the voucher date whose checking entry is done and that no other voucher consumed). Each pick stores its ID on the voucher and travels with the save. The desktop's OP Ticket, Member, Check-In and Project Plan/Estimate panels — and the token's item auto-load — are not on the web yet.
9. JB No / Pick Job (Service-module licence + the voucher type's Enable JobID Selection ? ) links the voucher to a service job card: the picker lists the jobs pending billing — filtered by the voucher type's billing types and job statuses — and picking one in Add mode replaces the item grid with the job's pending billable items (only lines with balance quantity left; unless the item-select option is None , which links the job without loading items). A visible JB No must be filled before the voucher saves. Job Order voucher types ( Is Allow Job Order Creation ) additionally capture a required/order-items grid during every save — item, quantity, rate (from the configured job-order price type), amount and expected completion date (never before the voucher date; amount and rate re-derive each other) — and cancelling that window cancels the whole save, exactly like the desktop; the saved grid re-opens read-only from the Job Order button on the right rail.
10. Load Vch. (Ctrl+F12) (shown when the voucher type's Allow Load Voucher ? is on; needs the Load Voucher right) pulls the item lines of one or more saved vouchers into this entry: pick the source type — limited to the types configured in the voucher type's Load Voucher Properties — a date range, a pricing option ( Use Source keeps the source rates, Master Price re-prices from the product master) and optional ± % quantity and rate variations , run the search, tick the vouchers and OK. Cancelled sources never appear; when the properties forbid repeats, a source already loaded once disappears from the list. Zero-rate lines can be discarded; sundries do not come across. Each loaded line remembers its source, and quantities are rounded after the variation while rates are not — exactly like the desktop.
11. Load from <designed page> (shown when Voucher screen loads from designed records - Linked Transactions > Linked Transactions Settings, setting 325 - is on and the voucher type has an InvoiceNET Studio voucher page with link rules) loads records typed on designed pages - approved requests, job cards, orders - as product lines: the records that meet the rule's conditions (the same party, the date, approval...) are listed as cards with what is still pending; tick a record for all its rows, or tick rows and change Take , then Load (F5) . Save checks the pending again with the source locked, so two people cannot take the same last units; a source record a voucher holds cannot be deleted on its page, and deleting or cancelling the voucher (or removing the line) gives back what it took. A voucher holding designed records is checked on every save, even with setting 325 off.
12. Picking an item can light up an info strip under the entry panel. The price half of it - and both price windows - belong to the rate-edit right ( Allow Rate Edit ): a user who may not change a rate is shown neither the figures nor the lists, because refusing them the rate column and then printing what everybody else has charged just above it would be no restriction at all. With that right and the voucher type's Show Price History ? on, it shows the item's MRP, last selling price, last net selling price and the last price given to this party (the last basic/net cost figures appear only for users holding the Show cost price in price-history panel permission); with Show stock details in info panel ? on, it shows current stock (and reserve, when tracked), branch stock (ERP edition only), damage stock on damage/purchase vouchers, and the item's location. The three buttons sit beside the fields they act on rather than in the strip: Alternatives (Ctrl+M) next to Item Name , and Prices and History (Ctrl+H) next to Net Rate - on a voucher type that does not show those columns they fall back into the strip. Prices lists the item's defined prices — from the stock group's custom price list when the picked group opts in, the unit's custom list when the unit opts in, else the product's own price list (needs the Spacebar alternative price permission) — and choosing one writes that rate into the line. History opens the item's transaction-by-transaction rate history — filtered to the current party when one is picked — and choosing a row writes that rate into the line; Alternatives lists the substitute products defined in the Product master and choosing one replaces the line's item.
13. POS Mode (voucher types with Enable Touch POS in Voucher Manager) opens straight into a counter terminal built for a touchscreen — the ERP form is not shown first, and the terminal appears before the item list has finished loading, with the tile area saying "Loading items…" until it arrives. The layout is: item groups down the left, a searchable wall of item tiles in the middle, and the live bill on the right with per-line ＋ / − steppers, a numpad and one large Pay button. The divider between the tiles and the bill can be dragged to give whichever of the two more room — a grocery counter usually wants more tiles, a wholesale desk more bill lines. It also responds to the arrow keys when selected, and Home puts it back to the default. Your width is remembered on that machine, so it is set once; on a narrow screen the layout stacks instead and the divider does not apply. The barcode box takes focus the moment the terminal opens and keeps it after every scan, so a scanner works throughout without anyone clicking into it first. When a label will not scan, or the code is not known, the search button in the barcode box — or F2 from that box — lists every barcode available on this voucher type with its item, description, rate, MRP and stock, to search and pick from. It is the same picker, on the same list, that the classic entry panel's lookup button uses, and picking a row adds the line exactly as scanning it would. When a customer card is applied, the card number and holder stay on the top bar for the rest of the bill, and every item rung up afterwards gets the card's discount too — see Apply Card under Actions, which describes the behaviour in full; it works the same on the classic screen. That carry-forward matters most here, because at a counter the card is swiped when the customer arrives and the goods are scanned after. The ✕ on the card chip takes the card off and undoes its discounts. Each bill line shows its discount rate and the money it takes off whenever the line has one — nothing appears on lines with no discount. Where a line carries more than one tier (the main discount plus Extra or Additional) the rates are listed together and the figure is their combined total, so it reconciles against the line amount; hovering names each tier separately. The rate is shown as a percentage or as a plain value according to how the voucher type calculates discount, so it is never mislabelled. Tapping the same item again adds to the existing line rather than starting a new one when the voucher type is set to update an existing row. Whichever happens, the bill scrolls to the line that changed and flashes it — so on a long bill you can see the scan registered, and when a repeat scan folds into a line further up you can see which one it went to. Everything else is unchanged underneath: the tiles offer exactly the items the ordinary pick-list would, scanning obeys the same barcode settings and stock checks, and Pay runs the same save as the classic screen — so every price, tax, allocation, permission and validation rule applies identically. The terminal stays in front of you for the whole save: anything the save asks for on the way through (GST details, the original book/page/line, custom fields) and anything it refuses over appears on the terminal, not on a form behind it. Where you land afterwards depends on the voucher type: with auto add-new switched on a clean save clears down to a fresh bill and you stay on the terminal — and that fresh bill keeps the Customer, Transaction Class and Division you just billed under, the same three values New carries, so the next customer in the queue can be rung up without touching the header at all. Otherwise the saved voucher opens in the classic view, which is where its printing and audit trail live. New on the terminal is the same New Voucher as the classic screen: it opens a second tab of this voucher type and leaves the bill in front of you exactly as it is, so a part-built bill can wait in its own tab while you serve the next customer. The new tab also arrives with Customer, Transaction Class and Division already set to what you had, so serving the same customer, or bill after bill under the same class, does not mean re-picking all three every time — that carry-forward is there to keep the queue moving and happens only from the terminal. Pressing New Voucher on the classic screen still starts from the voucher type's defaults, deliberately: away from a counter the next voucher is usually for a different party, and a silent pre-fill there is how a bill gets posted to the wrong account. Nothing else carries either way — no items, no amounts, no dates, no voucher number; use Duplicate when you want a copy of the bill itself. A carried value is quietly dropped rather than forced if the field is hidden on this voucher type, or if it is no longer in your pick-list (a party outside this branch's list, say), and you pick it yourself as before. Change any of the three on the new bill and the changed one is what carries onward. This carry-forward is a web addition; the desktop starts every new voucher from the defaults. Classic view switches back at any time without losing the bill, and it is where a saved voucher is opened, since printing, notes and the audit trail live there. Each tile shows the item's name , its description underneath when the product master has one — which is what tells apart two items whose names read alike — and the item's picture if one has been attached in Product Master. Items without a picture show a coloured initial in the same space, so a catalogue photographed only in part still lays out evenly. Pictures load a moment after the tiles do, so the wall is usable immediately; very large pictures are skipped rather than made to hold the terminal up, and those items keep their initial. If none of your items show a picture, none of them have one attached — add it on the item in Product Master. Messages appear in POS mode too , as a coloured strip under the top bar — the same wording and the same severity the classic screen would have shown, because both come from one place; dismiss it with the ✕ when you have read it. If the message is about the Customer or the Transaction Class, the terminal also moves you to that box. A few fields have no control on the terminal at all — Profit Centre, Employee, Ref No, Date and Narration — so if a save is refused over one of those, tap Classic , fill it in, and carry on.
14. On a phone the toolbar shows only Add (F3) , Save (F5) , Cancel (Esc) and Menu . Menu opens the other buttons - Find, Modify, Delete, Print, Duplicate, Copy To, Mark Posted, Documents, Messages, New Voucher and the price type - as a list just beneath; pressing one, or Menu again, closes the list. The Actions panel and Help are in that menu too: on a phone neither shows until you ask for it there, and the same entry hides it again. On a wider screen every button shows as before.
15. The Actions panel on the right folds away: the arrow in its heading hides the buttons and leaves a slim strip, and the arrow on the strip brings them back. The choice is remembered for you on every voucher type.
16. Create Multiple Lines builds several lines of the same item in one pass, in whichever of two ways you fill in. Set a number of lines above zero and you get that many identical lines, each with the same quantity and optionally the same width and length — the "cut eight pieces of this size" case, and the reason it exists rather than just typing 8 in the quantity: the lines stay separate rather than merging into one. Leave the count at zero and use the stock-group section instead, one line per group with its own quantity, rate and product style — the "12 in Red, 5 in Blue" case. A rate typed at the top applies to every line unless a group line overrides it, and remarks land in the description column. The item, quantity and rate are pre-filled from the line you are on. (The desktop's caption offers Ctrl+F4 for this but the shortcut was never wired to anything, so the button is the only way in there and here.)
17. Assembly (voucher types with Track Inventory Assembly ) records what a billed line is physically made of — the kit and cut-to-size case: a line billed as one window frame draws four lengths of profile; a line billed as 12 sq.ft draws a 3 × 4 sheet. Each component carries two different quantities on purpose: Used Qty is what leaves stock, Billing Qty is what the customer is charged for. Fill any of Length, Width or Depth and both are derived (dimensions multiplied together, times Multiple, and for the billing figure times the line's quantity basis); leave them blank and you type the quantities directly. The important part: the line's own quantity becomes the sum of its components' Billing Qty when you Apply — that write-back is the whole point, so the line's quantity is not something you set by hand on these voucher types. Components are limited to the same items you may use anywhere else on the voucher, and they are written as part of the voucher's own save, so they succeed or fail with it.
18. Voucher types with Update Price Levels ? on offer the item's price levels for revision as each line is committed: type the new figures and Update (F5) , or Skip (Esc) to leave them alone. Only the levels configured for this voucher type appear, and only the figures you actually changed are written. Be aware this is master-data maintenance , not part of the voucher — the new prices stand even if you later abandon or cancel the voucher, and they apply to every future transaction on that item. When the voucher tracks stock groups and the picked group keeps its own prices, the group's price list is updated instead of the item's.
19. Cancel line (the circled cross in a saved line's Actions, while editing) cancels the line instead of deleting it: say why (required, up to 200 characters) and press Cancel line (F5) - Keep the line (Esc) leaves it alone. The line's quantity, free quantity and amounts go to 0 and its storage-space and serial-number rows go; save the voucher and the save posts that like any edit, so stock, taxes, postings and the warehouse follow (the desktop shows a line of 0). The line stays on the voucher with a red Cancelled mark - hover over it to read what the line had, why, who and when. A line a later voucher was made from is refused (reduce or cancel that voucher first); a line not saved yet is simply deleted. To bring a cancelled line back, edit its quantity again and save - the cancel record goes with that save. Raw-material grid only. Example: Inward Supply line 2, 10 solar panels, cancelled with "panels not delivered" - the voucher total drops by the line's value and the mark keeps the 10.
20. Bin (the location pin in a line's Actions, while editing; only with Warehouse Management and a voucher type whose Use WMS Bins is Optional or Required) names the bin the line's stock goes into or comes out of. It lists the bins of the line's storage space - those that hold the item first, with what each holds - search, click one and press Use this bin (F5) , or double-click it; No bin takes the name off; Close (Esc) leaves it. The line then shows the bin's code. When the voucher is saved the stock goes straight into (or out of) that bin, so the line needs no Putaway or Picking; a line given another bin later is moved. A line with no bin follows the type's Default Bin Rule: Ask sends its stock to the dock bin to wait for Putaway or Picking, the other rules let the system choose. Only a line whose storage space is run by the WMS can name a bin; a line split over several storage spaces names one bin in each - the window stays open after the first and says which storage space is next, and the line shows every code. Where the voucher type needs a bin on every line (Use WMS Bins = Required with the Default Bin Rule Ask), the Bin window opens by itself as the line is saved into the grid; closing it without a bin leaves the line in the panel. The window puts the suggested bin first, marks it and has it picked, so F5 takes it: for stock coming in it is the bin the storage space's putaway rules offer; for stock going out, the item's pick bin where it holds enough, else the first bin that does. Raw-material grid only. Example: Inward Supply line 1, 20 chargers, Bin REG-A-01-2-A - after Save the 20 are in that bin.
21. Each line's Actions buttons (while editing) include Insert line above — opens the entry panel and places the committed line at that position, renumbering the serials — and Duplicate line — appends a copy with the same item, quantity, rates, discounts and barcode, but with serials, warehouse allocation, parameters and variants captured fresh for the copy. A linked-transaction voucher whose quantity policy restricts editing refuses the duplicate.
22. With the company setting Require reverse calculation for Amount column on (it is on unless switched off), the line's Amount becomes typeable : enter the final tax-inclusive figure and the page works backwards — taxes are stripped proportionally, the discount is grossed back up, and the Rate and discount amount are derived so the line lands exactly on the amount you typed.
23. When the voucher type's discount structure is Rate From MRP or Rate From MRP (MRP Down) , the rate is derived from the MRP : the Discount column becomes the margin — straight off MRP, subtracted back out of it (MRP-down), or a flat value — and editing MRP or the discount re-derives the rate through the tax back-out. Because MRP drives the rate in these modes, the price-column edit permission covers the MRP field too.
24. Rate, Gross, Amount and Discount greyed out — you may not change rates or amounts on this voucher type. That needs Allow Rate Edit on the voucher type in User Manager (Vouchers tab); an administrator may always, unless denied under Tools > Deny Rate / Amount column edit . Hover over the field for the reason. The right is checked once, when the voucher type loads, so a change made in User Manager applies the next time the voucher type is opened. Rates that come from the product master, a price list or a linked voucher still fill in as usual; only typing over them is prevented. The same applies wherever else a rate could be typed: Create Multiple Lines and Import from Excel give each line the item's own price (the sheet's rates and discounts are not used), and Load Vch. 's rate variation is switched off. On saving, the server also refuses a change to the rate, discount or gross of a line that was already saved - unless its item or unit was changed - so a saved voucher keeps its prices; a line whose price moves without typing (a tax-inclusive rate after the party's state changes, a new exchange rate) has to be saved by someone with the right.
25. Free Qty (shown when the voucher type's Column Properties enable it) is bonus quantity that moves stock but carries no value — it never enters the line's gross, discount, tax or total. With the discount structure set to On Qty , the Discount column fills it automatically (as a percentage of the quantity or a flat count). Free quantity still counts against a linked source's pending balance, and the free-goods sundry bases (tax on free goods, free-at-MRP) compute from it.
26. Beyond the normal Discount, the voucher type can expose two more tiers — Extra Discount and Additional Discount (each as % and amount, via Column Properties). All tiers compute off the line's gross value in parallel, and every one of them reduces the taxable amount, the tax and the line total. Party and quantity-slab schemes fill the Extra tier automatically.
27. Sundry charges go in the lower grid on the same tab. A percentage sundry follows the item total; type an amount instead and it stops following. Adding a charge, editing one, or removing a saved one needs the voucher type's Edit Sundry right; the server refuses the save without it too, so the check cannot be skipped. Charges the voucher type brings in and recalculates need no right.
28. Products with quantity-slab pricing re-rate themselves as the quantity is typed — rate, discount and extra-discount follow the slab the quantity lands in, and fall back to the product's normal price and default discount outside every slab.
29. Apply Card (shown when the voucher type's "Track Customer Card ?" setting is on in Voucher Manager; enabled in Add mode only) applies a customer card's scheme to the lines — a flat percentage, a switch to a special price list, profit-margin discount slabs, or the products' own card/wholesale rates. An invalid, inactive or expired card rolls the previous card's effect back. Once applied, the card number and holder stay on a chip beside the button for the rest of the voucher — the same chip the POS terminal shows in its top bar — and every item added afterwards is discounted the same way — by any route: the entry panel, bulk Add Item, a barcode scan, Create Multiple Lines, Excel import, Duplicate Line, or the POS terminal. That last part differs from the desktop, which applies a card once to whatever is already on the grid and then forgets it, so lines entered afterwards silently miss it. The ✕ on the chip takes the card off and undoes its discounts. A line whose discount you change by hand afterwards is left alone — the card does not overwrite your edit on the next item.
30. Cash/Card Collection window (opens while saving when the voucher type's "Show Cash/Card Collection Window ?" setting is on) settles the bill before the voucher is written: pick a payment mode — Cash, Card, Cash And Card, Credit, Installment, Sodexo or Sodexo And Cash — enter the received amounts and the window shows the change to return. It is built for a touch counter: an on-screen keypad (7–9, 4–6, 1–3, decimal point, 0, 00 and backspace) types the received cash — tapping 1, 5, 0 reads 150 — beside quick note buttons (+10 to +2000), an Exact button that fills the amount due, and Clear; a keyboard works on the same field too. The moment the cash covers the due, a large green CHANGE banner shows the amount to hand back. Counter-level settings control the discount, sales-return, extra-discount-redemption, loyalty-redemption and customer-details fields, and a maximum discount limit. Saving in Add mode needs an open counter (a Cash Opening for your user, tracking this voucher type). A Credit settlement asks for the credit account and replaces the voucher's party ledger with it. Cancelling the window cancels the whole save. The receipt is written to the cash-receipt register inside the same save transaction.
31. Apply Discount (shown when the voucher type allows custom discounts; Add mode only) runs the item-to-item and invoice-value schemes on demand — buy-so-many-of-A slabs discount or re-rate product B, capped quantities split the excess into an undiscounted line, and invoice-value bands can post a sundry charge or add a free item. The same engine also runs by itself during Save.
32. With the voucher type's Bill-by-bill as new-ref installment option on and a bill-by-bill party picked, saving opens an Installment Plan window instead of the usual after-save bill allocation: enter the down payment (and the cash/bank account that receives it), and the balance splits into the chosen number of installments — Daily, Weekly, Monthly, Quarterly, Half-Yearly or Yearly — starting from the date you set (never before the voucher date). The plan saves inside the same transaction as the voucher; cancelling the window cancels the whole save. Re-saving the voucher re-opens the plan for revision.
33. On Production Order vouchers, saving a new entry can make the system generate its dependent documents automatically (the server creates them inside the save). When the company setting Related documents creation mode is anything other than Manual, a list of the auto-generated documents — their numbers, types, parties, statuses and branches — pops up right after the save so the operator knows what was created. Blank or Manual keeps the popup off (documents may still be generated silently).
34. On AMC vouchers, saving opens the AMC Agreement Details window: the agreement's start and end dates (the end date can never precede the start), and — when the voucher type is flagged Treat As AMC Agreement — an option to mark this as a renewal and pick which earlier agreement it renews, chosen from the party's agreements falling due. The details save inside the same transaction as the voucher, and cancelling the window cancels the whole save. Re-saving re-opens the details for revision, and a voucher created from a linked source starts with that source's agreement period.
35. Save (F5) asks for confirmation, then posts. Cancel (Esc) abandons the edit.

Working on an existing voucher

1. Find (F2) opens the voucher picker — type to filter, arrow keys to move, Enter to open. The voucher loads read-only. With the user permission “User can find his own/shared vouchers only” the list shows just your own vouchers and those shared to you — checked live on every search, so granting or revoking it applies immediately.
2. Modify (F4) puts the loaded voucher back into edit. Print (Ctrl+P) prints it in one of the formats defined for the voucher type. The format list respects each format's branch sharing and its interstate/local restriction (formats can be limited to interstate or local parties, judged by the party's state against the branch state), and also offers format groups — picking a group prints every format in it, in its configured priority order, stopping the batch if any format fails (allow pop-ups so each document can open). Printing a voucher marks it as printed, so the next print needs the Re-Print permission; downloading a copy does not. A voucher's status can also forbid printing outright. Copies counts, named-printer silent printing, the print-parameter prompt and the save-copy-to-Document-Manager option are desktop-only and not available in the browser.
3. Delete removes the loaded voucher entirely — header, lines, charges and allocations — after a confirmation: the window shows a six-character code, new every time it opens, and Delete stays off until you type that code back (capitals or not); then Enter or F5 deletes. It is refused when the voucher was generated by another module (service billing, payroll, bookings…) or when the voucher type's lock settings protect it.
4. Duplicate opens a new tab pre-filled as a copy of the loaded voucher — same party, lines and charges, today's date, a fresh number — ready to review and Save as a new voucher. The original stays open and untouched.
5. Copy To asks for a target voucher type, then opens a new tab of that type with only the item lines and charges copied in — the header starts blank so the party is picked fresh. Handy for turning one document into another kind without a linked-transaction setup.
6. Mark Posted / Mark Unposted flips the posting lock on a saved voucher. The caption says what the click will do , not what the voucher currently is.
7. The Status card in the header is clickable in view mode — pick a status, add remarks if the status asks for them.
8. Documents attaches files from the document store to this voucher. Needs a saved voucher and the Document Management licence.
9. A line can carry its own files too: when Voucher Manager > Col properties shows the Documents column for the voucher type (and Document Management is licensed), the line panel has an Attach... button. It attaches files already in Document Management (several at once), or uploads files from this computer - the folder tree then asks which Document Management folder they go into. A line with no file yet opens its Documents window when you press F7 (once per line): attach from Document Management, upload from this computer or open a file, then OK (F5) - or Back (Esc) to save the line without. Save the voucher to keep them. The grid shows the count of a line's files - click it to open them: with the InvoiceNET agent on this computer (Settings > Local Printing, version 1.2.0) each opens in its own program; without it a pdf or picture opens in a new tab, Word and Excel in the installed program when the connection has a public address, anything else is downloaded. Each file is also linked to the voucher, so the File Explorer's Links shows where it is used. A voucher made from a linked transaction takes each source line's files onto its line. On the System Print each line's Documents cell shows its pictures (JPG, PNG, BMP, GIF, TIFF) at the size Voucher Manager > System Print sets (stamp size unless set) and lists every file as a link: on a computer with the InvoiceNET agent 1.3.0 or later a click opens the file in its own program, and open in browser under it opens it in any browser without signing in. The links work for 30 days after printing - print again for new ones. Deleting the voucher removes its links; the files stay in Document Management.
10. Messages lists the conversations in Communications > Inbox & Outbox that are about this document (the ones you may see there); New message (F3) writes to the party about it and relates the conversation to the document. Needs a saved voucher, the Communication Hub and Financial Accounting, Sales or Purchase.
11. New Voucher opens a second tab of the same voucher type, leaving whatever you have here untouched. The new tab starts from this voucher type's own defaults, exactly as the desktop does. (Pressed from the POS terminal it behaves differently — see POS Mode.)

Per-line detail

1. The buttons in a line's Actions column — and the matching ones in the entry panel — open that line's detail: Params (item parameters), Whse (warehouse allocation), FA Mat'l (fixed-asset material), serial numbers, and Variants (splitting the line across colours, sizes and so on).
2. Each button appears only when it applies — the voucher type must ask for it, the item must be set up for it, and for fixed assets the module must be licensed. A line with nothing to allocate shows no buttons.
3. In view mode the same buttons open the same dialogs read-only, so a saved voucher can be inspected without going into Modify.
4. Where an allocation is mandatory the dialog opens by itself as the line is committed, rather than letting you find out at Save.
5. On order voucher types (stock type Order-In / Order-Out, not affecting stock) each line can carry an order due-date schedule — the quantity split across delivery due dates, with a running total to reconcile against the line. It is asked for as the line is committed from the entry panel, before the row reaches the grid, like the parameter and allocation windows: fill it in and Save, or close it — a schedule is optional, so closing it simply means the whole quantity is due in one go and the line commits either way. The same window reopens from the line's Actions column afterwards. On a voucher that has not been saved yet the rows are held against the line and written the moment the voucher is saved, so the schedule can be typed at the same time as the line rather than after a round trip. The desktop's other per-line F6 windows — inventory assembly/kits, measurements, job-card allocation, tracking list, unique barcodes and vehicle trips — are not on the web yet.
6. Fixed assets (Purchase / Sale / Other) — on the three fixed-asset voucher groups, and only when the Fixed Assets module is licensed, every line's Actions column carries a fixed-asset button showing how many assets it already has. What the button opens depends on the group, because the two cases are opposite sides of the same act:
7. Fixed Asset Purchase — the line brings assets INTO the register, so you describe each one: name, description, purchase cost, tracking ID, two serial numbers, make, model, brand, expected life in months and in kilometres/hours, kilometres/hours already run, registration number and date, warranty and its expiry, and remarks. Each asset gets its own card. Saving the voucher creates the register records.
8. Fixed Asset Sale and Fixed Asset Other — the line disposes of assets that already exist, so you PICK them from a list and set the amount realised for each.
9. It opens by itself — for asset lines only. Commit a line on one of these voucher types and the asset window appears straight away, so you do not have to remember the button. Cancelling it abandons that line, because on these groups an asset line with nothing recorded is a purchase or sale of nothing. Two cases keep it shut. Already covered: the line has as many assets as its quantity, so the work is done. Not an asset line: a sale or transfer voucher can carry ordinary lines too — freight, a service charge, a part that is simply not in the asset register — and on those there is nothing to pick, so you are not asked. You can still open the window by hand from the line's action button if you ever need it.
10. Each asset is its own panel with its own scrollbar , and the panel's header — Asset 2 plus the name once you have typed one — stays pinned while you scroll that asset's fields. On a long form it is otherwise impossible to tell which asset the Make and Serial No you are looking at belong to.
11. Brand is a pick-list drawn from the Brand master, showing the brand name and its description. It is pick-or-type : choose an existing brand, or simply type one the master does not have — the asset register stores the brand as text, not as a link. If the brand ought to exist for everyone, use ＋ Create new brand at the foot of the list; the Brand master opens right here, and the brand you save is selected into the asset you were editing. Older assets carrying a brand name that was never in the master keep it untouched.
12. One asset counts as one against the line's quantity, so a line of 3 wants three assets. Listing more than the quantity is refused. Listing fewer is allowed, but Save asks once before accepting it.
13. Duplicating a line does not copy its assets — asset names are unique across the whole register, so a copy could never be saved.
14. In view mode the same button opens the same window read-only.
15. Why is the fixed-asset pick-list empty? On a Sale or Other voucher an asset is offered only when all of these hold: it was registered against the same item as the line (through the product on its register record); it has not already been sold on another Fixed Asset Sale voucher that is not cancelled; and, when your user account is restricted to its own branch, it belongs to that branch. Assets already picked on other lines of this voucher drop off the list too, since an asset can only be sold once. If the list is empty, the asset either was never purchased through a Fixed Asset Purchase voucher for that item, or has already been sold — check the Fixed Asset Register.
16. Fixed-asset rules that Save enforces. An asset must have a name. Asset names are unique across the entire register — not just this voucher — because the name is the register's own key; the voucher refuses to save if two rows share one, naming the rows so you can find them. A line cannot list more assets than its quantity. Removing an asset from a Purchase line removes the register record that line created; removing one from a Sale line simply un-sells it.

Voucher-level actions (right-hand rail)

1. Bill-By-Bill Allocation — how the voucher's value is set against the party's outstanding bills. Saving the voucher again after Modify keeps these references: the window opens with the rows it had. When the total changed, the voucher's own single New Ref. row follows the new total; any other rows open with the difference shown in Balance, to be corrected and saved with OK (F5) - cancelling then leaves the voucher with no references.
2. Cost-Center Allocation — how it is split across cost centres.
3. Cost Sheet — the landed-cost build-up behind the line rates.
4. Custom Fields — the extra fields defined for this voucher type. All four are read-only views of a saved voucher.
5. Print Labels (shown when the voucher type's Allow Print Label ? is on; needs the Print cost sheet permission) prints barcode / price labels for the saved voucher's items using a profile from Barcode Settings — one profile prints straight away, several open a picker. The label text comes from the profile's Design Text with the item's name, barcode, MRP, prices and dates filled in, repeated per label quantity. Profiles whose editor is DOS Editor or Notepad download the labels as a text file; other profiles are sent to a label printer over the browser's serial-port connection (Chrome/Edge), falling back to a .prn download that can be copied to the printer. A line's Actions column also shows a small print button in view mode to reprint labels for just that line's barcode, and after every save of a label-enabled voucher the page offers Print Label ? — exactly like the desktop. A profile with an empty Design Text prints nothing on the web.
6. Email Voucher and SMS Voucher (shown on ERP installations when the voucher type's Email Option / SMS Option is set) send the voucher to the party. The same sends also run by themselves after Save when the voucher type's send-events include the save that just happened (Add, Modify — a blank list means Add only), in the desktop's order: SMS first, then e-mail, then the API push. How each behaves follows the option: Auto sends silently and reports the result; Ask/Confirm shows the prepared message read-only for a Yes/No; Edit then send opens it editable; Custom first asks which profile/template to use. The e-mail uses the voucher type's e-mail profile — sender account from Mail Accounts, subject/body templates with @ , @ , @ , @ -style tokens and the {StdVariable} / {MASTERSECTION} families filled from the saved voucher — and can attach a PDF copy printed in the profile's format. Recipients come from the profile's default address plus the voucher's party e-mail, falling back to the party's address book entry. The SMS/WhatsApp send builds the gateway URL from the SMS account's URL template and logs every attempt; the party's mobile resolves the same way. Sending marks the voucher's Email sent / SMS sent flags. WhatsApp document upload (PDF via FTP) is not available on the web — such templates send text-only.
7. External API push (voucher type's API Option ) fires after a new voucher is saved — never on modify — and POSTs the profile's JSON body (with the same token expansion plus the provider's credential tokens) to the configured endpoint, one push per active API profile bound to the voucher type. Confirm and Edit then send show the URL and payload first. A voucher already pushed successfully to a profile is skipped as a duplicate, and every attempt — including the request body — is logged to the API response log.
8. Notes attaches free-text remarks to the saved voucher — every note keeps its author and timestamp, and notes are append-only : once added they cannot be edited or removed, so the trail stays honest. Properties (needs the Show voucher properties permission) lists the voucher's audit trail — who created and last modified it and when, its status and owner — and the Revision History row opens the status-change log with each previous status, who changed it and from which workstation.
9. Price List shows the whole catalogue at one price type — the price type this voucher is currently pricing at — so you can compare items against each other before you type a rate. It is the mirror image of the entry panel's Prices button, which shows one item across all of its price types; that one writes the rate you pick into the line, this one is read-only reference.
10. Set-Off Details (linked-transaction voucher types, view mode) shows how the linked source voucher's quantities have been consumed, line by line: what the source ordered, what this and other vouchers have already used, and what balance remains — with the voucher type that used each part. Read-only.
11. Mfr Operations (Advanced-Manufacturing licence + the voucher type's Allow Mfr Operations ? ) captures the production routing on a saved voucher: pick each operation from the Operations master — its work centre and setup/run times come along — set the execution order (auto-numbered), the scheduled start, and whether the step allows material consumption, semi-finished receipt and finished-goods receipt. The desktop's man/machine equipment allocation, semi-FG and material-usage sub-windows, sub-operations, costing reports and Excel import are not on the web yet.
12. Workflow (ERP installations, voucher types with Enable Workflow ? ) opens the workflow panel for the saved voucher. It opens on one sentence saying where the document has got to and who it is waiting for, with how far through this round it is; under that, each step with the people it is assigned to, how its policy stands ( 2 of 3 approved; every one of them has to approve ), who has answered and what they said; and under that the history, including the rounds before this one if it was rejected and sent round again. The actions are in the panel because what you may do depends on where the document is: Submit Workflow shows on a document that has not been submitted, and Approve , Reject and Escalate only when you have an assignment waiting on an open step - otherwise the panel says so plainly instead of offering a button that would be refused. Every action asks for remarks, which are compulsory and stay in the history for everyone to read; Escalate also asks who to escalate to, and gives them the step as well as you. The workflow engine on the server owns every rule - who may act, what step comes next, what the document's status becomes - and a refused action shows the engine's own words. Where the new engine is installed, the panel also shows the reasons it wrote down for each decision. The desktop's My-Workflow inbox, the workflow definition designer and the request-for-action re-print approvals are not on the web yet.
13. Fixed Asset Value Allocation (Fixed Assets licence) opens after a save when a ledger line's account is marked Fixed Asset Value Allocation ? on the Ledger Account master: the line's amount is shared out among the assets it was spent on - asset, rate % (fills the amount as that share of the line), amount, and the asset's ODO-KM / hours. A line may be left partly unallocated, never given out for more than its amount. Not now leaves the voucher saved and unallocated. Asset Value Alloc. on the action rail shows a saved voucher's allocation read-only; the Fixed Assets Allocation reports show the amounts against each asset.
14. Cheque Tracking opens after every save when a ledger line's account is cheque-tracked (the Track Cheque flag on the ledger): each bank line takes its cheque method (cheque, DD, transfer, ECS, UPI…), cheque/ref number, date, amount, due date (never before the cheque date) and pay-to — and one line can carry several cheques via the ＋ button. The same rows re-open from the right rail on a saved voucher. The fixed-asset value, stock-item value and inter-branch auto-post allocation windows of the desktop are not on the web yet.
15. E-way Bill captures the transport details for a saved voucher — supply/sub/doc/transaction type, the ship-to party (GSTIN, address, PIN, state — URP for unregistered parties, and PIN 99999 only for Other Countries), the ship-from address (one click fills it from the branch), and the transporter, distance, document and vehicle details. Saving marks the voucher's e-way status and the details print on the invoice's e-way section. IRN generation through the GST portal, IRN cancellation and e-way-by-IRN are not available on the web — the government-API engine is desktop-only for now.
16. Stock Reserve (order/quote voucher types with Is Allow Stock Reservation on — never on stock-affecting types; needs the Stock Reserve permission) sets aside stock against the saved voucher's lines. The editor shows each line's requested quantity, current stock, what other vouchers have already reserved and what this voucher has used, and takes the quantity to reserve — never negative, never more than requested, and never more than the available stock unless the voucher type explicitly allows over-reserving. Reserve All (F3) fills every in-stock line at once, and with Auto-create stock reserve on the quantities pre-fill when the window opens — which also happens by itself after every new save of a reservation-enabled voucher, exactly like the desktop. Reservations release automatically as the linked stock-affecting voucher consumes the lines; the separate un-reservation voucher is not ported.
17. Share (ERP installations, voucher type's Allow Voucher Sharing ? on) gives other users sight of this voucher: tick the users and they gain access wherever the "own/shared vouchers only" restriction applies, and each shared user receives an in-app message with the voucher's details plus your note. The sharing properties on the voucher type scope who may share — everyone, specific branches, or only users holding the share permission — and a voucher's status can also forbid sharing. After every save of a share-enabled voucher the same window offers itself automatically, exactly like the desktop. Un-ticking a user withdraws their access. The desktop's SMS/e-mail alerts to shared users are not sent on the web.

5Field details #

Header

• Voucher No — the voucher's own number. Typed or allotted automatically, depending on the numbering set for the voucher type; branch-wise numbering gives each branch its own series. Read-only when the series is automatic.
• Ref. No — the other party's document number (their invoice, your order reference). Free text.
• Transaction Date — required. Must fall inside the open financial period; a date outside it is refused as you leave the field.
• Post-dated * (tick under the date) — marks the entry as a post-dated voucher: the financial-period limit on the date is lifted and, while adding, only a strictly future date is accepted. Ticking it needs the voucher type's Post-Dated user permission. The tick is per entry — it is not stored with the voucher and resets on every new entry, exactly like the desktop. The server applies the same rules when you save: a date after the financial period needs the Post-Dated right and, for a new entry, must be after today (the database server's date); a date before the period is refused; and a new entry dated other than today needs Change Transaction Date , as the database has always required, post-dated or not.
• Stock Updation Date — the date stock actually moves, when that differs from the transaction date. Left alone it follows the transaction date.
• Party (the label changes with the voucher type — Supplier, Customer, Godown…) — the ledger account the voucher is against. Drives pricing, tax treatment and outstandings. When the Show ledger balance in inventory screen preference is on, the party's closing balance (current financial period, saved entries only — this voucher isn't counted) appears under the field the moment a party is picked, as an amount with a Dr./Cr. suffix.
• Transaction Class — the sub-classification of this voucher type, used for analysis and for restricting numbering series.
• Linked Transaction — the source voucher this one is drawn from. Picking one pulls its pending lines in and nets them off the source's due quantity.
• Link Src. ID (Item Details toolbar) — type or scan the source voucher number directly instead of browsing the list; several numbers separated by commas load together. A number is accepted only if the picker itself would offer it — the same branch, status and party rules apply.
• Employee — the salesperson or handler credited with the voucher.
• Profit Centre — the profit centre the voucher belongs to.
• Currency and Exchange Rate — the voucher's currency and its rate against the base currency. The rate defaults from the exchange-rate table for the transaction date and can be overridden.
• Warehouse — the default storage space for the whole voucher, shown when the voucher type allocates warehouses at voucher level rather than per line.
• Bill of Material — manufacturing vouchers only: the BOM whose raw materials and finished goods are loaded into the grids.
• Narration — free text about the voucher. Enter moves on, Ctrl+Enter starts a new line; Std. Narrations inserts a saved phrase.
• Price Type (toolbar) — which price list the rates come from. Changing it rebuilds every line's rate, so change it before keying lines, not after.

Item line

• Sl. — line order, allotted automatically.
• Item Name — required. The product being transacted. It is a pick-list while a line is being added and on any line that is not saved yet, so a wrong item can be changed in place; once the voucher is saved the item of a line is fixed - delete or cancel the line and add another. A line loaded from another voucher keeps its item too.
• Qty and Unit — quantity in the chosen unit. Alternate units convert against the item's own conversion.
• Rate — unit price. Filled from the price type and party, and editable unless the voucher type locks it.
• Gross , Disc. Amt , Taxable — computed: quantity × rate, less discount, giving the taxable value.
• Tax Class and Tax Amt — the tax treatment of the line and the tax it attracts. The class defaults from the item and the party's place of supply.
• Net Amt — taxable plus tax; what the line contributes to the voucher total.
• Any further columns — batch, expiry, stock group, custom columns — are switched on per voucher type in Voucher Manager, so the grid you see may carry more than the list above.

Sundry line

• Sundry Name — the charge (freight, packing, round-off, a discount).
• Rate (%) — percentage of the item total. Leave it blank and type the amount when the charge is a flat figure.
• Amount — the resulting value. Typing here marks the sundry manual, so it stops recalculating when items change.

6Keying several accounts at once #

Add Multiple lists every account this voucher type allows, each with a debit box and a credit box. Type against the ones the voucher touches and press Add — one pass instead of the picker-and-dialog round trip per line.

• The foot shows debit, credit and the difference as you type , so the voucher is balanced before it is added rather than after the save refuses it. The column totals follow whatever you have filtered or grouped.
• It is a full grid: sort, filter and group any column, and the search box narrows the list as you type — no Enter needed. Group by Allowed on to see the debit-side and credit-side accounts apart.
• An amount on one side clears the other — a line is a debit or a credit, never both.
• An account offered on only one side shows a box only on that side.
• It does not ask for GST, unit or HSN. Add the lines, then open any of them from the grid to fill those in — they are ordinary lines, made the same way as a single Add.
• It does not force a balance itself: you may be adding one side now and the other from a line already on the voucher. The save still insists.

7Scheduled earnings & deductions #

When you save a voucher that pays an employee a loan or an advance, a window opens asking how it comes back: so much per payroll, from a date, until the balance is clear. Payroll then applies it by itself — nobody keys the instalment on the pay bill each month.

• It opens only for lines whose ledger account is marked Recover scheduled items through payroll on the Ledger Account master. No such line, no window — an ordinary voucher is never interrupted.
• Scheduled Items on the action rail reopens it read-only on a saved voucher.
• Leaving a line blank means recover nothing; clearing one that had a schedule removes it, so it stops firing.
• The employee is filled in for you when the voucher names exactly one employee account — which is the usual shape of a loan entry. With two or more it is left blank rather than guessed: the recovery would come off the wrong person's pay.
• Instalments do the arithmetic. Choose Installment , type how many, and the per-period amount becomes the line amount divided by it. Adjust it afterwards if the split is not even — the division is a starting point, not a lock. The box is only enabled for an instalment schedule, because nothing else has instalments to count.
• Enter moves through the row and finishes on Save.
• Needs the Payroll module — without it neither the window nor the ledger switch is offered.

8Shortcut keys #

• F2 — Find: open the voucher picker. Not available while editing.
• F3 — Add: start a new voucher.
• F4 — Modify the loaded voucher.
• F5 — Save. When a dialog is open F5 belongs to that dialog instead — it confirms the save prompt, adds the ticked items, saves the inline master being created, or presses the dialog's primary button.
• F7 — commit the line in the entry panel to the grid (the same as Add Item ).
• F9 / F10 / F6 — accounting vouchers: Add Debit , Add Credit and Add Multiple . Add or Modify only; in view mode the screen says the option is not available. They do nothing while another dialog is open.
• F8 — Update Summary: recompute every automatic sundry from the fresh item total and refresh all the totals. The page keeps totals current by itself, so this is the belt-and-braces recheck after heavy hand-editing; manually overridden sundry amounts are left alone. Editing mode only.
• Ctrl+P — Print. (It was F12; browsers reserve that for developer tools and will not let a page cancel it.)
• System Print is in the list for every voucher type, after the formats defined for it (and alone where none is defined). It is the standard format, built from the voucher itself: the company and branch, the voucher's number, dates, status, posting status and workflow status, a box for the party and the delivery address - on the left the party from its ledger account (address, phone, GST number), on the right the voucher's delivery address (address, city, state, phone, GSTIN); a voucher with no delivery address gives the party the whole box - every visible column of the item grid with a line's storage spaces, bins, batch and serial numbers beneath it, the sundries and totals with the amount in words, the accounting entries, the bill-by-bill, cost-centre and cheque allocations, the bins the voucher moved, and the narration. A grid with many columns prints landscape. It prints, previews, downloads and shares like any other format.
• In Select Printing Format the first format is already selected: F5 prints it, F6 shares it, Esc closes the window. Share (F6) sends the printed PDF to someone through WhatsApp, e-mail or any app on this device. It is a copy, so it does not mark the voucher printed. If the browser asks for a second press, the document is already built and the second F6 sends it at once. A browser that cannot share files downloads the PDF instead, for attaching by hand.
• Esc — close the topmost open dialog; with nothing open it cancels the edit.
• Enter — move to the next field. In an open confirmation it means Yes, and in a single-value prompt such as Enter TranID it is the same as OK (F5) . Enter on an empty prompt box does nothing, since that almost always means the value has not been typed yet — use Cancel or Esc to back out.
• Ctrl+H — rate history for the item in the entry panel (needs the Show Price History permission); picking a row writes its rate into the line.
• Ctrl+M — alternative items for the item in the entry panel; picking one replaces the line's item.
• Ctrl+Enter — new line inside Narration and other multi-line boxes.
• Tab — move to the next field without the Enter-driven behaviour.

Shortcuts belong to whichever tab of the page has focus, so a second voucher open in another tab never steals them.

9Why is a pick-list empty? #

• Party comes from the Ledger Account master , and only accounts in the groups the voucher type allows are listed — a supplier will not appear on a sales voucher. Missing one? The dropdown's ＋ Create new footer opens that master inline.
• Item comes from the Product master , narrowed by everything that restricts what you may sell or buy on this voucher: products allocated to your user account, the shared products only restriction on your login, branch visibility, the voucher type's own item filter, the selected stock group, and — on a voucher drawn from a source — only the source's pending items. That filtered list is the rule: typing a name that is not in it is refused rather than accepted, and the same restrictions apply when a barcode scan or a linked-source pull brings an item in, not just when you pick one by hand. Because the list depends on who you are and which branch you are in, it is reloaded when either changes.
• Transaction Class lists only the classes attached to this voucher type in Voucher Manager. Empty means none are attached, which is normal. Choosing the party fills it in, the first way that applies: (1) the class set on the party's own Ledger Account; (2) when Voucher Manager's auto-select by party GSTIN is on, the class the party's GST number points to (same state = local, another state = interstate); (3) the voucher type's only class, when it has just one. If none applies, choose it yourself. A class from (1) or (2) is used only when this voucher type offers it.
• Employee lists the active Ledger Accounts marked "Treat this ledger as employee". Missing one? ＋ Create new employee in the dropdown's footer opens the Ledger Account master with that switch already on; the saved employee is selected. Profit Centre works the same way: ＋ Create new profit centre opens the Profit Centre master - save a new one, or Use an existing one.
• Employee on a line (when the voucher type shows the line's Employee column) is picked from a list, never typed. Adding an item asks for it straight away if the line has none, before the line reaches the grid; Cancel adds the line without one. When that column's Extra Property in Voucher Manager is Use Employee ID , the list is the employees that have an Employee ID in the Employee master, searchable by ID or name, and the line shows and keeps the ID; otherwise it keeps the employee's name. Missing one? ＋ Create new employee in the line's dropdown opens the Employee master (by ID) or the Ledger Account master with "treat as employee" on (by name).
• Linked Transaction lists saved source vouchers with something still pending. Fully delivered or cancelled sources drop out, so an empty list usually means there is nothing left to draw.
• Warehouse comes from the Warehouse master and is limited to your branch.
• On a stock transfer the Destination Storage Space and the Source Storage Space both come from the Warehouse master . A storage space is listed when it is not inactive and is open to the branch you signed in to: it has no branch list at all, or its branch list contains your branch. Missing one? Either box's ＋ Create new warehouse footer opens the Warehouse master inline, and the storage space you save is selected in the box you opened it from.
• Serial numbers on an outward voucher list only serials currently in stock at the branch; an inward voucher creates them instead of picking them.
• Variant values come from the attributes assigned to that item — Product master -> Variants… . An item with no attributes assigned shows no Variants button at all.
• Currency , Employee , Profit Centre , Unit , Tax Class each come from their own master; empty means nothing has been created there yet.
• Price Type lists the voucher type's own price type plus the alternates allowed for it. One entry means no alternates were configured.

10Rules and integrity #

• A voucher must have a date inside the open financial period and at least one item line. Item, quantity and — unless the voucher type says otherwise — rate are required on every line.
• Manual voucher numbers are checked at save : a blank number is refused, and a duplicate is caught — purchase-family vouchers (Purchase, Payment Voucher-GST, Fixed Asset Purchase) check the number per party across all Purchase-group types ("Voucher already entered for this party"), every other manually-numbered type checks within its own series ("Duplicate VoucherNo"). The voucher type's Allow Duplicate ? switch turns the per-party block into a warning that still saves.
• On an accounting voucher, debit must equal credit . The save is refused outright otherwise, and the message names both totals and the difference. This is checked first, before the two rules below — the value of a voucher only means anything once its two sides agree.
• A zero-valued voucher is refused unless the company setting Allowed to save zero valued voucher is on, and a voucher whose value exceeds the voucher type's amount limit (set in Voucher Manager) is refused outright. Both are checked just before the save confirmation, against the debit total on an accounting voucher (Payment, Receipt, Journal, Contra) and against the trading total — items plus additive sundries minus deductive ones — on everything else. An accounting voucher has neither items nor sundries, so the trading total would read zero on every one of them.
• Checks run twice: the page refuses what it can see before sending, and the database refuses it again during the save. The second refusal is the one that counts, because another user may have changed things in between.
• The whole save is one database transaction — header, lines, sundries and every allocation succeed together or none of them do. A failed save leaves nothing behind.
• Where the voucher type demands an allocation, the allocated quantity must equal the line quantity. Warehouse and serial numbers are checked line by line; variants are checked per attribute, because each attribute measures the whole line on its own.
• Serial numbers are unique in stock. An inward voucher cannot create one that already exists; an outward voucher cannot issue one that is not there.
• Negative stock, negative profit and prices outside the permitted variation are warned about at save time. Whether the warning can be overridden depends on your rights and the voucher type's settings.
• Credit checks on outward vouchers run inside the save itself, against the party's credit-limit record: the closing balance (plus the pending value of linked vouchers such as orders, where the voucher type is flagged for it) must not exceed the limit, bills must not be outstanding past the credit days, and a party blocked from paying against a negative balance is refused. A refusal names the figures. When the save is blocked by the credit limit , the page offers to raise a credit-approval ticket on the spot — an approver can grant a temporary deviation valid for the party's next N bills (decided on the Credit Approvals page under Transactions), after which saving this same voucher again goes through the ordinary pipeline. A party whose credit mode is set to Warn is not blocked at all — the check there is advisory.
• On an outward voucher whose type sets negative-stock action to warn or stop against TranID , the stock of a scanned or picked barcode is checked the moment it is scanned (as of the voucher date, for this branch): zero or negative stock shows "Insufficient stock or ID not found" — the warn mode lets the line through, the stop mode refuses the scan. Branches on the voucher type's excluded list skip this check.
• After a save the grid can carry line markers : a yellow line is a warning — the voucher was saved (out-of-inventory, negative profit, price-limit variation); a red line is what blocked the save (stock stop, expired batch, missing TranID, no damage stock…). Hover a marked line to read the exact reason; a Line Issues dialog lists them all right after the save. Editing or removing a marked line clears its mark, and markers reset when another voucher is loaded.
• A voucher type may wait for the warehouse (Voucher Manager -> Linked Transaction properties -> Warehouse Condition, with Warehouse Management): then a source line offers only what is put away (a GRN) or picked (a Delivery Note, a Sales Order picked ahead), or a source is offered only once done in full. The database checks it at every save - the desktop's too - and refuses a voucher taking more, naming the quantity that is done.
• A cancelled line (Cancel line) keeps quantity 0 and its record; it is refused on a line a later voucher was made from. The serial-number check at save reads each line's item, and for the lines of a voucher opened from Find it looks the items up first, so an item without serial tracking is never asked for serials.
• Bins on lines follow the voucher type (Voucher Manager): with Use WMS Bins = Required and the Default Bin Rule = Ask, every stock line in a storage space run by the WMS must name its bin; with Negative Bin Stock the save lists the lines that take more than their bin holds (warn: Save again goes ahead; stop: refused). The screen checks first and the API refuses the same. A cancelled line names no bin.
• Drawing from a source voucher cannot exceed what the source still has pending, and the source's due quantity is adjusted as part of the same save.
• What a scan can carry. Inventory Settings shape how the scan box reads a barcode, and all of it applies to the verification pass below as well as to adding lines. A configured custom barcode prefix is stripped off first. A % or * in the barcode separates it from a UniqueID — a specific cost-sheet batch — and the item is then looked up by that batch rather than by the barcode. Barcode start & length and value for Qty in barcode string let a longer scanned string carry the barcode and the quantity at fixed positions (both ship disabled at -1 ); the quantity read this way replaces the usual 1. Multiply box qty with qty while scanning then multiplies by the barcode's box factor, so scanning a carton label books the whole carton. Is restrict to scan duplicate barcode refuses a barcode already on the voucher (serial-style S… barcodes are exempt — those are meant to repeat). Create & use unique barcode for individual items makes a U barcode single-use: once consumed anywhere it is refused forever. Is allowed to scan branch-specific barcode only narrows every lookup to your branch, and says so rather than reporting a plain "not found". If a barcode covers several MRPs you are asked which one before the line is built. Finally, with Ver 5.0 barcode on, a label that encodes the product ID and rate inside itself is decoded directly, with no price-table lookup at all. Note the desktop reads the two position settings and never acts on them; the web does.
• Two-pass scan verification : when the voucher type makes the TranIDCheck column visible (Column Properties in Voucher Manager), scanning stops adding lines and instead verifies them — each scan must match an existing line's TranID and bumps its checked quantity ("TranID not found !" otherwise). The save is refused until the quantity total equals the checked-quantity total, so every piece has been physically re-scanned. A partly-verified voucher resumes with its counts intact.
• Unsaved work is protected on the way out. While a voucher has entries that have not been saved, starting a new voucher asks you to confirm first and says what will be lost, and the browser warns you before a reload, a tab close or navigating away. Note the browser writes that second message itself — every browser shows its own generic "leave site?" wording and ignores ours, so it will not name the voucher; only the in-app prompt can. The warning clears the moment the voucher is saved, and closing this voucher's tab never leaves the rest of the application prompting.
• A line you are still editing is committed before the voucher saves , not discarded. If the item entry panel is open with an item picked when you press Save or F5, that line goes through its normal commit first — every check that applies to a line still applies — and only then does the voucher save, so the line is included. If the line fails one of those checks the save stops and you are left on the line to fix it. A panel open with no item picked is just the blank next row and is closed without comment; a half-typed sundry line is not auto-committed, and the save asks you to finish or cancel it.
• After a new voucher saves cleanly the screen clears for the next one , so a counter operator keying one bill after another never has to reach for Add. This happens only when the save came back without any warning: if the server flagged negative stock, negative profit or a price-limit variation, the voucher stays on screen with those lines marked, because the marks are the point. It also applies only to new vouchers — editing an existing one and saving keeps that voucher in front of you. Every post-save step (allocations, e-mail and SMS, sharing, printing) runs first; the clear-down is always last.
• Manual document details appear during save when the company setting Track Book No / Page No / Line No is on and the voucher type affects the books. They record where the entry lives in the physical book you wrote it into first — book number, page number and line number, each of which must be greater than zero. They are compulsory : cancelling the dialog abandons the whole save, because the paper record is the legal one and the keyed entry has to be traceable back to it. On a saved voucher the same details can be re-read from Manual Doc Details in the right rail, and re-saving lets you correct them. The row is written inside the voucher's own transaction, so it can never exist without its voucher.
• GST checks run before anything else at save (skipped on stock-transfer voucher groups, which carry no GST). A GSTIN entered on the Contact/Delivery tab must be a well-formed 15-character number, and its leading two digits — which are the state code — must match the state on the same tab; the portal's placeholder URP is exempt from both. A transaction class marked GST No compulsory requires the state first and then the GSTIN. If the party has a GSTIN but the class's nature of transaction is a consumer/unregistered one ( b2cs , b2cl , cnu , dnu , b2binur ), you are warned that the supply would be reported in the wrong GSTR-1 section and asked to confirm — the party's own address-book GSTIN counts here, not only the one typed on the voucher. Finally the ₹2,50,000 rule: a b2cl class is refused on an invoice at or below the threshold and on a local (same-state) supply, a b2cs class is refused on an inter-state invoice above it, and above the threshold the customer's state cannot be blank because it decides which of the two applies.
• Per-column rules set in Voucher Manager -> Column Properties are enforced as each line is committed, in this order: a column marked AllowEmpty=False refuses a blank; AllowZero=False refuses a zero (this applies whether or not the column is also marked compulsory — an optional column can still reject a zero once it is filled); AllowDuplicate=False refuses a value already used on another line of the same voucher, blanks excepted; and VERIFYCALC=True compares what you typed against the column's own formula and tells you when they disagree — that one is advisory, the line still commits, because a formula column you can type into exists precisely so it can be overridden. A column marked RepeatLastRowValue=Yes carries its value forward into the next blank line, so a warehouse, batch or cost centre repeated down a long voucher is typed once. Note these rules bite on the web but are silently ignored by the desktop, which reads the settings and never acts on them.
• A posted voucher is locked against editing until it is marked unposted. Voucher status changes are recorded with their remarks.
• Modify is refused up-front in three cases, checked in this order the moment you press Modify (F4): the voucher belongs to another module (service billing, payroll, asset transfer… — alter it from that module's own screen), the voucher type's lock settings in Voucher Manager forbid altering (on save, after a period, or after verification), or pricing has been completed on the voucher. Delete runs the same module and lock checks.
• The voucher's branch is fixed at entry. A voucher never moves between branches afterwards.

11If something does not work #

Every message this screen can show, with why it happens and what to do. A Save denied means nothing was written; a Warning means the voucher was saved.