Creating a Sales Invoice

Creating a sales invoice is a crucial step in the sales process as it serves multiple important functions for a business. It acts as an official document that records the details of a transaction, including the products or services sold, the quantity, price, buyer information, and payment terms.

This documentation not only helps in requesting and tracking payments but also ensures professionalism and transparency in business dealings. Additionally, sales invoices are essential for maintaining accurate financial records, supporting accounting activities, and facilitating smooth tax reporting and audits. They can also serve as a reference point in case of disputes or queries, and help businesses monitor customer purchase history and payment behavior. Overall, generating sales invoices is fundamental for financial management, legal compliance, and sustaining healthy client relationships.

Sales Invoices in O2VEND

Accessing the Invoice Screen

To create a sales invoice, follow these steps:

  • Go to the Back Office.
  • Click on the Voucher section and select Sales.
  • Click on Create Sales Invoice in the top right corner or use the shortcut key F8 to quickly open the sales invoice creation screen.

Entering Customer Information

  • Input the Customer Name and Contact Information in the designated fields.
  • This information will be printed on the sales invoice for record-keeping and reference.

Adding Customer Address

  • Click on the + symbol in the address section.
  • Enter or update the Customer's Address in the provided field.

Selecting Payment Method

Choose the appropriate payment method for the transaction:

  • Cash: Select this option if the seller or admin is receiving the full payment in cash from the buyer. Set the invoice method as Cash.
  • Credit: Choose this option if the seller or admin has received partial or pending payment. Set the invoice method as Credit. This type of invoice is commonly used for online payments via payment gateways like Google Pay, Paytm, etc.

Managing Receipts

If the invoice method is set to Credit, the Receipts tab will appear:

  • If an online payment method was used, select the payment method (e.g., bank transfer, online payment).
  • Enter the Amount to be recorded against the invoice.

Adjusting Advances

If the customer has made an advance payment, it can be adjusted against the created invoice:

  • Click on the Adjust Advance button.
  • Enter the advance amount.
  • Click OK to apply the adjustment.
Creating a Sales Invoice

Selecting Warehouse for Delivery

  • Choose the warehouse from which the products will be delivered.
  • Once the invoice is saved, a Shipment is created.
  • If no warehouse is selected, choose the None option.
Creating a Sales Invoice

Searching and Selecting the Customer

  • Use the Customer Search field to find and select the customer who wants to place the invoice.
  • To create a new customer, press Alt+C in the customer section.
Tip

Click Alt+C - Create a customer at the customer section.

Managing Credit Days

If the payment method is Credit, a field for Credit Days will appear:

  • Enter the number of days allowed for the customer to make the payment.

Selecting Transport Method

  • Choose the mode of transport used for delivering the products, such as van, bus, auto, etc.

Adding Reference Information

  • Reference numbers are used to track orders or invoices.
  • The admin can enter a Reference Number for incomplete or new orders related to a specific customer.
Creating a Sales Invoice

Managing Receipts

  • Enter the payment method the customer used for the order.
  • This ensures accurate financial tracking and reconciliation.

Handling Goods Issue

  • The Goods Issue tab displays the items that have been issued from inventory.
  • This helps in tracking the movement of products.

Adding Order Notes

  • Any special Order Notes entered will be displayed in the Order Note tab.
  • These notes can be used for additional information related to the order.

Tracking Order History

  • The Order History tab displays the updated status of the order.
  • This helps in monitoring any changes or updates to the invoice.

Managing Products

  • Use the Product Search field to find and add products to the invoice.
  • Once a product is added, its details will be filled in automatically.
  • You can edit or modify product details if necessary.
Tip

Click Alt+C - Create a product at the product section.

Setting Quantity

  • Enter the Minimum or Maximum Quantity of the product to be sold.
  • This ensures proper inventory management and prevents over-selling.

Defining Units of Measure

  • Units of Measure (UOM) define how products are measured (e.g., pieces, kilograms, liters).
  • Select the appropriate unit for each product.

Updating Product Price

  • The product price is automatically updated in the Price field.
  • You can edit or modify the price if needed.

Applying Discounts

  • If the customer is eligible for a discount, enter the Discount Amount in the respective field.
  • This will automatically reduce the total invoice amount.

Calculating the Total Amount

  • The Total Amount field displays the final cost of the products.
  • If a discount is applied, the total amount will be adjusted accordingly.

By following these steps, you can efficiently create and manage sales invoices, ensuring accurate financial transactions and streamlined record-keeping.

Steps to Create a Sales Order

Creating a sales order involves selecting a customer, adding products, verifying the order summary, and saving the order. Follow the step-by-step guide below to ensure accurate order processing:

1. Click the "Create Sales" Button

To initiate a new sales order, navigate to the sales module in your system. Locate the "Create Sales" button positioned at the top right corner of the screen. Click this button to start a new sales order entry.

2. Enter the Customer Name

  • In the Customer Search Box, type the customer's name or relevant keyword.
  • As you type, a dropdown list will appear, displaying matching customer names based on your input.
  • The system will suggest available customers based on the search query.

3. Select the Customer

  • Choose the correct customer from the search dropdown.
  • Once selected, all customer-related details, such as contact information, previous purchase history, and credit limits, will be auto-filled in the respective fields.
  • This helps in ensuring that the order is linked to the correct customer and reduces manual data entry errors.

4. Fill in the Billing and Shipping Address

  • After selecting the customer, review and enter the billing address (where the invoice will be sent).
  • Enter the shipping address (where the product will be delivered).
  • In some cases, these addresses may be automatically populated based on the customers saved details, but you can modify them if needed.

5. Select the Product

  • In the Product Name Search Box, type the name of the product being ordered.
  • A search dropdown will appear, showing a list of available products that match your input.
  • Click on the desired product to select it.
  • Repeat this step for all products the customer wishes to purchase.

6. Verify Order Summary

  • At the bottom of the page, an Order Summary section will display the complete order details, including:
    • Selected products and their quantities
    • Unit price and total price
    • Any applicable discounts, taxes, or additional charges
    • Final order total
  • Thoroughly review all details to confirm accuracy before moving forward.

7. Save the Sales Order

  • Once all details have been verified, click the "Save" button located in the top right corner to finalize the sales order.
  • Alternatively, you can press Ctrl+S on your keyboard to save the order quickly.

After saving, the system will confirm that the order has been created successfully. You can then proceed with further steps like payment processing, invoice generation, or order fulfillment as required.

Creating a Sales Invoice