How to Create and Manage Service Invoices in O2VEND | Service Management Guide

A Service Invoice in O2VEND allows your business to bill customers for services rendered — such as repairs, installations, maintenance, or consultations. Service invoices are managed separately from sales invoices and have their own dedicated section in the Back Office with full payment tracking, vendor management, and accounting integration.

How to Access Service Management

Go to:

Back Office → Voucher → Services

This page displays a consolidated list of all service invoices created across your branches — including payment status, amount, and operational details.

Service Invoice List

The Services page shows all service records at a glance.

Channel Filter Tabs

Filter invoices by channel — All, Online Store, POS, BackOffice, Sales Force App, Android App, IOS App, Shopify Store, Ecommerce, O2vendChannel, and more.

List Columns Explained

Column	Description
Created On	Date and time the service invoice was created
Number / Customer / Branch	Service invoice number (e.g., SERIN-009-13), customer name, and branch tag
Status / Channel	Order status and channel — also shows Total and Shipped item count
Payment Status	PendingPayment or PaymentReceived
Due On	Payment due date — shown in red if overdue
Created By / Sales Employee	Admin or sales rep who created the invoice
Vendor Name	Vendor linked to this service
Shipping Class	Shipping method if applicable
Total Amount	Total value of the service invoice

Top Action Buttons

Button	What It Does
+ Create Service	Open the Create Service Invoice form
Schedule	Schedule a future-dated service task — useful for recurring services, installations, and follow-up visits
Email	Send the service invoice or summary directly to the customer
Export	Download all service records as a .csv file
Export with Line Items	Download invoices with full service line item details — ideal for GST reconciliation and auditing

Quick Actions from the List

Hover over any invoice row to see inline action buttons.

Button	Action
Create Receipt	Record a payment directly from the list — available for PendingPayment invoices

Creating a Service Invoice

Click + Create Service from the top right to open the Create Service Invoice form.

The form has 4 tabs — Customer Information, Receipts, Vendor, and General Ledger.

Tab 1 — Customer Information

This is the main tab where you enter all customer and service details.

Customer & Branch Fields

Field	What to Enter
Branch	Auto-filled with the current branch (e.g., TrendLoom 1)
Sales Man	Search and assign the salesperson responsible for this service
Invoice Type	Select Cash (full payment now) or Credit (payment later)
Deliver From	Select the warehouse — choose None if not applicable
Customer	Search and select the customer — outstanding balance shown in red
Cus.PO	Customer's purchase order number for reference
Price List	Select the pricing category (e.g., Default)
Credit Days	Number of days allowed before payment is due — appears for Credit invoices only
Transport	Transport mode for delivery if applicable
Scan	Scan a product or service barcode to add it instantly
Reference	Internal reference or work order number for this service
Bill To	Customer's billing address — click + to update
Ship To	Customer's delivery address — click + to update

Service / Product Line Items

Add the services or products being billed in the table below:

Column	Description
Product	Search by service or product name — details fill automatically
SKU	Product or service SKU code
Quantity	Number of units or service hours
Units	Unit of Measure (e.g., pcs, hrs)
Price	Service price — editable if needed
Disc%	Discount percentage to apply
Discount	Discount amount calculated from Disc%
Total Amount	(Price × Qty) − Discount — auto-calculated

Click + in the table to add more line items. Use + Bulk Entry at the top to add multiple items quickly.

Invoice Summary (Bottom Right)

The summary panel updates automatically as you add items:

Field	Description
Subtotal	Total before tax and discounts
Tax	GST or applicable tax
Discount	Total discount applied
Shipping Fee	Delivery charges if applicable
Payment Fee	Payment gateway fee if applicable
TCS	Tax Collected at Source (if applicable)
Round Off	Rounding adjustment
Total	Final invoice amount
Total Paid	Amount paid so far
Pending Payment	Balance remaining — shown in red if unpaid

Tab 2 — Receipts

The Receipts tab is used to record payments collected from the customer for this service invoice.

How to Record a Payment

1. Click the Receipts tab
2. Select the Payment Method from the available options:
   • Cash
   • UPI
   • Card
   • Net Banking
   • Wallet
   • Any other configured payment gateway
3. Enter the Amount Received
4. Add an optional Payment Note for internal reference
5. Save — the payment status updates automatically

Payment Status After Entry

Status	When It Appears
PaymentReceived	Full invoice amount has been collected
Partial	Part of the payment is collected — balance still pending
PendingPayment	No payment recorded yet

You can also Adjust Advances from this tab — apply any advance paid by the customer against this invoice. Use Create QR & Link to generate a payment link or QR code to share with the customer.

Tab 3 — Vendor

The Vendor tab is used when the service is executed by an external vendor or third-party service provider.

Field	Description
Vendor Name	Select the vendor responsible for executing this service
Vendor Charges	Enter the vendor's service cost or product cost
Vendor Note	Add internal notes for vendor communication or settlement reference

This section ensures accurate vendor reconciliation and keeps vendor costs separated from customer billing for correct profit reporting.

Tab 4 — General Ledger

The General Ledger tab shows how this service invoice is mapped to your accounting books — automatically, without any manual entry.

Ledger Entries Created

When a service invoice is saved, O2VEND automatically creates entries for:

Ledger	Purpose
Sales Ledger	Records the revenue from this service
Tax Ledger (CGST / SGST / IGST)	Records the GST components collected
Customer Ledger	Records the amount receivable from the customer
Discount Ledger	Records any discount given
Round Off Ledger	Records rounding adjustments

This ensures complete accounting traceability and accurate financial reporting without any double-entry work.

Viewing a Saved Service Invoice

Click any invoice number from the list to open the full service invoice detail.

All Tabs in Invoice Detail

Tab	What It Shows
Customer Information	Customer details, service line items, addresses, and invoice totals
Receipts	All payment records for this invoice
Vendor	Vendor assigned and vendor charges
History	Timeline of all status changes
Change Status	Manually update the invoice status with a reason
E-Way	E-Way Bill details for goods transport compliance
General Ledger	Accounting entries for this invoice
Documents	Attach purchase orders, contracts, or delivery proofs
Update History	Full audit log of all edits made

Quick Action Buttons (Right Panel)

Button	Action
Print	Print the service invoice
Print PickupList	Print the service pickup list for staff
Download Invoice	Download as PDF
Share Invoice	Share with the customer via email or link
Clone Invoice	Duplicate this invoice
Notification	Send a notification to the customer

Best Practices

• Select the correct product or service for accurate GST calculation
• Always fill in the customer's Bill To and Ship To addresses correctly
• Record payments in the Receipts tab immediately after collection — this keeps your payment status accurate
• Use the Reference field to link the service invoice to a work order or job number for easy tracking
• After any major update, add a note in the History tab to maintain a clear audit trail
• Use Export with Line Items for detailed service reports and GST reconciliation

Quick Summary

Task	Where to Go
View all service invoices	Back Office → Voucher → Services
Create a new service invoice	Click + Create Service
Record a payment	Hover on row → Create Receipt or open invoice → Receipts tab
View or edit service details	Click the invoice number
Update invoice status	Change Status tab inside the invoice
Download as PDF	Click Download Invoice (right panel)
Export all records	Click Export or Export with Line Items
Schedule a future service	Click Schedule from the top bar
View accounting entries	General Ledger tab inside the invoice

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