How to Create and Manage Service Invoices in O2VEND ERP – Complete Step-by-Step Guide

A service invoice in the O2VEND back-office system enables businesses to record service-based billing, manage customer accounts, track payments, and generate accurate financial entries. This guide provides a comprehensive, structured explanation of every stage involved in creating, editing, and finalizing a service invoice.

1. Accessing the Service Management Page

Service records can be accessed from the O2VEND Back Office → Sales -> Services section.
This area displays a consolidated list of all service entries created across branches, including payment status, amount, shipping timing, and other operational details.

2. Key Actions in the Top Navigation Bar

The top menu bar provides quick access to essential operations required for service management.

2.1 Create Service

Initiates a new service invoice form.
Used when adding a customer service entry, billing for a service, or processing new service orders.

2.2 Schedule

Adds a future-dated service task for customers.
Useful for recurring services, follow-ups, installation visits, and scheduled service operations.

2.3 Email

Allows sending service invoice or service summary to the customer directly.

2.4 Export

Generates an export file (Excel/CSV) for all service records listed in the table.

2.5 Export With Line Items

Exports every service invoice with detailed line items.
Ideal for auditing, GST reconciliation, and service analytics.

3. Service List Table Overview

The service list displays:

  • Created On – Timestamp of service creation
  • Customer / Branch / Number
  • Status & Channel
  • Payment Status
  • Vendor Name
  • Shipping Class & Timing
  • Total Amount

This table helps quickly track operational activity, identify pending service deliveries, and view payment completion.

4. Creating a New Service Invoice

When Create Service is selected, the Service Invoice form opens.

The form contains 4 essential tabs:

  • Customer Information
  • Receipts
  • Vendor
  • General Ledger

Each tab is explained in detail below.

5. Customer Information Tab

The Customer Information tab is the core section where customer details and product/service line items are entered.

5.1 Branch Details

Displays the branch where the service invoice is created.

5.2 Salesman

Assigns the salesperson responsible for the service.

5.3 Price List

Defines the pricing category applied to the invoice.

5.4 Bill To & Ship To

Contains customer billing address and delivery address.

5.5 Credit Days

Shows due date allowed for payment.

5.6 Product/Service Line Items

Each service or product added will have:

  • Product name
  • SKU
  • Quantity
  • Price
  • Discount
  • Total amount

Multiple line items can be added using the (+) Add Line Item button.

5.7 Totals Panel

Displayed on the right-side panel:

  • Subtotal
  • Tax
  • Discount
  • Shipping Fee
  • Payment Fee
  • TCS
  • Round Off
  • Final Total
  • Total Paid
  • Pending Payment

This summary updates automatically based on the entered details.

6. Receipts Tab (Payment Entry)

This tab is used to record customer payments for the service invoice.

6.1 Payment Methods

Includes:

  • Cash
  • UPI
  • Card
  • Net Banking
  • Wallet
  • Multiple payment options

6.2 Amount Received

Tracks the collected amount during service creation or after completion.

6.3 Payment Notes

Optional notes for internal purpose.

Once submitted, the payment status changes to:

  • PaymentReceived
  • Pending
  • Partial

7. Vendor Tab (If Vendor-Based Service)

Used when service delivery involves an external vendor.

7.1 Vendor Name

Selects the vendor responsible for service execution.

7.2 Vendor Charges

Enter vendor service amount or vendor cost of products.

7.3 Vendor Note

Used for internal communication or settlement reference.

This section helps with vendor reconciliation and accounting accuracy.

8. General Ledger Tab (Accounting Integration)

This tab shows backend accounting mapping for the service invoice.

8.1 Ledger Posting Preview

Displays:

  • Sales Ledger
  • Tax Ledger (CGST, SGST, IGST)
  • Customer Ledger
  • Round Off Ledger
  • Discount Ledger

8.2 Ledger Summary

Reflects how this service invoice updates the business financial accounts inside the accounting module.

This tab ensures complete accounting traceability and error-free reporting.

9. Buttons & Their Functions in Invoice Screen

9.1 Bulk Entry

Allows adding multiple items in a fast-entry mode.

9.2 Save

Saves the invoice as draft.

9.3 Save & Close

Saves and closes the form.

Best Practices for Service Invoice Management

  • Use accurate product/service selection for correct GST calculation.
  • Maintain customer address precisely for delivery accuracy.
  • Review ledger mapping for correct financial posting.
  • Always update payments in the Receipts tab for accurate balance tracking.

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