Sales Invoice

The sales invoice is the document that creates a receivable. It is the first point in the sales cycle with a permanent accounting effect.

Overview

An invoice can be raised from a delivery note (the usual route for goods), directly from a sales order, or from scratch. Whichever route you use, confirming the invoice posts to the customer ledger and the tax accounts, and allocates an invoice number that cannot be reused.

Once confirmed, an invoice cannot be edited. Correct it with a credit note, which is what the tax authorities expect to see.

Prerequisites

Before you begin

• The customer exists and is not blocked
• The goods have been delivered, or you are invoicing in advance deliberately
• The financial period of the invoice date is open
• The applicable price list covers every line

Opening the screen

Navigate to

1. Sales
2. Transactions
3. Sales Invoice

Click to enlarge

The Sales Invoice screen in Business Plus Plus.

Procedure

Open Sales Invoice

Use the navigation path above, then click New to start a fresh document.

Enter the header

Set the date and select the party. The remaining header fields default from the party master and can be overridden.

Add the line items

Add one row per item. Rate and tax are proposed automatically; change them only if this document genuinely differs.

Check the totals

Compare the computed total against the source document before saving. The summary panel on the right breaks down taxable value, tax and the grand total.

Save and confirm

Click Save to record the document, then Confirm to post it. A saved-but-unconfirmed document has no accounting effect.

अपेक्षित परिणाम

The document is saved with a number from its series and a status of Confirmed, and appears in the sales Invoice list and the relevant reports.

Field reference

Sales Invoice fields

Field	Type	Required	Default	Description	Notes
Invoice No.	Auto	Read-only	—	Allocated from the Sales Invoice series on confirmation.	Gap-free by law; cancel rather than delete.
Invoice Date	Date	Yes	Today	Tax point of the invoice. Determines the period it posts into.	Cannot be backdated into a closed period.
Customer	Dropdown	Yes	—	Billing party. Defaults the price list, terms and tax treatment.
Billing Address	Dropdown	Yes	—	Sets the place of supply and therefore the tax split.
Due Date	Date	Read-only	—	Computed from the invoice date and the payment terms.	Editable only with the Override Terms permission.
Delivery Note	Lookup	No	—	Source delivery note. Copies lines and marks them invoiced.
Line Items	Grid	Yes	—	Product, quantity, rate, discount and tax per line.
Round Off	Amount	Read-only	—	Difference applied to bring the total to the nearest unit.
Grand Total	Amount	Read-only	—	Taxable value plus tax plus round off. This is the amount receivable.

Sales Invoice fields

Important notes

Danger

A confirmed invoice cannot be edited or deleted. The only correction is a credit note, which appears separately in the ledger and on the customer’s statement. Check the customer, the date and the totals before you confirm.

Important

The billing address drives the tax split. An invoice raised to the wrong address charges the wrong tax, and fixing it means a full credit note and re-invoice.

Tip

Raise the invoice from the delivery note rather than retyping it. The delivered quantity is then guaranteed to match the invoiced quantity, which is the single biggest cause of customer disputes.

Common problems

The Save button is disabled

A required field is empty or invalid. Fields in error are outlined in red with the reason underneath — scroll up, the first error is usually in the header.

You do not have permission to perform this action

Your role is missing the relevant permission for this screen. Ask an administrator to check it against Roles & Permissions.

The period is closed

The date falls in a financial period that has been closed. Either use a date in an open period, or ask an administrator to reopen it — which affects everyone, so it is rarely the right answer.

The rate comes in as zero

No price is configured for that combination of party and item on this date. Check the applicable price list, and whether its validity window covers the document date.

Frequently asked questions

QCan I change the invoice date after confirming?

No. The date is the tax point and determines which period the entry posted into. Cancel and re-raise if it is wrong.

QHow do I invoice part of an order?

Fetch the order and set the quantity on each line to what you are invoicing now. The order stays open for the balance.

QWhy is the tax zero on an invoice?

Either the customer's tax category is exempt or unregistered, or the product has no tax code. Check the Tax tab on the customer and the HSN code on the product.

QCan I email the invoice from the application?

Yes — the Print → Email action sends the PDF to the customer contacts marked for billing. The send is recorded against the invoice so you can prove it went.

Related documentation

• Sales Order
• Delivery
• ReceiptCollect payment against this invoice.
• Outstanding Report