Sales Invoices Management

Understanding Sales Invoice

A sales invoice is an accounting document that is given to a purchaser in lieu of the purchase made by the seller. It records all the details of the sale made, primarily the payment details.

 

Settings

Navigate to the left menu > Settings > Settings.

Check the box Invoice Classic View.

Click on Update.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Invoice Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Press Ctrl+F and enter the word Invoice. Enable all the permissions related to invoice.

Click on Save.

 

Sales Invoice

There are two types of sales invoice- automated and manual. Let us see how to generate both.

Navigate to Left Menu > Finance.

The left menu will change. 

Click on Sales Invoice.

Multiple tabs will appear.

 

Accepted

The Accepted tab will show all the invoices that have been accepted.

The Invoice Generated column will show the mode whether it is automated or manual.

 

Pending

The Pending tab will show all the invoices generated in the system but not accepted yet. It will not be accepted until the invoice number is given.

 

Pending MPS 

This tab shows invoices exclusively for MPS businesses.

 

POS

POS is the Point of Sales where invoice can be generated directly.

 

Canceled

It shows all the canceled invoices. Canceled Invoice cannot be retrieved. 

 

Deleted

It shows all the deleted invoices. However, we can generate the invoice even after it is deleted.

 

Generating Sales Invoice

Navigate to the left menu> Finance > Sales Invoice.

Click on the Generate Invoice. button on the top right hand corner.

A list of invoices that can be automatically generated will show up. Click on the desired option.

Enter the date in the pop up box that appears and click on Generate Invoice.

Note: It will show under the Pending tab now.

 

Generating Auto Invoice

Navigate to the left menu> Finance > Sales Invoice.

From the list of invoices that appear, click on the Invoice number for which you wish to view the details.

The details will appear. 

The invoice number is not generated until the finance team gives the approval. 

Once the Finance Team Accepts the invoice from the Change Status column, it will go under the Accepted tab and a number will be generated. This is the process of generating an auto invoice.

 

Generating Manual Invoice

Manual invoice is tax invoice.

Navigate to the left menu> Finance > Sales Invoice. 

Click on the Add Invoice (plus) button on the top right hand corner.

Click on Tax Invoice.

Fill in all the details manually. Invoice number can be changed along with the date.

Note: It is not connected to the Inventory – Stock  as it is a purely tax invoice.

Click on Save.

 

Generating a Semi- Auto Invoice

A semi-auto invoice is 50 % both, auto and manual. To generate semi-auto invoice, 

Navigate to the left menu> Finance > Sales Invoice. 

Click on the Add Invoice (plus) button on the top right hand corner.

Select the desired option from the drop down available.

Fill in all the mandatory fields. In this case it will be manual.

Note: The number of products listed in the contract will only be shown here. In case you need to add more products, you will need to add that in the contract first.

Click on Save.

To use the auto feature, click and run the clone to generate the invoice automatically.

 

Journal Entries

Understanding Journal

A Journal entry is a record of every transaction that takes place every day in the company. The transactions of all categories are recorded under various ledgers and are later used to calculate the financial statements of the company.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Journal Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable all the permissions related to Journal under Account Journal.

Click on Save.

 

Making a Journal Entry

Navigate to Left Menu > Finance > Finance.

This will take you to the next page. Select Journal option from the left menu.

Select the Account name. It can be that of an expense or a customer.

Select the branch if the Account selected is that of a customer.

Under the Reference field there are three options:

• On Account: if the transaction is made on the account of the expense/customer
• New Reference: if the transaction is made against a new bill/invoice
• Against Reference: if the transaction is made against the existing bill/invoice.

If Against Reference is selected, then select the transaction by clicking under the Pay column. Or remove the transaction by clicking on the minus button.

Fill the other fields wherever required and click Save.

This will be shown in the Journal Entry Index page.

Note: The options under the Action column can edit, download, print or delete the transaction.

 

Contra Entries

Understanding Contra

Contra Entry means transactions that take place when cash is deposited or withdrawn from cash or bank to cash or bank. These transactions show effect in the cash and bank balances of the company and do not impact its financial position.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Contra Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable all the permissions related to Contra under Account Contra.

Click on Save.

 

Making a Contra Entry

Navigate to Left Menu > Finance > Finance.

This will take you to the next page. Select Contra option from the left menu.

Click on the plus button in the top right corner.

Select the account from which transfer of money is made and received in the respective fields.

Enter the amount to be transferred.

Enter any description of the transaction under the Narration field if required.

Fill the other fields wherever required and click Save.

This transaction will now be displayed in the contra entry index page.

Note: The options under the Action column can edit, download, print or delete the transaction.

 

Receipt Management

Understanding Receipt Management

This module keeps a record of all the payments received and pending payments to be received. There are two sub modules under Receipt

 

Making a Receipt Entry

This page shows all the details of payments received. It shows the category under which the payment falls, the date and the payment method details. To record a new payment:

Navigate to Left Menu > Finance > Finance.

This will take you to the next page. Select Receipt option from the left menu.  

Click on the plus button in the top right corner. Open Receipt Entry. 

Enter the date and the vendor from whom the payment is received.

Select the payments received if there are many bills under one vendor and click save.

Select the Type of Ref: which indicates if the payment is made on account, in advance or against a bill.

Enter the amount received.

Enter the bank in which the amount is deposited and select the mode of payment.

Enter the cheque and bank details if any.

 Enter the Deductions made if any.

Click on Save.

 

Pending Receipt

This sub Module has the list of all receipts that are pending from the clients.

The payments can be made by clicking on the Receipt button. 

The same Receipt Entry form as described under the Receipt Entry Module will be displayed. 

Enter all details and Save for recording the payment made.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Finance Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Press Ctrl+F and enter the word Receipt. Enable all the permissions related to Receipt.

Click on Save.

 

Payment Management

Understanding Payment

This sub module of finance helps to record all the payments made to the Company.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Payment Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable the permissions Payment Form and Pending Payment under Payment option. 

Click on Save.

 

How to Make a Payment Entry

Navigate to the Left Menu > Finance> Finance.

Click on the Payment option from the left menu that appears next.

Click on the plus sign on the top right corner of the page. 

Select the Vendor’s name under the Payment To field.

Select those amounts that need to be paid or select all and click on Save.

Notes:

Type of Ref: This field has three options. Select accordingly.

Against: if an amount is paid against a bill. 

Advance: if the amount is paid as an advance

On Account: Here an amount is paid even before a bill is made and it is adjusted according to the amount in the bills made.

 

Enter the amount to be paid, the bank and the method of payment.

Enter the deduction particulars if any.

For payments in Advance or On Account, the amount needs to be entered.

Click on Save.

Note: The Action Button has the option to Edit, download, print and Delete the payment.

 

Pending Payment

This sub module has the list of all payments that are pending from the company. 

The payments can be made by clicking on the Payment button. The same Payment Entry form as described under the Payment Entry Module will be displayed. Enter all details and Save for recording the payment made.