POS

Understanding POS Invoice

POS or Point of Sales is the invoice used for service centers. It is only applicable for Sales business. It does not work for MPS, Rental or AMC businesses. The POS invoice is a shortcut that bypasses the lead management, quotation management and Sales order management.

 

Adding a POS

Navigate to Left Menu > Finance.

The left menu will change. 

Click on Sales Invoice.

Multiple tabs will appear.

The POS tab shows all the POS invoices.

Click on the plus button on the top right hand corner.

Enter the details in the mandatory fields.

If you are entering the details of a new user, check the  New Customer box.

After entering the details, click on Save.

Note: Once the POS invoice is generated, the device/ product gets automatically subtracted from the Inventory creating an outward challan.

 

Effect of POS

After a POS has been created, the following will be automatically generated

• Customer Record
• Contracted Quotation
• Outward Challan
• Invoice Number.

 

Manual Invoices

Understanding Manual Invoice

Invoice is a list of goods and services provided, with a statement of the amount to be paid for the same. It is a bill which shows the amount due to be paid by the customer or the company.

 

Create Manual invoice

Navigate to the left menu > Finance > Invoice

Open Invoice

Click on the Plus button on the top right side of the page. Here, click on Tax Invoice

Note: The manual invoice is purely a tax invoice. 

A manual invoice form will open

Fill in the Invoice number, date, and name of the person on the invoice.

Fill in all the mandatory fields.

In the Add Item section, any product can be added. 

Note: It is not connected to any Inventory because it is purely a tax invoice.

After, filling all the fields,

Click Save.

Note: Here, We can edit Manual Invoice for any change.This feature is not available in Auto Invoice.

 

Note:

• The bills under Unit sales will be shown as Sales category instead of being indicted as Unit under the Invoice Type column.
• The Pending tab shows bills under the Unit, Visit and Rental businesses. MPS Pending bills have a separate tab for its bills
• The Visit Bill is generated the next day after the call is logged and closed. The call should be logged through the mobile app only.
• If the Generate Invoice is chosen as After for any of the businesses then the date for Bill generation must be chosen a month after the Bill effective date.
• The AMC bill effective date is entered in the contract where all the product details are recorded. The Bills are generated before or after depending on this date.

 

E-Invoicing

Understanding E-invoice

E-invoice is a list of goods and services provided, with a statement of the amount to be paid for the same. It is an electronic bill which shows the amount due to be paid by the customer or the company.

E-invoices in ERP are generated automatically (Auto Invoice) or are created manually by the company (Manual Invoice). Bills generated are therefore shown as Auto or Manual under the Invoice Generated column. There are three sub modules under Invoice Module.

 

Settings

Navigate to Settings > Masters > Finance

Under the Finance setting,

Open Branch 

Here, decide the branch from which the E-invoice needs to be generated. 

Click on the Edit option and Turn on the E-Invoice Facility. 

After clicking, Fill in the below field related to E- Invoice. 

Click on the Get Authorization token popping on the right side. 

Click on Update.

 

Making an e-invoice

Navigate to the left menu > Finance > Invoice

Open Invoice

Click on the Add Invoice icon next to the Search Icon on the top right side of the page.

Select the Option according to the business and if the Bill Generation was chosen as before or after the sale/service is done.

If Sales Before is selected, enter the date in the pop up page and click Generate Invoice.

All the bills generated for that date will be shown. 

This will be reflected in the Accepted tab.

Click on the View under the Action column to check the bill.

If there are no errors found then click on the Accept button under the Change status 

Column or the Accept button on the top right side in the Bill.

Go to the Action button and click Generate E-Invoice 

If all the data entered is proper, the E-invoice will be generated. 

If the Delete Permanently button is clicked the invoice number will not be generated and the bill needs to be created manually once again. 

• If an error is found in the bill then click on the Delete and Regenerate button under the Action column and click Yes in the Pop up page.
• The process of changing the particulars of Sales Proposal where needed is done. Convert this to contrat.
• Click on Sales before under the Generate Invoice button in the Sales Invoice page.
• Enter the day’s date click on generate Invoice.
• Click on Accept under the Change status. This will be reflected under the Accepted tab.

 

Note:

• The bills under Unit sales will be shown as Sales category instead of being indicted as Unit under the Invoice Type column.
• The Pending tab shows bills under the Unit, Visit and Rental businesses. MPS Pending bills have a separate tab for its bills
• The Visit Bill is generated the next day after the call is logged and closed. The call should be logged through the mobile app only.
• If the Generate Invoice is chosen as After for any of the businesses then the date for Bill generation must be chosen a month after the Bill effective date.
• The AMC bill effective date is entered in the contract where all the product details are recorded. The Bills are generated before or after depending on this date.

 

The Options under the Action button can do the following:

• Edit Invoice: If the date, invoice or PO number need to be changed; change any of the particulars and click on Update.
• View: If the Invoice needs to be viewed for checking.
• Print: To print the invoice for internal or external use.
• Upload: This is used to upload any bill or supporting document along with the invoice.
• Upload PDF: If the above documents mentioned need to be uploaded in PDF format only.
• Delete and Regenerate: To recreate a bill if there are any mistakes in the Amount or taxes.
• Classic View: if the line items in the invoice need to be displayed as comma separated items instead of a list.
• Generate E-Invoice: To create an E-invoice into the system. 

 

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.