Create a sales invoice

Make a sales invoice for goods: pick the customer and items, add discount, GST and charges, then save, edit or duplicate it.

Use this screen to bill a customer for goods you sell. Saving the invoice posts the sale to your accounts and takes the items out of stock.

Before you start

• Create the customer and the products you sell. You can also create them from this screen while you type.
• Set your invoice numbering in Invoice Series.
• Make sure the right financial year is selected. See Financial years.
• To bill a service without stock, see Service invoice.

Steps

1. Open Transactions > Sales. The screen title is Tax Invoice.
2. In Customer, type and pick the customer. To add a new one, click the person icon at the end of the box. To change the selected customer, click the pencil icon.
3. Under the customer, Current balance: shows what the customer already owes you, or any advance.
4. Check Inv No.. The next number fills in by itself. To type your own number, click the small receipt icon in the box. The box changes to Inv No. (Manual).
5. Check Invoice Date. Change it if needed.
6. If you have more than one numbering series, pick one in Series. The default series has a * after its name.
7. Keep Invoice Type as Item Invoice.
8. Check Place of Supply. It fills in from the customer's state. Change it only if the goods are supplied to another state.
9. Check Ship To (delivery address). It fills in from the customer. Edit it if the goods go to a different place for this invoice. Click Reset to customer to undo your changes.
10. In the Items table, pick the product in Select item. HSN Code, Unit, GST % and Rate fill in from the product.
11. Enter Qty. Change Rate if needed.
12. For a discount, type a percent in Disc % or an amount in Disc ₹. The other one is worked out for you.
13. Click Add to add another line. Click the bin icon to remove a line.
14. Add any freight, packing or other charges under Charges & Round Off (see below).
15. Type any remarks for the customer in Notes / Remarks.
16. Check the Live Totals panel on the right. It shows Taxable Amount, CGST, SGST, IGST and Grand Total.
17. Click Save Invoice (or press Ctrl+S). A message shows the new invoice number.

After saving, the form clears for the next invoice. Buttons appear for the invoice you just saved:

• View with the invoice number opens it for printing. See View, print and share an invoice.
• WhatsApp opens WhatsApp with a short message to the customer.
• E-Invoice and E-Way Bill start those for this invoice. See e-invoice and e-way bill.

Prices that already include GST

Turn on Tax Incl. (above the items table) when your rates already include GST, such as MRP. The app then works out the taxable value from the rate. Leave it off when GST is to be added on top of the rate.

Add charges and round off

1. Under Charges & Round Off, click Add Charge.
2. In Account, pick the ledger for the charge, such as freight. Its SAC and GST rate fill in if they are set on the ledger.
3. In Type, choose GST charge if GST applies, or Other (no GST) if it does not.
4. Enter Amount and check GST %.
5. Type any Round Off amount. If auto round-off is on in Business Profile, this box is filled for you and shows Auto (nearest ₹).

Dispatch from another place

If the goods leave from a branch or warehouse, not your main address, turn on Dispatch from a different location. Your business address fills in. Change Dispatch-From Address, Pincode and State. The pincode is needed for the e-way bill.

Other options

• Vehicle No.: the lorry or van number, if any.
• E-Way Bill No.: type it only if you already made the e-way bill outside Arthlekha.
• Reverse Charge (RCM): tick when the buyer pays the GST under reverse charge.
• TCS (collected from buyer): pick a TCS section if you must collect TCS. This box appears only when TCS sections are set up in TDS / TCS setup.
• Ship from: the godown the stock leaves from. It appears only when location-wise stock is on.
• Crates sent with the goods can be entered when the crates module is on. See Returnable crates.

Scan a barcode

When barcodes are on, a box Scan barcode (or type & press Enter) appears above the items.

1. Scan the item, or type the barcode and press Enter. The item is added. Scanning it again adds 1 to the quantity.
2. Click the camera icon to scan with a phone camera.
3. If the item has no sale rate, the app asks for its MRP and saves it on the product.
4. The first scan on a new invoice turns on Tax Incl., because sticker prices include GST.
5. If no product has that barcode, click + Create new product with this barcode.

Fill the invoice from a photo

When OCR is on, a Scan Invoice button appears at the top. It is not shown while you edit an invoice.

1. Click Scan Invoice and take a photo or pick an image or PDF of the bill.
2. The app fills the customer, date, number and items. Check every line.
3. If a warning says the scanned total does not match the form, check discounts, charges and Tax Incl.
4. Click Accept & Save Invoice, or Save Invoice. A customer or product that does not exist yet is created when you save.

Edit an invoice

1. Open Registers > Sales Register. Click the pencil icon on the invoice. You can also click Edit on the invoice view.
2. A yellow note says the changes will overwrite the existing record.
3. Make your changes. You can also correct the invoice number.
4. Click Update Invoice. You go back to the Sales Register.

A cancelled invoice cannot be edited.

Duplicate an invoice

Use this to bill the same items again.

1. In the Sales Register, click the three-dot menu on the invoice and choose Duplicate. On the invoice view, click Duplicate or press Alt+2.
2. A new invoice opens with the same customer, items and charges. The date is today and the number is new.
3. Check the details and click Save Invoice.

Common problems

• Select a customer — pick a customer before saving.
• Add at least one item — no line has a product picked. Pick a product in Select item.
• Unit of Measurement (UOM) is required for line 1. Please update the product. — the product has no unit. Type it in Unit, or add it to the product in Products.
• Invoice number '...' already exists in this financial year — the manual number is already used. Type a different number, or click the receipt icon to go back to the automatic number.
• This date falls in ..., but you are working in ... — the invoice date is outside the financial year you are working in. Fix the date, or switch to the right year. See Financial years.
• Financial year ... is closed — that year is closed for entries. Re-open it from Financial years if you really need to post.
• Cannot edit a cancelled invoice — cancelled invoices are kept for the record only. Make a new invoice instead.
• CGST/SGST shown when it should be IGST (or the other way) — check Place of Supply. The same state as your business gives CGST and SGST. Another state gives IGST.

Related

• Service invoice
• View, print and share an invoice
• Sales Register
• Credit note
• Keyboard and navigation

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