Invoices

The Invoices section is where you create, manage, and track your sales transactions with customers.

Creating a New Invoice

1. Navigate to the “Invoices” menu on the left sidebar.

2. Click the “Create New Invoice” button or similar.

3. You will be guided through the invoice creation process:

   • Select Customer: The first step is to choose the customer for whom you are creating the invoice. You will typically see a dropdown or a search bar to select from your existing customer list.
   • Select Address: Once you select a customer, if they have multiple addresses associated with their profile, you will be prompted to choose the specific address for this invoice.
   • Select Product: Next, you need to select the products the customer is purchasing. You will usually have a search bar to find products from your catalog. As you select a product, the application will:
     • Fetch Inventory Batches: Automatically retrieve the available inventory batches for the selected product.
     • Select Batch (Inventory): You will then need to choose the specific batch from which you are selling the product.
     • Show Available Quantity: The application will display the quantity currently available in the selected batch.
     • Enter Quantity: In the next field, you can enter the quantity of the product being purchased by the customer. Important: You cannot enter a quantity greater than the available quantity of the selected batch.
     • Automatic Tax Calculation: Based on the GST rate associated with the product, the application will automatically calculate the corresponding SGST (State Goods and Services Tax) and CGST (Central Goods and Services Tax).
     • Show Line Price: The application will display the total price for that line item (quantity multiplied by the sell price, including taxes).
   • Invoice Summary: Below the product selections, you will see a summary section that automatically calculates:
     • Sub Total (before tax): The total price of all items before any taxes or discounts.
     • Discount: You can enter any discount you want to apply to the entire invoice.
     • Taxable Amount: The subtotal after applying the discount.
     • cGST: The total Central GST amount for all items in the invoice.
     • sGST: The total State GST amount for all items in the invoice.
     • Total GST (TAX): The sum of cGST and sGST.
     • Total Estimate: The final amount the customer needs to pay, including all taxes and discounts.
   • Notes: You will find a text area where you can add any relevant notes to the invoice, such as payment terms or special instructions.
   • Payment Mode: Select the payment status of the invoice. Initially, you have options for PAID or UNPAID. Future updates will include more detailed payment methods like CARD, CASH, UPI, etc.

4. Once you have added all the necessary products and verified the calculations, click the “Create Invoice” button.

Invoice Listing and Actions

After successfully creating an invoice, you will be redirected to the Invoice Table or a similar listing page. This page displays all the invoices you have generated, with information like invoice number, customer name, total amount, and status.

• Action Buttons: For each invoice in the list, you will find action buttons:
  • Print PDF: Clicking this button will generate a PDF version of the invoice that you can print or share with the customer.
  • Cancel Invoice: If an invoice needs to be canceled (e.g., due to an error or the customer changing their mind), you can click this button.

Canceling an Invoice

1. In the Invoice Table, locate the invoice you wish to cancel.
2. Click the “Cancel Invoice” button for that specific invoice.
3. The application will likely display a confirmation dialog asking you to confirm the cancellation.
4. After confirming, the application will perform the following actions:
   • Quantity Rollback in Inventory: The quantity of each product sold in the canceled invoice will be automatically added back to the available quantity of the corresponding inventory batches. This ensures your inventory levels are accurately updated.
   • Refund Amount: The application will indicate the total amount that needs to be refunded to the customer for the canceled invoice.
   • Refund Confirmation: You will typically find a “Refund” button. Once you have processed the refund to the customer, click this button. This will mark the invoice as fully canceled in the system.

The Invoices section provides a complete solution for managing your sales transactions, from creation to cancellation and refund processing, while ensuring your inventory is always up-to-date.