# Sale Invoice

A Sale Invoice records a customer bill for goods or services sold. Use it to update accounts receivable, post inventory when invoiced standalone, collect payments, and manage returns, e-invoices, and e-way bills.

On this page

Getting started
Overview & List View Quick Start
Form reference
Header Fields Split payment Item Lines e-Invoice & e-Way Bill
More
Actions & Status Keyboard shortcuts Master Update View Tabs & Widgets Best Practices FAQ Related & Videos

Overview & List View

The Sale Invoices list shows all customer bills with customer, date, amount, payment mode, and status. Use quick filters to view Approved, Pre Approved, Draft, Cancelled, Pre Approved Cancelled, Closed, or Multi Level Approval invoices. From the list you can create new invoices, use Quick for Quick Sale / POS entry, open existing invoices, edit drafts, or delete draft invoices. Advanced filters include Cash Transaction Party (when Cash Transaction Party access is enabled) along with customer, center, form type, and other standard fields. List View Sale Invoices list List row actions | **Action** | **Available when status is** | |------------|------------------------------| | Edit | Draft, For Revisal | | Delete | Draft, For Revisal | | View | All statuses | | Quick | Opens Quick Sale / POS entry from the list. | Creation variants | **Variant** | **Description** | |-------------|-----------------| | Standard new | Full invoice entry from New or converted from a quotation, pro forma invoice, sale order, or delivery note. | | Quick Sale / POS | Fast counter or POS-style entry using the Quick button on the list. | | Opening Balance | Created from Customer Opening Balance. Limited edit and cancel options apply. | | Job Card | On an Approved or Closed Job Card, use Create Sale Invoice. Customer, sale type, and item lines are pre-filled — each job card item becomes a line with quantity 1 and rate equal to the job card Sale Amount. | Sale Invoice filters

Quick Start — Create a Sale Invoice

1. Navigate

Go to Sales → Sale Invoice from the left menu.

2. Create new invoice

Click New for a standard invoice, or Quick on the list for Quick Sale / POS entry. You can also create an invoice from an approved Sale Quotation, Pro Forma Invoice, Sale Order, delivery note, or Job Card (Create Sale Invoice — customer, sale type, and item lines are pre-filled). New Sale Invoice

3. Fill in details

4. Save

5. After approval

Header Fields Reference

| **Field** | **Description** | |-----------|-----------------| | Date * | Accounting date of the invoice. | | Form Type | Sale type that controls numbering, tax rules, and print layout. | | Bill Number * | Unique invoice reference. Auto-generated when numbering is configured on the sale type. | <<<<<<< HEAD | Payment mode | How the invoice is paid: Cash, Bank, Credit, Digital Wallet, Prepaid, or Split. | | Cash Account | Bank or cash account for Cash, Bank, Digital Wallet, or Prepaid. Hidden when Payment mode is Split. | | Cash Split | Shown when Payment mode is Split. Lines of Cash Account and Amount that must total the invoice. See Split payment mode. | ======= | Payment mode | How the invoice is paid: Cash, Bank, Credit, Digital Wallet, Prepaid, or Split. | | Cash Account | Bank or cash account for Cash, Bank, Digital Wallet, or Prepaid payment modes. Not used when payment mode is Split — use the Cash Split table instead. | >>>>>>> a4bc1a334b4892a33ae8770b8a2def5d4d357a0c | Due Date | Date payment is due. Shown for Credit and based on payment term settings. | | LPO / FPO Id | Customer purchase order reference. Shown when Show Customer PO Number in Sales is enabled, when listed under Sale invoice mandatory fields, or when the selected Sale Type requires LPO Number. | | RFQ Number | Quotation reference when linked from a quotation. | | Sale order | Linked sale order reference when converted from an order. | | Customer * | Customer being billed. | | Customer Billing Address | Customer's billing address. Choose from the searchable dropdown of active customer addresses, or open the address list with the zoom button. | | Shipping Address | Delivery address for the invoice. Choose from the searchable dropdown of active customer addresses (search by label, name, lines, area, district, state, country, or pin), or open the address list with the zoom button. | | Contact person | Customer contact. Enabled after a customer is selected. Only active contacts are listed; the default is the first active contact. Suspend or activate contacts from the customer view — see Customers — Contacts. | | Reference Name | Optional reference label. Shown when Show Reference Name & Phone field is enabled in Sale Settings. | | Reference Phone | Phone linked to the reference name. | | Employee | Sales employee responsible for this invoice. Can be required when Show Sales Person field is enabled and listed under Sale invoice mandatory fields. | | Prepared By | Employee who prepared the document. Shown when Show Prepared by field is enabled. | | Payment Term | Customer payment terms. Can be required when the field is shown and configured in Sale invoice mandatory fields. | | Delivery Term | Delivery terms text. Shown when Show Delivery Terms is enabled. Can be required via Sale invoice mandatory fields. | | Route | Delivery route. Shown when route tracking is enabled. | | Vehicle No | Vehicle number for dispatch. Shown when Show Vehicle Number in Invoice is enabled, or when required under Sale invoice mandatory fields. | | Branch | Branch for the transaction. Shown when multi-branch is enabled. Can be required via Sale invoice mandatory fields. | | Brand | Brand for brand-wise profit tracking. Can be required when brand-wise P&L is enabled and listed under Sale invoice mandatory fields. | | Billing center * | Billing center for the transaction. | | Project | Optional project link. Can be required via Sale invoice mandatory fields when Project module is enabled. | | Project Task | Task within the selected project. | | Job Card | Job card allocation for the invoice. Shown when job card tracking is enabled. | | Currency / Currency Exchange Rate | Shown when multi-currency is enabled. | | Notes | Remarks printed on the invoice. | | Internal Notes | Internal remarks not shown on print. | > Many optional header and line fields are controlled by Sale Settings. Selected header fields can be made mandatory under Sale invoice mandatory fields in Sale Settings → Data Entry Rules.
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Split payment mode

Use Split when the customer pays the full invoice amount across more than one cash or bank account (for example part cash and part bank transfer). This is full settlement, not credit plus a part payment. There is no setting to turn Split on or off — it is always in the standard Sale Invoice payment mode list.

How to use

  1. On a standard Sale Invoice (New or Edit), set Payment mode to Split.
  2. The header Cash Account field hides. The Cash Split table appears.
  3. Add a line for each account: Cash Account (active leaf under Cash Accounts or Bank Accounts) and Amount.
  4. The split total must equal the invoice total. Save and approve.

Rules

Save fails with: Please split the invoice total among cash/bank accounts, The same cash account cannot be used more than once in the split, or Cash split total must equal the invoice total.

Not available on Quick Sale / POS, Credit Note, Purchase Invoice, or the Field Sale App. The Sale Invoice list payment-mode filter does not include Split.

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Split payment

Use Payment mode → Split when the customer pays one invoice across more than one cash or bank account (for example part cash and part bank transfer).

Cash, Bank, Digital Wallet, and Prepaid still use a single cash account on the header. Credit invoices do not use Split.

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Item Lines — ITEMS

| **Column** | **Description** | |------------|-----------------| | Sl.No | Line serial number. | | Item | Item being invoiced. Required. | | Item code, Variant, Description, HSN, MRP, Brand | Optional columns enabled in Sale Settings. | | Qty | Quantity invoiced. Required. | | Unit | Unit of measure. Required. | | Rate | Price per unit. Required. | | Amount, Trade Discount, discounts, Taxable Amount, Taxes, Tax Amount, Total | Calculated based on tax and discount settings. |

Actions & Status

View toolbar actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Approve | Finalizes and posts the invoice. Hidden for Opening Balance invoices and when a multi-stage approval template is assigned — use the stage panel instead. | Draft, Pre Approved | | Edit | Opens the invoice for editing. Not available for Opening Balance. | Draft, For Revisal | | Delete | Permanently removes the invoice. Not available for Opening Balance. | Draft, For Revisal | | Clone | Creates a copy of the invoice. Not available for Opening Balance. | All (if permitted) | | Print | Prints the invoice. | All | | Export | Exports the invoice to Excel. | All | | Send to Whatsapp | Sends the invoice PDF to the customer's WhatsApp number. | All (when customer phone is set) | | Send Email | Opens compose screen to email invoice with template, CC/BCC, and PDF download link. | Approved |

Keyboard shortcuts

| **Shortcut** | **Action** | **When** | |--------------|------------|----------| | Shift + Alt + S | Save | New / edit invoice form | | Shift + Alt + A | Save And Approve | New / edit form (Quick Sale or standard) | | Shift + Alt + A | Approve | Invoice view, Draft status | | Shift + Alt + R | Payment In | Invoice view, Approved status | | Enter | Save | On the last field of the entry form | Full list for all modules: Keyboard Shortcuts.

More menu (⋮) actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Pre Approve | Saves the invoice as Pre Approved without full posting. Not available for Opening Balance. | Draft | | Payment In | Records a customer receipt against the invoice. | Approved | | Credit Note | Opens a Credit Note against this invoice. | Approved, Closed | | Return Order | Opens a Sale Return Order for returned goods. Not available for Opening Balance. | Approved, Closed | | Cancel | Cancels the invoice. Not available for Opening Balance. | Approved, Open, Closed | | Cancel | Cancels a Pre Approved invoice. | Pre Approved | | Revise Invoice | Creates a revised invoice from a cancelled invoice. | Cancelled, Pre Approved Cancelled | | Generate Einvoice | Generates a GST or ZATCA e-invoice. Shown when not already generated. See e-Invoice. | Approved, Closed, Pre Approved | | Cancel Einvoice | Cancels a generated e-invoice. | Approved, Closed, Cancelled, Pre Approved, Pre Approved Cancelled | | Add Transportation | Adds transportation details before e-way bill generation. | Approved, Closed, Pre Approved | | Generate EWayBill | Generates a GST e-way bill. See e-Way Bill. | Approved, Closed, Pre Approved | | Cancel EWayBill | Cancels a generated e-way bill. | Approved, Closed, Cancelled, Pre Approved, Pre Approved Cancelled | | Create Service Completion Note | Opens a Service Completion Note for service lines. | Approved, Closed | | Create Shipment | Creates a shipment linked to this invoice. | Approved, Closed, Pre Approved | | Create Expense | Opens an Expense linked to this invoice for bill-wise profit tracking. | Approved, Closed | | Create Packing Slip | Opens a Packing Slip from this invoice when one does not already exist. | Approved, Closed | | Add Employee commission | Adds employee commission linked to this invoice. | Approved, Closed | | Add Job Card Allocation | Allocates invoice lines to job cards. | Approved, Closed | | Update Serial Numbers | Updates serial numbers on inventory item lines. | Approved, Closed | | Set Sale Price | Sets sale prices from invoice rates on item master. | Approved, Closed | | Add/Update Note | Adds or edits an internal note. | All | | Update Secondary Status | Updates a custom secondary status. | Approved, Closed, Pre Approved | | Master Update | Updates selected header fields. See Master Update. | Approved, Closed, Pre Approved | | Mark As Closed | Manually closes the invoice. | Approved | | Undo Close | Reverts a manual close. | Closed (only when manually closed) | | Print Labels | Prints item labels from invoice lines. | Approved, Closed | | Get PDF | Downloads a PDF copy. | All except Draft | | Export Items | Exports item lines to Excel. | All | Sale Invoice approved actions

Statuses

| **Status** | **Description** | |------------|-----------------| | Draft | Saved but not yet approved. Can be edited or deleted. | | Pre Approved | Saved with pre-approval. Can be fully approved or cancelled. | | For Revisal | Sent back for changes. Treated like Draft for edit and delete. | | Approved | Finalized and posted. Updates accounts receivable. | | Closed | Invoice is closed — typically after full payment or manual close. | | Cancelled | Invoice has been cancelled. Use Revise Invoice to create a replacement. | | Pre Approved Cancelled | Pre Approved invoice has been cancelled. | | Multi Level Approval | Awaiting multi-level approval workflow. | <<<<<<< HEAD Posting note: Sale Invoices always post to the ledger on approve. Inventory is updated on approve only when the invoice is standalone — not created from a sale order or delivery note. Cash, Bank, Digital Wallet, Prepaid, and Split payment modes auto-close the invoice on approve when the full amount is settled through the selected payment mode. Credit invoices remain open until paid via Payment In. ======= Posting note: Sale Invoices always post to the ledger on approve. Inventory is updated on approve only when the invoice is standalone — not created from a sale order or delivery note. Cash, Bank, Digital Wallet, Prepaid, and Split payment modes auto-close the invoice on approve when the full amount is settled through the selected payment mode. Credit invoices remain open until paid via Payment In or set off with Adjust Invoices on a credit note. >>>>>>> a4bc1a334b4892a33ae8770b8a2def5d4d357a0c

e-Invoice & e-Way Bill

On an approved (or closed/pre-approved) invoice, use the three-dot menu (⋮) to generate GST compliance documents. The two are independent — an e-Invoice does not generate an e-Way Bill, and vice versa.

e-Invoice (IRN)

Generate Einvoice registers the invoice with the GST portal (IRP) and returns an IRN (Invoice Reference Number), an acknowledgement number and date, and a signed QR code that is printed on the invoice. For KSA companies it generates a ZATCA e-invoice instead. | **Detail** | **Source on the invoice** | |------------|---------------------------| | Seller | Your company (or branch, when the branch shows its own address on the bill). | | Buyer (Bill To) | The customer and their billing address. | | Ship To | The shipping address (or the separate consignee address, when used). | | Dispatch From | The invoice's shipping center. | | Items & taxes | The invoice item lines with HSN, quantity, rate, and CGST/SGST/IGST/cess. | Use Cancel Einvoice to cancel an IRN within the portal's allowed window. Once cancelled on the portal, cancel the invoice via a Credit Note rather than voiding it.

e-Way Bill

An e-Way Bill (EWB) is the GST movement permit for goods above the threshold value. Add transportation details with Add Transportation first, then use Generate EWayBill. A sale invoice is always an Outward supply, so the consignor (Bill From / Dispatch From) is your company and shipping center, and the consignee (Bill To / Ship To) is the customer. Most fields are pre-filled from the invoice and remain editable in the confirm form.

Supply, Sub Supply & Document Type

| **Field** | **Meaning** | |-----------|-------------| | Supply Type | Direction of movement — Outward for a sale invoice. | | Sub Supply Type | Reason for the movement — usually Supply. Other values include Import, Export, Job Work, For Own Use, Job work returns, Sales return, Others, SKD/CKD/Lots, Line Sales, Recipient Not Known, and Exhibition or fairs. When Others is chosen, a Sub Supply Description is required. | | Document Type | Document backing the movement — Tax Invoice for a sale invoice. The shared form also lists Bill of Supply, Bill of Entry, Delivery Challan, Credit Note, Debit Note, and Others. |

Transaction Type

The Transaction Type tells the portal whether the billed party and the party receiving the goods are the same, and whether the billing and dispatch locations are the same. The codes and names match the NIC master codes. | **Transaction Type** | **Meaning** | **When it applies** | |----------------------|-------------|---------------------| | Regular (1) | Bill-From/Dispatch-From are one place and Bill-To/Ship-To are one party — a straight sale to the customer. | No separate Dispatch-From or Ship-To details. | | Bill To - Ship To (2) | The customer being billed (Bill-To) is different from the party the goods are shipped to (Ship-To) — for example delivery to the customer's other site or a third party. | Only Ship-To details are provided. | | Bill From - Dispatch From (3) | The billing seller (Bill-From) is different from the actual dispatch location (Dispatch-From) — for example invoicing from head office but shipping from another warehouse. | Only Dispatch-From details are provided. | | Combination of 2 and 3 (4) | Both the dispatch side and the delivery side differ. | Both Dispatch-From and Ship-To details are provided. |

Ship To GSTIN & Trade Name

Following the GSTN/NIC requirement effective 1 August 2026, the Ship-To party's GSTIN is captured separately from the Bill-To party's GSTIN. > For the complete field-by-field reference of the Bill From / Dispatch From / Bill To / Ship To blocks and the transportation Part A / Part B fields, see the Delivery Challan → e-Way Bill Generation page — the same generation form is shared. Use Cancel EWayBill to cancel a generated e-Way Bill from the system.

Master Update

Master Update lets you change selected header fields on an approved, closed, or pre approved invoice without editing item lines. Open the three-dot menu and select Master Update. | **Field** | **Can be updated?** | **Notes** | |-----------|---------------------|-----------| | Date * | Yes | Cannot be set before the accounts closing date. | | Payment Term | Yes | | | Delivery Term | Yes | Shown when delivery terms are enabled in Sale Settings. | | Due Date | Yes | Payment due date. | | Employee | Yes | Sales employee in charge. | | Prepared By | Yes | Shown when prepared-by is enabled in Sale Settings. | | LPO / FPO Id | Yes | Customer purchase order reference. | | Route | Yes | Shown when route tracking is enabled. | | Vehicle No | Yes | Shown when vehicle number is enabled in Sale Settings. | | Branch | Yes | When multi-branch is enabled. | | Brand | Yes | When brand-wise tracking is enabled. | | Project | Yes | | | Job Card | Yes | Shown when job card tracking is enabled. | | Customer, payment mode, centers, item lines, totals | No | Edit the full invoice (Draft / For Revisal) or cancel and revise. | Click Confirm to save or Cancel to close without saving.

View Tabs & Side Panels

When you open a sale invoice in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.

Top panel

| **Tab** | **What it shows** | |---------|-------------------| | Summary | Linked documents — credit notes, return orders, delivery notes, payments, and related follow-up transactions. See Sale Transaction Summary. | | Journal Info | Accounting journal entries posted by this invoice. Requires journal access. | | Customer Info. | Quick customer stats: recent sales, outstanding balance, and activity for the customer on this invoice. See Customer Summary. |

Middle panel

| **Tab** | **What it shows** | |---------|-------------------| | Payments | Receipt vouchers, payments, and credit note adjustments recorded against this invoice. | | RP | Returnable packaging (RP) movement with the customer — record In and Out quantities per RP Item on this invoice. Shown on Approved or Closed invoices when returnable packaging is enabled and you have customer RP access. See Customer RP. |

RP tab — returnable packaging

Use the RP tab on an approved Sale Invoice to issue returnable packaging to the customer with the delivery.

Example: Deliver milk and issue 50 crates to Retailer A — enter Out = 50 on Milk Crate, Save and Approve. Collect deposit via RP Deposit.

Example: Place an ice cream deep-freezer — select Deep Freezer, enter Sl No, Out = 1, collect large deposit.

Also available on the Sale Invoice screen in the Field Sale App. Full documentation: Returnable Packaging (RP).

| Profit Summary | Actual profit on this invoice (sale value vs cost). Requires profit report access. See Bill Wise Profit Report. |

Bottom panel (all transactions)

| **Tab** | **What it shows** | |---------|-------------------| | History | Activity log — who created, approved, edited, or cancelled the invoice and when. | | Attachments | Files uploaded to this invoice. | | Secondary Status | Custom secondary status history and updates, when secondary status is configured. |

Best Practices

FAQ

When does inventory update on a sale invoice?
Inventory posts on approve only for standalone invoices. Invoices created from a sale order or delivery note do not post inventory again because stock was already moved at delivery. What happens to advance receipts collected on a pro forma or quotation?
If you used Payment In on the related Pro Forma Invoice or Sale Quotation, those custom receipts are linked to this invoice automatically when the invoice is approved (oldest first, up to the invoice balance). Any leftover amount can still be allocated with Link with Bill on the receipt. See Payment In from Pro Forma / Quotation. Can I create a sale invoice from a Job Card?
Yes. On an Approved or Closed Job Card, use Create Sale Invoice. The new invoice opens with customer (from the booking consignee), sale type, and all job card items pre-filled — quantity 1 and rate from each line's Sale Amount. Review rates and taxes before saving. What is Pre Approved vs Approved?
Pre Approved saves the invoice without full ledger posting. Approve (from Draft or Pre Approved) finalizes and posts the transaction. Can I edit an Opening Balance invoice?
Opening Balance invoices have limited edit, delete, clone, and cancel options. Use Master Update for selected header changes on approved opening balance entries. Why is Journal Info not visible?
You need journal access under Accounts → Journal. The tab appears only when your role includes access to the Journal screen. Why is Profit Summary not visible?
You need access to profit reports. The tab appears only when your role includes profit report access. Why was approve blocked for under-cost sale?
When Prevent under cost sale is enabled in Sale Settings, approve fails if a line rate is below item cost or estimated cost. Why do I need a shipping center on a direct invoice?
Sale invoices without a sale order or delivery note need an inventory center to validate and post stock on approve. How do I apply a credit note to this invoice without a receipt?
Open the customer's Credit Note and use Adjust Invoices. The allocation appears on this invoice's Payments tab. See Adjust Invoices. Why can I not cancel this invoice?
Remove credit note invoice adjustments first (from the credit note: Adjust Invoices → X on the line → Adjust). Also unlink receipt vouchers and cancel related documents as prompted. Can I cancel an invoice after e-invoice is generated?
Cancel the e-invoice first. If e-invoice is already submitted to the tax portal, cancel via credit note instead of voiding the invoice. How do I email this invoice to the customer?
Two options: (1) Manual — on an Approved invoice, click Send Email on the toolbar, review the compose screen, and send. (2) Automatic — set up a Transaction Config with Transaction Status Approved and Use for Manual Send unchecked; the email sends when the invoice is approved. See Email Notifications for full setup. Why is Send Email not visible?
The invoice must be Approved, your company plan must include Email, your role needs permission, and a Transaction Config with Use for Manual Send must exist for Sale Invoice + Email channel. Automatic-only configs do not show the Send Email button. Why didn't the customer get an email when I approved?
Automatic email requires a separate Transaction Config with Use for Manual Send unchecked, Transaction Status Approved, a linked recipient rule, and an active email provider. Check Settings → Notification System → Transaction History for queued or failed rows. Why is paid amount rejected on approve?
When you enter a paid amount, a cash or bank account is required unless pay mode is Cash, Digital Wallet, or Split (use the Cash Split table). When should I use Split?
When the customer pays the full invoice from more than one cash or bank account. Split is not for credit plus a part payment. Can I split across a digital wallet?
No. Cash Split accounts must be under Cash Accounts or Bank Accounts. Why did Split save fail?
The split total must equal the invoice total, each line needs an account and amount, and the same account cannot appear twice. Why is Split missing on Quick Sale?
Split is only on the standard Sale Invoice form. It is not on Quick Sale / POS, Credit Note, or the Field Sale App. Does credit limit apply to Split invoices?
Yes. Turning off Consider cash bills on Credit Limit Setting skips Cash, Bank, Wallet, and Prepaid — it does not skip Split. How are linked advances applied on a Split invoice?
The advance offset credits the first Cash Split account. How do I split one invoice across cash and bank?
Set Payment mode to Split and enter each account and amount in the Cash Split table. The split total must equal the invoice total. See Split payment. Why is Approve hidden and the invoice in Multi Level Approval?
A matching approval template is assigned (originator, document type, and optional terms such as customer balance or Payment Mode = Bank). Use Send Request on the first stage instead of toolbar Approve. See Multi Approval.