Sales Invoices

Generate invoices from sales orders, review GST calculations, manage delivery challans, and track the invoice through approval to payment.

Module: Sales · 7 steps · all roles admin

Browse Invoices
1 Open the Invoice List

Navigate to Sales → Invoices. The list at /sales/invoices shows all sales invoices. Use the search bar and Status filter to find specific invoices.

Each row shows the invoice number, customer, total amount (incl. tax), status, and date.

Sales invoices list with search and status filter
Create an Invoice
2 Open the New Invoice Form

Click + New Invoice or navigate to /sales/invoices/new. Select a Sales Order to auto-fill customer and line items.

3 Fill Invoice Details
FieldRequiredNotes
Sales Order *YesLink to the SO. Auto-fills customer and items.
Invoice DateAutoDefaults to today.
Due DateNoPayment due date based on payment terms.
Other ChargesNoAdditional charges (packing, handling, etc.).
DescriptionNoInvoice-level notes.
RemarksNoInternal notes (not shown on printed invoice).

Line items are pre-filled from the sales order. Adjust quantities for partial invoicing if needed.

Sales invoice form with SO link, dates, line items, and tax breakdown
For partial deliveries, reduce line item quantities on this invoice and create another invoice later for the remainder.
4 Review Tax & Total

The tax summary section shows:

RowMeaning
SubtotalSum of line item amounts.
CGST / SGST / IGSTGST breakdown (intra-state or inter-state).
Other ChargesAdditional charges entered above.
Grand TotalFinal invoice amount.

Click Create to save the invoice in Draft status.

GST rates are applied from the HSN/SAC code on each part. Ensure parts have correct HSN codes in the Parts Catalogue to avoid tax errors.
Invoice Detail & Workflow
5 Review the Invoice

The invoice detail page shows the full invoice: customer info, linked SO, line items with tax, and the grand total.

Sales invoice detail with customer, line items, GST breakdown, and delivery challans
6 Delivery Challans

The invoice detail includes a Delivery Challans section. Click + New Challan to create a delivery note for shipping items to the customer. Challans track carrier, tracking number, and delivery confirmation.

Each invoice can have multiple delivery challans for split shipments. The challan workflow is: Pending → In Transit → Delivered.
7 Invoice Lifecycle
Draft → Submitted → Approved → Paid
StatusMeaningNext Action
DraftCreated. Editable.Submit for review.
SubmittedSent for approval. Read-only.Approve (manager/admin).
ApprovedReady for dispatch and payment collection.Create Delivery Challan and collect payment.
PaidFull payment received.Archived.
CancelledVoided at any stage.—