Sales Invoice

A Sales Invoice is a bill that you send to your Customers against which the Customer makes the payment.

Sales Invoice is an accounting transaction. On submission of Sales Invoice, the system updates the receivable and books income against a Customer Account.

1. Prerequisites

Before creating and using a Sales Invoice, it is advised to create the following first:

• Item

• Customer

Optional:

• Sales Order

• Delivery Note

2. How to create a Sales Invoice

A Sales Invoice is usually created from a Sales Order or a Delivery Note. The Customer's Item details will be fetched into the Sales Invoice. However, you can also create a Sales Invoice directly, for example, a POS invoice.

To fetch the details automatically in a Sales Invoice, click on the Get Items from. The details can be fetched from a Sales Order, Delivery Note, or a Quotation.

For manual creation, follow these steps:

1. Log in to ASAERP:

• Open your web browser, navigate to your ASAERP instance, and log in with your user name and password.

2. Access the Sales Invoice Module:

• From the ASAERP dashboard, click on the "Module" icon in the top left corner.

• Select the "Selling" module.

3. Create a New Sales Invoice:

• In the Selling module, click on "Sales Invoice" to access the sales invoice list.

• Click the "New" button to create a new sales invoice.

4. Select the Customer:

• In the Sales Invoice form, choose the customer for whom you are creating the invoice. You can either select an existing customer from your database or create a new customer by clicking the "New" button.

5. Invoice Details:

• Set the invoice date in the "Posting Date" field.

• The "Due Date" is automatically calculated based on the invoice date and payment terms, but you can adjust it if necessary.

• Choose the payment terms for this invoice from the "Terms" dropdown list.

• Specify the currency for the invoice in the "Currency" field.

6. Add Items to the Invoice:

• In the "Items" section, click the "Add Row" button to add products or services to the invoice.

• For each item, enter the following details:

o Item Code: Search for and select the product or service from your ASAERP database.

o Description: Provide a description of the item.

o Qty: Enter the quantity of the item that the customer is being billed for.

o Rate: Specify the unit price or rate for the item.

o Tax: If applicable, select the appropriate tax from the dropdown.

o Discount (%): Enter any applicable discount as a percentage.

7. Save and Submit:

• After filling in the necessary details, click the "Save" button to save the sales invoice as a draft.

• If the invoice is ready to be confirmed, click the "Submit" button. This action will confirm the invoice, and it can no longer be edited.

8. Payment and Transactions:

• You can add payment information to the invoice, such as the payment method, reference, and amount received, in the "Payments" section. This is important for tracking payments against the invoice.

9. Print or Email the Invoice:

• If needed, you can print or email the invoice to the customer by clicking the "Print" or "Email" buttons.

10. Manage the Invoice:

• You can track the status of the invoice in the "Status" field. As the payment is received and the invoice progresses through the payment cycle, you can update its status accordingly.

These steps should guide you through the process of creating a Sales Invoice in ASAERP. Be sure to adapt the steps to your organization's specific configuration and requirements as needed.

Consult your ASAERP documentation or administrators or consultant for any variations or additional settings you might need.