Sales Invoices
A Sales Invoice (SI) is the formal financial document raised against a confirmed Sales Order. It records what the customer owes, tracks every payment received, and shows the outstanding balance. The invoice is where the deal turns into accounted revenue, so it is governed by stricter rules than the earlier stages — numbers are immutable, deletions are guarded, and every change is audited.
Generating an Invoice from a Sales Order
Open Sales → Sales Invoices and choose New Sales Invoice. The invoice is always built from an existing Sales Order, which keeps the two documents in agreement.
- Select the Sales Order. The system pre-fills the project, subproject, and the list of units and buyers from that order.
- Choose the units to invoice. For a single-unit order this is automatic; for a multi-unit order you can invoice the relevant units. Selected units must belong to the source order and its project/subproject.
- Confirm rates and discounts. Each unit line snapshots its rate so the invoice total stays fixed even if the unit's price changes later.
- Set GST% and TDS% and any custom fields, then save.
The Invoice Number is generated automatically and is immutable — it can never be edited, on creation or afterwards.
Invoice Totals
The invoice uses the same calculation as quotations and Sales Orders, so the figures reconcile across the pipeline:
- Grand Total = sum of unit rates
- Total Discount = sum of unit discounts (a discount can never exceed the Grand Total)
- Taxable Amount = Grand Total − Total Discount
- GST Amount = Taxable Amount × GST%
- TDS Amount = Taxable Amount × TDS%
- Final Amount = Taxable Amount + GST Amount − TDS Amount
A new invoice starts with Paid = 0 and Due = Final Amount. The complete breakdown is in the Sales Calculations reference.
Invoice Lifecycle
| Status | Meaning |
|---|---|
| DRAFT | Prepared but not yet issued; still adjustable |
| ISSUED | Sent to the customer; awaiting payment |
| PARTIALLY_PAID | Some, but not all, of the final amount received |
| PAID | Fully settled — Due is zero |
| CANCELLED | Voided |
The status history is append-only: each change is recorded as a new timeline entry stamped with who made it and when, and the current status always reflects the latest entry.
Recording Payments
Payments are added through the invoice's payment timeline. Each entry captures:
| Field | Required | Notes |
|---|---|---|
| Amount | Yes | Must be greater than zero |
| Payment Mode | Yes | e.g. cash, cheque, bank transfer |
| Bank Account | Yes | The receiving account |
| Partner | No | Attributing partner, if applicable |
| Description | No | Free text |
When you add a payment, the system recomputes the roll-ups in the same step:
- Paid Amount = sum of all payment entries
- Due Amount = Final Amount − Paid Amount
If your organization blocks overpayment, the system rejects any payment that would push Paid above the Final Amount, so you cannot accidentally collect more than the invoice is worth.
Tracking Paid vs Due
The invoice list and details pages always show Grand Total, Discount, GST, TDS, Final, Paid, and Due side by side, so collections teams can see at a glance which invoices are outstanding. You can filter the list by status, project, subproject, salesperson, and invoice date range, and search by invoice number, source order reference, buyer name, or unit code.
Documents, Sharing and Deletion
- Documents — attach supporting files (a document type is required); each is stored securely and soft-deleted if removed.
- Sharing — Download PDF, Share by Email, or Share by WhatsApp. The PDF lists the buyers, unit-wise lines, totals, and unit-wise receiver bank details.
- Deletion — soft delete only, and guarded: an invoice cannot be deleted if it has any payment entries or documents. This protects your financial records from accidental loss.
Where This Fits
The Sales Invoice is the final stage of the pipeline that began with a Lead, was priced as a Quotation, and confirmed as a Sales Order. Together they give you a single, auditable thread from first enquiry to fully paid, registered unit. For the status definitions used across all four documents, see the Status & Lifecycle reference.