Sales — how to use

Module guide

This page explains every Sales menu item in the order-to-cash process. Overview: Sales module guide. Accounting impact: Accounting — how to use.
Who can see Sales? Sales, Administrator, or Owner roles (workspace.sales). Accountants often have read access via their role for AR reconciliation.

Order to cash — the full path

  1. 1. Customer — /workspace/{your-company-slug}/sales/customers Create the buyer once with billing/shipping and tax details.
  2. 1b. Price list (optional) — /workspace/{your-company-slug}/sales/price-lists Set contract tiers so quotes and orders auto-fill unit price.
  3. 2. Quotation (optional) — /workspace/{your-company-slug}/sales/quotations Send a non-binding price offer with validity date.
  4. 3. Sales order — /workspace/{your-company-slug}/sales/orders Firm commitment; may reserve stock when confirmed.
  5. 3b. Delivery note — /workspace/{your-company-slug}/sales/delivery-notes Dispatch shipped qty; deducts stock and updates delivered on the SO.
  6. 4. Fulfilment — /workspace/{your-company-slug}/inventory/availability Check availability before confirming large orders.
  7. 5. Sales invoice — /workspace/{your-company-slug}/sales/invoices Bill the customer; increases AR and revenue in GL when posted.
  8. 6. Payment receipt — /workspace/{your-company-slug}/sales/receipts Record money received; reduces AR.
  9. 7. Sales return (if needed) — /workspace/{your-company-slug}/sales/returns RMA, credit note, optional restock.

You can skip steps (e.g. invoice without quotation) or create documents from predecessors using Convert / Create invoice buttons and URL shortcuts like ?sales_order=5 on invoice create.

Customers (master data)

Customers

Menu path: /workspace/{your-company-slug}/sales/customers

Legal name, contacts, GSTIN, credit terms, billing and shipping addresses.

  1. Sales → Customers → New.
  2. Enter display name, email/phone, tax registration if B2B.
  3. Add at least one address for invoices and delivery.
  4. Save — use this customer on all downstream documents.
  • Search the list by name or code before creating duplicates.
  • Inactive customers can be hidden from new document pickers.

Price lists

Menu path: /workspace/{your-company-slug}/sales/price-lists

Contract pricing per customer and product with up to five quantity tiers and validity dates.

  1. Sales → Price lists → New price list.
  2. Select customer and product; set valid from/to and currency.
  3. Add tiers (min/max qty, unit price, optional discount %). Saving supersedes prior active tiers for that pair.
  4. On quotations and sales orders, choosing customer + product (or changing qty) auto-fills unit price when a tier matches.
  • Index shows tiers expiring within 60/30/7 days.
  • Manual price edits on SO/quote lines are still allowed; list price is stored for audit on the line.

Quotation & sales order

Quotations

Menu path: /workspace/{your-company-slug}/sales/quotations

Non-binding offers: line items, discounts, tax, expiry date, PDF for customer.

  1. New quotation → customer, date, validity.
  2. Add lines: product or description, qty, unit price, tax %.
  3. Save as draft while negotiating.
  4. Send (list or edit screen) — emails PDF to customer email; status becomes sent and `sent_at` is set (uses Admin → Settings → Email).
  5. Download PDF anytime from edit screen or list.
  6. When customer accepts → Quotations → Convert (wizard) or Convert to sales order on the edit screen; creates SO with lines and marks quote accepted.
  7. If deal is lost → Mark lost on the list or set status Rejected with a reason (feeds funnel reporting).
  • If mail is not configured, Send still marks the quote sent but skips email — add customer email for automatic PDF.
  • Draft quotations are fully editable; sent/accepted may lock fields per your workflow.

Delivery notes

Menu path: /workspace/{your-company-slug}/sales/delivery-notes

Ship goods against a confirmed sales order; supports partial deliveries.

  1. From Sales orders → Deliver, or Sales → Delivery notes → New.
  2. Lines pre-fill with remaining shippable quantity per SO line.
  3. Save draft, then Dispatch — stock is deducted and SO delivered qty increases.
  4. Create invoice from the DN or SO; billable qty is delivered minus already invoiced.
  • Cancel dispatch on the list to restore stock if shipment was recorded in error.
  • Invoices linked to an SO with dispatched DNs do not deduct stock again on post.

Sales orders

Menu path: /workspace/{your-company-slug}/sales/orders

Confirmed order to deliver: warehouse, delivery date, line qty, status pipeline.

  1. List page — filter by status, search SO number or customer.
  2. New order → customer, warehouse, lines with qty and price.
  3. Save → on edit screen confirm status (e.g. confirmed) when ready to reserve/ship.
  4. Credit panel shows AR + open orders vs customer credit limit; confirming over limit is blocked (configurable).
  5. Use On hold + hold reason for manual credit blocks; release after approval.
  6. After confirm, any save requires an amendment reason; changes appear in Amendment history on the order.
  7. If stock is short, the order confirms with backorder lines; use Re-allocate stock after receipts.
  8. Create sales invoice — button or action pre-fills from this order (?sales_order=).
  • Check Inventory → Stock availability before confirming large qty.
  • Partial fulfilment: invoice only shipped lines; leave balance on order if supported.

Document statuses (general)

  1. Draft — editable, not final, usually no GL/stock impact.
  2. Sent / Confirmed — active in pipeline; may reserve stock.
  3. Invoiced / Partially invoiced — billing started from order.
  4. Paid / Closed — financially complete.
  5. Cancelled — voided; reverse stock/GL where already posted.

Sales invoices (billing)

Sales invoices

Menu path: /workspace/{your-company-slug}/sales/invoices

Tax invoice / bill to customer: subtotal, tax, total, outstanding balance, PDF export. Use line **Tax %** for GST or non-GST (0%).

  1. Create from sales order (recommended) or New invoice standalone.
  2. Set invoice type: <strong>Tax invoice</strong> for normal billing (GST or non-GST). Use Proforma, Credit note, or Debit note only when those workflows apply.
  3. Proforma: use PF number, no AR/stock until you Convert to tax invoice from the invoice list or edit screen.
  4. Overdue tax invoices: daily job emails customers (Admin → Settings → Email); use Remind on the invoice list for manual send.
  5. Add lines with qty, price, HSN/SAC, and <strong>Tax %</strong> per line.
  6. Fill <strong>GST &amp; addresses</strong> when charging GST (supply type, place of supply, customer GSTIN for B2B). Leave tax at 0% for a non-GST bill.
  7. Save — when status is sent/posted, system creates GL entry (AR, revenue, GST payable when tax &gt; 0) and customer ledger line.
  8. Generate IRN — optional on saved <strong>tax invoices with GST</strong> when seller GSTIN is set in Organization settings and platform GSP is configured.
  9. Export PDF — send to customer; track outstanding on list.
  • Proforma invoices typically do not post to GL.
  • Credit notes reverse revenue and AR — use for returns without a separate RMA document when appropriate.
  • Export CSV from list for external analysis.
  • Non-GST bill: keep invoice type Tax invoice, set every line Tax % to 0 — total equals subtotal; IRN is not required.
  • Missing IRN? Check Organization → Profile → GST e-invoice (seller) and contact platform admin for GSP credentials.

GST tax invoice vs non-GST bill

Same invoice type. Both GST and non-GST customer bills use invoice type Tax invoice. There is no separate “non-GST invoice” type — set line Tax % to 0 when no tax applies. Proforma, credit note, and debit note are different workflows, not GST vs non-GST.
GST tax invoice Non-GST bill (no tax)
Invoice type Tax invoice Tax invoice
Line Tax % GST rate per line (e.g. 5, 12, 18, 28) 0 on every line
HSN/SAC Required for GST reporting Optional; can still enter for product classification
Customer GSTIN Usually required for B2B Leave blank for unregistered / B2C customers
Supply type B2B, B2C, EXPORT, or SEZ Often B2C for retail; EXPORT/SEZ for zero-rated exports
Place of supply 2-letter state code (drives IGST vs CGST+SGST on e-invoice) Optional when tax is 0%
Reverse charge Toggle when customer pays GST under RCM Usually off
Tax total > 0 — posts to GL account 2100 GST payable 0 — revenue only, no GST liability
IRN / e-invoice Optional: Generate IRN on saved sent invoice when seller + GSP configured Not required — skip E-invoice section
E-way bill After IRN, if consignment value exceeds platform threshold Not applicable

Creating a GST tax invoice

  1. Customer & header

    Sales → Sales invoices → New. Choose Tax invoice, customer, dates, status. Link sales order if billing from an order.

  2. GST & addresses block

    Set Supply type (B2B with customer GSTIN, or B2C). Enter Place of supply (state code). Customer GSTIN copies from the customer master or type on the invoice. Enable Reverse charge only when the transaction is under RCM.

  3. Lines

    Add products or descriptions. Enter HSN/SAC and Tax % on each line. Product master may pre-fill tax rate when you pick a SKU.

  4. Post & compliance

    Save with status Sent (or paid) to post AR and GST to the ledger. Open E-invoice & e-way bill → Generate IRN when your organization has seller GSTIN (Organization settings → Profile) and the platform admin configured GSP (Admin → Settings → GSTN e-invoice).

Creating a non-GST bill

  1. When to use

    Exempt supplies, unregistered small business, export treated as zero-rated with 0% lines, or any sale where you do not charge GST on the invoice.

  2. Lines

    Invoice type remains Tax invoice. Set Tax % = 0 on every line. Subtotal and total will match; tax total shows zero.

  3. GST block

    You may leave customer GSTIN blank and use supply type B2C. Place of supply is optional when no tax is charged.

  4. Save & PDF

    Post as usual — GL entry is Dr AR, Cr revenue only (no GST payable). Export PDF and send to customer; do not generate IRN unless your compliance team requires it for a specific case.

Mixed tax on one invoice

Each line has its own Tax %. You can mix lines at 18% and 0% on the same tax invoice (e.g. taxable goods plus exempt service). Header tax total is the sum of line taxes; GL GST credit matches that total.

Not the same as proforma or credit note

  1. Proforma — preliminary bill; no AR, stock, or IRN until converted to tax invoice.
  2. Credit note — reverses a prior tax invoice (returns, billing corrections); links to reference invoice.
  3. Debit note — additional charge against a prior invoice; links to reference invoice.

Recurring, bulk, POS & commissions

Recurring invoices

Menu path: /workspace/{your-company-slug}/sales/invoices/recurring

Templates that generate tax invoices on a schedule (subscriptions, retainers).

  1. Sales → Recurring invoices → New template.
  2. Set customer, lines, frequency, and next run date.
  3. System or manual run creates draft/posted sales invoices.

Bulk invoicing

Menu path: /workspace/{your-company-slug}/sales/invoices/bulk

Generate many invoices from selected sales orders or customers in one batch.

  1. Open Bulk invoicing.
  2. Choose source (orders/customers) and date.
  3. Review preview and confirm generation.

POS (point of sale)

Menu path: /workspace/{your-company-slug}/sales/pos/terminal

Counter checkout: scan/select products, take payment, print receipt in one flow.

  1. Sales → POS → select warehouse/register.
  2. Add lines, apply discounts, choose payment method.
  3. Complete sale — creates invoice and receipt together.

Commissions report

Menu path: /workspace/{your-company-slug}/sales/commissions/report

Commission accrual on posted invoices based on sales commission rules.

  • Configure rules before month-end payout review.

Payment receipts (collections)

Payments (receipts)

Menu path: /workspace/{your-company-slug}/sales/receipts

Money received from customer: cash, bank, UPI, cheque; allocate to open invoices.

  1. New receipt → customer, date, amount, payment method.
  2. Allocation section — apply amount to one or more open invoices (partial pay allowed).
  3. Save — posts Dr Cash/Bank, Cr AR when not draft/cancelled.
  4. Bounced cheque — mark bounced to reverse allocation and GL.
  • Unallocated receipts leave customer credit on account.
  • Reconcile bank statement in Accounting → Bank reconciliation.

Bank match

Menu path: /workspace/{your-company-slug}/sales/bank-deposit-match

Match imported bank statement lines to payment receipts by amount, reference, or UTR.

  1. Sales → Bank match.
  2. Review auto-suggested matches.
  3. Confirm or manually link unmatched deposits to receipts.

Sales returns (RMA)

Sales returns

Menu path: /workspace/{your-company-slug}/sales/returns

Return merchandise: link to invoice, qty returned, reason, optional restock, credit note.

  1. New return → customer and source sales invoice.
  2. Select lines and return qty (cannot exceed invoiced qty).
  3. Workflow: submit → approve → may generate credit note invoice.
  4. If restock enabled — inventory increases when return is processed.
  • GL reverses revenue and AR similar to a credit note when posted.

Frequently asked questions

Invoice saved but no journal entry?

Check invoice is not draft/cancelled/proforma. Accounting period for invoice date must be open. See Accounting — how to use.

Customer paid but invoice still shows outstanding?

Create payment receipt and allocate to that invoice. Refresh invoice list.

Can I change invoice after sending?

If GL posted, cancel/reverse via accounting workflow or credit note; editing may be blocked when locked.

How do I create a non-GST invoice?

Use invoice type Tax invoice and set Tax % = 0 on all lines. No separate non-GST type exists.

When must I generate an IRN?

Only for GST tax invoices when your business uses e-invoicing: seller GSTIN in Organization settings, platform GSP configured, invoice saved as sent/posted. Non-GST bills (0% tax) typically skip IRN.

B2B vs B2C on the invoice?

B2B: registered customer — enter customer GSTIN and place of supply. B2C: retail/unregistered — GSTIN optional; POS defaults to B2C.

What posts to Accounting automatically

Document When GL effect (default codes)
Sales invoice (with GST) Saved / sent (not draft) Dr 1200 AR · Cr 4000 revenue · Cr 2100 GST (tax_total)
Sales invoice (non-GST, tax 0%) Saved / sent (not draft) Dr 1200 AR · Cr 4000 revenue · Cr 2100 GST (zero)
Payment receipt Saved (completed) Dr 1000/1100 cash/bank · Cr 1200 AR
Sales return / credit note Approved / posted Dr revenue & GST · Cr AR

View AR detail in Accounting → Customer ledger, AR aging, and customer statement. Full GL explanation: Accounting — how to use.

Related documentation