How to Manage Sales Invoices

A Sales Invoice is an official document issued by your business to a customer. It requests payment for goods sold or services rendered. The Sales Invoice module allows you to easily create, track, manage, and approve all your customer invoices in one centralized place.

1. Navigating the Sales Invoice List

The main dashboard for your sales invoices gives you a complete overview of your billing history. From here, you can filter and find specific records.

1. From the main left-hand navigation menu, click on Sales, then select Sales Invoice.
2. You will see a list of all your invoices displaying key details: Voucher Number, Date, Branch, Customer, Currency, Grand Total, and Status (e.g., Approved or Hold).
3. Adjust Pagination: Use the arrows at the top or bottom of the list to flip through pages. You can also use the Show dropdown to display 10, 25, 50, or All entries at a time.
4. Filter by Branch: Click the Branch dropdown to view invoices for a specific location (e.g., Abu Dhabi).
5. Filter by Date: Click the date dropdown to filter records. You can choose quick presets (Today, Yesterday, Last 7 Days, This Month, Financial Year) or click Custom Range to select a specific start and end date from the calendar. Click Apply to update the list.

**[Image: Navigating the Sales Invoice list and applying custom date and branch filters]**

2. Creating a New Sales Invoice

When you need to bill a customer, you can quickly generate a new sales invoice with product details, adjustments, and payment terms.

1. In the top right corner of the Sales Invoice screen, click the blue + Add New button.
2. Fill in the Header Information:
   • Select the Branch issuing the invoice.
   • Choose the Customer Account. (Customer contact details will auto-populate if available).
   • Select the Sales Account type (e.g., Credit Sale).
   • Verify the invoice Date and select the Due Date for payment.
   • Assign the Salesman responsible for the order.
   • Add the LPO (Local Purchase Order) number if provided by the customer.
   • Check the Tax Billing box if taxes apply to this invoice.
3. Add Products: Under the Product tab, add the items being sold, including quantity, unit price, and any applicable discounts.
4. Apply Adjustments (Optional): Go to the Adjustment tab if you need to add extra charges or apply deductions. Select whether it is an Add or Less adjustment, choose the related account, enter a narration (description), and input the amount.
5. Enter Payment Details: Go to the Payments tab to record how the invoice will be settled.
   • Select the Mode of Payment (e.g., Cash, Credit Card, Cheque, or CAREEM).
   • If Cheque is selected, enter the Cheque Number, Cheque Date, Bank Name, Expiry Date, and Total Amount.
6. Once all details are verified, click the Save button at the bottom right of the screen.

**[Image: Filling out the Sales Invoice form including header details and the Payments tab]**

3. Editing and Managing Existing Invoices

You can search for, modify, or export existing invoices at any time.

1. Use the Search bar at the top of the invoice list to quickly find a specific invoice by its voucher number or customer name.
2. Double-click on the desired invoice row to open its details.
3. To modify the invoice, click the Edit button. Make the necessary changes to the items, amounts, or dates, and click Update to save.
4. From the invoice details view, you can also use the top menu ribbon to:
   • Print the invoice.
   • Export to Excel to download the invoice data.
   • Export to Zoho (if your system is integrated with Zoho).

**[Image: The invoice detail view showing options to Edit, Print, and Export]**

4. Adding Attachments

You can attach supporting documents directly to a sales invoice, such as customer purchase orders (LPOs), goods received notes, or scanned receipts.

1. Open the sales invoice by double-clicking it from the list.
2. Click on the Attachments tab.
3. Drag and drop your files into the designated upload area, or click the upload box to browse your computer's files and select the document.

5. Submitting an Invoice for Approval

Once an invoice is finalized and verified, it may need to be approved by an administrator before it is officially closed or dispatched.

1. Open the finalized invoice from your list.
2. In the top right corner, click the Submit for Approval button.
3. A confirmation popup will appear asking, "Are you sure to approve this Invoice?"
4. Click Approve.
5. A green success notification will appear at the top of your screen, and the invoice status will change to Approved.

**[Image: Clicking Submit for Approval and confirming the system prompt]**