Sales

When to Use

• When customer invoice needs to be created.
• When sales is entered directly without Sales Order or Delivery Order.
• When Sales Order or Delivery Order should become final invoice.
• When payment, receivable, tax, discount, reward, or stock impact must be recorded.

Workflow

1. Open Sales & POS / Orders & Fulfillment / Sales.
2. Choose customer, division, department, date, salesperson, currency, and invoice information.
3. Pull Sales Order or Delivery Order when the invoice comes from pre-transaction flow.
4. Fill product details: quantity, unit, price, discount, tax, department, serial number, and memo.
5. Fill payments, customer down payment, reward, points, expenses, or additional tax when used.
6. Review totals, credit limit, payment amount, receivable, stock impact, and journal impact.
7. Click Save and follow validation messages when the application rejects the data.

Form Fields

Transaction Detail

• Each item line affects subtotal, discount, tax, COGS, stock, and journal.
• Serial number, variant, and unit conversion must be completed when required.
• Discount and price can be controlled by user roles.
• Reward and point calculations should be recalculated before saving when used.

Header Fields

Sales Detail

Payments and Receivable

• Payments reduce receivable directly.
• Customer down payment can be applied when available.
• If payment is less than invoice total, the remainder becomes accounts receivable.
• Credit limit validation can stop saving when customer balance exceeds policy.
• Point payment depends on customer point balance and payment type configuration.

Reward, Points, Expense, and Additional Tax

• Recalculate reward and points when customer or product changes.
• Sales expenses should use correct expense account.
• Additional tax should be reviewed when tax is not only from item detail.
• Totals should be checked after changing any reward, point, expense, or tax data.

Checklist Before Saving

• Customer, salesperson, date, division, and department are correct.
• All product lines have correct quantity, unit, price, discount, tax, and stock location.
• Payment total, receivable balance, and credit limit are acceptable.
• Reward, point, expense, and tax data have been reviewed.
• Stock and journal impact match the intended transaction.

Stock, Journal, and Balance

• Customer receivable is updated when invoice is not fully paid.
• Stock can be posted if not already posted by Delivery Order.
• COGS and inventory journals are created according to product setup.
• Sales, tax, discount, receivable, payment, and exchange-rate journals are created when applicable.

Billing a Delivery Order Without an Order

A new sales invoice can pull in a Delivery Order created without a sales order, through the Fill Data from Delivery Order field (shown only while the invoice has no Sales Order selected and the package includes pre-transactions).

• The list only offers shipments to the same customer and division that have not been billed and did not come from a sales order. A shipment that came from an order must be invoiced through that order.
• The shipment lines are added to the invoice detail, so several shipments can be billed on one invoice.
• The starting price follows the same order as picking a product in the sales detail: the customer's special price, the customer price level, the wholesale price, then sales price 1, plus the unit discount and product discount rules. Price and discount can still be changed before saving.
• Stock is not taken out twice: goods already taken out by the shipment are not taken out again by the invoice, and their COGS stays on the shipment.
• Once an invoice bills a shipment, its number cannot be changed and it cannot be given a sales order. Deleting the invoice releases the link so the shipment can be billed by another invoice. A shipment whose products are all removed from the invoice detail is released as well.
• The field only appears once the database structure includes the shipment-to-invoice link (installed by the server update).

The Same Product on Several Lines New

If the same product is entered on more than one line of a document, the document is still saved but a warning appears: Product ... is already on another line of this document. Check that it is intended (for example a different grade or price); if not, merge the lines so the stock check is not bypassed.

• What counts as the same: product + department/warehouse, plus the serial number for serialised products. Different units (for example 1 box and 3 pcs) still count as the same.
• Service products are not checked.
• Applies to transaction forms with item lines, including orders, deliveries, receipts, invoices, returns, and inventory movements.

Common Issues

• Cannot save: check customer, detail products, payment, credit limit, stock, and validation message.
• Stock is doubled: check whether Delivery Order already posted inventory.
• Receivable is wrong: check payment total, customer down payment, currency, and exchange rate.
• Reward or points missing: recalculate and check customer/product rule setup.