Sales workflow

This guide assumes masters already exist (Masters setup). You will complete the loop: party → bill → money in.

Preconditions checklist

• Correct organisation selected
• Customer exists
• Products exist with sales price and GST
• Warehouse exists with stock for the items you will sell
• Your role can View + Edit sales invoices and receipts

A. Find or create the customer

1. Open Sales → Customers.
2. Search by name.
3. If missing, create the customer (name, state, GSTIN, address).
4. Note any linked price list.

B. Optional — customer order

Only if Customer ordering / Orders is enabled in Settings → Tools.

Create order

1. Open Sales → Orders.
2. Click Create.
3. Select customer.
4. Add lines: product, billable qty, free qty (if used), rate, discount. Free qty also appears on the invoice view and PDF when present.
5. Save as draft.
6. Review with sales lead.
7. Confirm when the order is accepted.

After confirm

• Stock may be reserved for confirmed orders (soft hold).
• Staff later generate / link a sales invoice from the order per your process.
• Sample-style orders may confirm as stock-out without invoice — follow the status labels on screen.

C. Sales invoice (core path)

C1. Open the register

1. Go to Sales → Invoices.
2. Click Create / New.

C2. Header fields

Fill in order:

C3. Line items

For each line:

1. Choose product.
2. Enter quantity.
3. Confirm rate (from price list or typed).
4. Enter discount if any.
5. Confirm tax rate / GST on the line.
6. Add another line as needed.

C4. Review totals

Check:

• Line taxable amounts
• CGST / SGST or IGST as applicable
• Grand total
• Customer state vs company state (intra vs inter)

C5. Save draft

1. Save as draft.
2. Find it in the list with status Draft.
3. Open again and re-check lines.

C6. Confirm

1. Only when the bill is final, click Confirm.
2. Expect: status changes; stock reduces from the chosen warehouse; further casual edits may be blocked.
3. If something is wrong after confirm, stop and use credit note / admin process — do not create a duplicate invoice “to fix it” without accounts guidance.

D. Receipt (money in)

Receipts are not under Purchases.

On Sales pages, the top summary shows Receipts (sum of all receipt vouchers — cash in), Payment received (fully paid invoices only), and Pending collection (open balances). Receipts and Payment received can differ when invoices are only partly paid.

Steps

1. Open Sales → Receipts.
2. The page lists every customer invoice that is unpaid or partially paid.
3. For each collection, pick the invoice (dropdown), enter amount, mode, reference, and date. Leave amount blank to skip a row.
4. Optionally use Fill balances to pre-fill full amounts due, or set a default date/mode at the top.
5. Click Save N receipts once — all filled rows are posted together. Your draft is autosaved so a page refresh does not lose typed amounts.
6. Open sales invoices (or refresh) — payment status should move (Pending → Partial / Paid per your Settings labels).

Partial collections

If the customer pays less than the invoice total, enter only what was received on that row. Leave the balance outstanding. Enter another receipt later for the rest from the same Receipts worksheet.

Done when

• Receipts appear under Posted receipts on Sales → Receipts
• Invoice status reflects the collection

E. Credit notes / sales returns

Use when goods come back or you must reduce a confirmed invoice.

1. Open Credit notes (from Collections or the sales returns entry your org uses).
2. Select customer and link context to the original invoice if the form requires it.
3. Add return lines (product, qty, rate).
4. Save draft → review → Confirm.
5. Confirming typically returns stock and reduces customer balance.

F. Daily sales checklist

• New orders reviewed (if ordering on)
• Draft invoices cleared or confirmed
• Receipts entered same day as bank/UPI credit
• Unpaid invoices list scanned for follow-up

Troubleshooting sales

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