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Billing/Invoicing

A sales invoice (or sales bill) is a critical document used by businesses to notify customers of the amount owed for goods or services provided. It serves as a formal record of the transaction, helping companies manage accounts receivable and ensuring clear communication with customers.

Add Sale Invoice​

Types of Sales Invoices in PrismERP​

PrismERP supports different types of sales invoices based on the nature of the transaction:

  • Default Sales Invoice (Cash Sale): Used for immediate, one-time cash transactions.
    • Path: Invoicing → New Sales Invoice → New Sales Invoice (Default)
  • EMI Sales Invoice: Applicable for transactions involving installment payments (EMI).
    • Path: Invoicing → New Sales Invoice → New Sales Invoice (EMI)
  • Dealer Sales Invoice: Designed for wholesale or dealer-specific transactions.
    • Path: Invoicing → New Sales Invoice → New Sales Invoice (Dealer)

Add Sale Invoicenew

To create a sales invoice, follow these steps and fill out the required fields:

Fields to Fill​

  • Party: Select the name of the customer to whom the invoice will be issued.
  • Order Date: Specify the date of the invoice.
  • Due Date: Enter the due date for the payment of the invoice.
  • Payment Method: Choose the payment method for the invoice, such as cash, credit, card, or EMI.
  • Branch: Select the branch associated with this transaction.
  • Inventory: Select the inventory or warehouse from which the invoiced goods will be delivered.
  • Sales Order No: If you have a Sales Order, select the corresponding Sales Order number. The product information will automatically populate into the invoice based on the selected Sales Order.

Product Information:​

If you do not have a Sales Order, manually input the product details, including:

  • Product Name: Select the product being sold.
  • Quantity (Qty): Enter the quantity of the product.
  • Rate Per Unit (RPU): Input the price per unit of the product.
  • Discount: Specify any discount applicable to the product.

Additional Notes​

  • Ensure all details are accurate to avoid discrepancies in the invoice.
  • For EMI sales, the system will calculate and manage the payment schedule based on the selected EMI terms.
  • For dealer sales, pricing and discounts may vary depending on pre-set agreements in the system.

Sales Invoice List​

The Sales Invoice List Page shows all the sale invoice lists that are being created in the application.

Sales invoice list new

The Sales Invoice List Page provides a user-friendly interface for managing and tracking all sales invoices. It includes advanced search and filtering options to locate specific invoices quickly.

Search & Filter Options​

From the list page, you can filter and search for invoices using the following criteria:

  • Invoice No: Search by the unique invoice number assigned to each sales invoice.
  • Customer: Filter invoices based on the customer's name or ID.
  • Branch: Narrow down invoices by selecting a specific branch.
  • Invoice Status: Filter by invoice status, such as Paid, Unpaid, Overdue, or Partially Paid.
  • From Date / To Date: Specify a date range to view invoices created within a particular period.

Additional Features​

  • Quick Access: Click on any invoice to view or edit its details directly from the list page.
  • Status Management: Update or track the payment status of invoices in real time.

To view the sales invoice associated with a specific sale order, follow these steps:

Steps to Access Sales Invoice from a Sale Order​

  1. Navigate to the Sale Invoice List: Go to the Sale invoice List Page in PrismERP.
  2. Select a Sale Invoice: Click on the Sale Invoice Number (e.g., SO-xxx) for the order you wish to view.
  3. View the Sale Invoice Profile Window: A detailed profile window for the selected sale Invoice will appear, displaying all relevant information about the sale invoice.
  4. Locate the Sales Invoice Section: In the profile window, find the section or tab labeled Sales Invoice or similar.
  5. Access the Sales Invoice: Click on the linked sales invoice number to view the detailed invoice for that particular sale order.

Additional Notes​

  • The profile window provides a centralized view of all the details related to the sale invoice, including associated invoices, delivery status, and payment details.
  • Ensure that the sale order is linked to a generated sales invoice for it to appear in the profile window.

Print sale invoice new

Notice that on the upper right corner of the screenshot labelled as green box " Report" by clicking on the report you can see an option of invoice. Clicking on that will take you to the invoice pattern window. See the screenshot below for understanding

Print sale invoice new1

From the above window screenshot, you can select the pattern type to represent the sale invoice report as well as you can choose the specific sale order number to show the sales invoice.

Print sale invoice new2