Sales Invoice module

Sales invoice accounting means preparing every customer invoice correctly and keeping receivables accurate. In the Sales Invoice module of One Soft ERP, submitting an invoice updates the receivable and books income against the customer account, so sales orders, invoices and payments stay connected.

When invoices are prepared in a separate program or from a template, item details are copied from the order by hand, the invoice may not match the delivery, and receivables are updated in a separate spreadsheet. In the Sales Invoice module the invoice comes from the order and the receivable updates automatically.

A Sales Invoice is a bill that you send to your customers against which the customer makes the payment. Sales Invoice is an accounting transaction. On submission of Sales Invoice, the system updates the receivable and books income against a customer account.

A Sales Invoice is usually created from a Sales Order. The Customer's item details is fetched into the Sales Invoice. However, you can also create a Sales Invoice directly.

Sales Invoice may also go through a certain approval process within the company. The approval process may consist of different stages in different companies. Therefore, it is possible to set up a different work flow in each company, and this is implemented directly, without writing any code. All these processes take place in the Sales Invoice module.

A gap between the invoice and the actual delivery, combined with tax compliance requirements, carries error risk when handled by hand. The Sales Invoice module ties these two processes into a single document chain.

Who it's for

• Sales and accounting teams invoicing customers regularly
• Companies that run invoices through internal approval
• Businesses that need to reconcile invoices with actual deliveries

How it works

1. 01An invoice is created from a sales order, or directly.
2. 02Item details carry over from the order to the invoice.
3. 03The invoice goes through your company's approval flow.
4. 04On submission the receivable is updated and income is booked to the customer account.
5. 05When the customer pays, the Sales Payment document is linked to this invoice.

Key capabilities

• Invoices created from a sales order, with item details carried over
• Invoices created directly when needed
• A separate approval flow per company, set up in the admin panel without code
• Receivable updated and income booked to the customer account on submission
• Invoice and actual delivery tied into one document chain
• Reports on invoices and unpaid amounts per customer

How it connects to other modules

The Sales Invoice module sits between Sales Order and Sales Payment. An invoice is usually created from the order, and when the customer pays, a Sales Payment document is opened against that invoice. Sales orders created from a customs document join the same chain, so the amount paid and the balance owed are visible on both the Finance and the Customs document.

Sales Order module Sales Payment module Customs module

Benefits

• Receivables update automatically with every invoice
• Item details are not retyped from order to invoice
• Approval rules can change without a developer
• Less risk of mismatch between invoice and delivery

Frequently asked questions