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Sales, Invoicing & Billing Workflows

The Sales and Invoicing module in Innoventry ERP manages the complete Order-to-Cash (O2C) cycle. It automates GST tax calculations (CGST, SGST, IGST), manages customer credit limits, supports multi-tier pricing, and handles quotations and delivery challans.

1. Standard B2B Intra-State GST Tax Invoicing

Used when selling goods or services to a registered customer located within the same state.

  • Desktop Navigation: Transactions > Sale (click New Sale)
  • Web / Mobile Route: /main/transaction/sale (or /main/transaction/sale/new)

Step-by-Step Procedure

  1. Select Customer: In the Customer / Party field, search and select the customer ledger. The system displays the customer's registered GSTIN, state code, and current balance.
  2. Auto Tax Resolution: Because the customer's state matches your company state, the system automatically sets the transaction tax type to Intra-State (CGST + SGST).
  3. Add Items:
    • Type the item name or scan the barcode.
    • Enter the Quantity and select the unit (e.g., Pcs, Box, Kg).
    • The system automatically populates the default selling price, HSN code, and tax percentage (e.g., 18%).
    • Click Add Item (or press Enter) to add the item line.
  4. Review Tax Breakdown: The bottom panel displays the taxable value, calculated CGST (9%), SGST (9%), and total bill amount.
  5. Complete & Print:
    • Click Save (or press Ctrl+S).
    • The system prompts to print the invoice using the configured A4, A5, or thermal print template.

2. Inter-State B2B GST Invoicing (IGST)

Used when selling to registered or unregistered customers located outside your home state.

  • Desktop Navigation: Transactions > Sale
  • Web / Mobile Route: /main/transaction/sale

Step-by-Step Procedure

  1. Select an out-of-state customer ledger.
  2. The system detects the customer's state code from their ledger profile and sets the Place of Supply (POS) accordingly.
  3. Add items to the invoice. Instead of separate CGST and SGST lines, the system computes a single Integrated GST (IGST) amount (e.g., 18%).
  4. If the invoice value exceeds ₹50,000, you can enter E-Way Bill transporter details (transporter name, vehicle number, distance).
  5. Click Save to post the invoice and update stock.

3. Sales Quotation to Order to Delivery Challan Flow

For wholesale and B2B orders where prices are quoted first, confirmed, dispatched via challan, and subsequently billed.

A. Creating a Sales Quotation

  • Desktop Navigation: Transactions > Quotation > New Quotation
  • Web / Mobile Route: /main/transaction/saleQuotation
  1. Select the prospective or existing customer.
  2. Enter proposed items, agreed quotation rates, validity date, and payment terms.
  3. Save and export as a PDF to share via WhatsApp or Email.

B. Converting Quotation to Delivery Challan

  • Desktop Navigation: Transactions > Challan > Inward/Outward Challan
  • Web / Mobile Route: /main/transaction/deliveryChallan
  1. When the customer confirms the order, open Challan and click Import from Quotation.
  2. Select the quotation number. All items and quantities load automatically.
  3. Adjust quantities if dispatching a partial shipment.
  4. Save the challan. Inventory is deducted from the warehouse, while accounting ledgers remain unaffected until billing.

C. Converting Challan to Final Tax Invoice

  1. In Transactions > Sale, click Import from Challan.
  2. Select one or multiple pending delivery challans for the customer.
  3. The invoice aggregates all dispatched items and posts the final receivable ledger entry.

4. Multi-Tender Split Payment Settlement

Allows customers to pay a single bill using multiple payment modes (e.g., Cash + UPI QR + Credit Card).

  • Desktop Navigation: Available directly inside the Sale Invoice screen by clicking the Payment button (or pressing F4).
  • Web / Mobile Route: Payment drawer in /main/transaction/sale.

Step-by-Step Procedure

  1. After adding all items, click Payment (or press F4).
  2. The payment breakdown window appears showing the Total Bill Amount.
  3. Enter the amounts received against each tender:
    • Cash: Enter the cash received. If cash tendered exceeds the bill share, the system calculates the Change Return.
    • UPI / QR: Enter the UPI payment reference / transaction ID.
    • Card: Enter card swipe amount, card type, and transaction reference.
    • Cheque: Enter cheque number, bank name, and cheque date.
  4. Click Apply. The sum of payment modes must equal or settle the net payable amount.
  5. Save the transaction. The system creates automatic debit entries for Cash-in-Hand, Bank Accounts, and Card Clearing accounts.

5. Item-Level & Bill-Level Discounts

Innoventry supports multiple discount mechanisms for promotional and trade pricing:

  1. Item-Level Trade Discount:
    • Enter a discount percentage (e.g., 5%) or flat amount per unit directly in the item line during billing.
    • Tax is calculated on the net discounted taxable value.
  2. Bill-Level Cash Discount:
    • In the invoice footer, click Add Other Charges / Discount.
    • Select a discount ledger or enter a flat percentage/amount off the entire bill.
  3. Cascade Discount ("Discount on Discount"):
    • In wholesale distribution (e.g., textiles, hardware), enter chained discounts like 10% + 5% in the discount column. The second discount is computed on the balance after the first discount.

6. Credit Limit & Overdue Days Control

Prevents unauthorized billing to customers who have exceeded their agreed credit limit or have overdue unpaid bills.

  • Configuration: In Accounting > Ledgers > Edit Ledger (or /main/master/editLedger/:id):
    • Set Amount Credit Limit (e.g., ₹1,00,000).
    • Set No. of Credit Days (e.g., 30 days).

Operational Behavior

  • When creating an invoice, if the new balance exceeds the credit limit, the system alerts the operator.
  • Depending on system configuration (Setup > Configuration > Sales Rules), the system either prompts for a Supervisor Password Override or restricts invoice generation until older dues are settled.

7. Sales Return & Credit Notes

Used when a customer returns goods due to defect, excess stock, or cancellation.

  • Desktop Navigation: Transactions > Sale Return (or Transactions > Credit Note)
  • Web / Mobile Route: /main/transaction/saleReturn

Step-by-Step Procedure

  1. Click New Sale Return.
  2. Select the customer ledger.
  3. Click Import from Invoice and select the original sales invoice number.
  4. Enter the returned item quantities and reason for return.
  5. Save the voucher:
    • Inventory stock is credited (returned back into the warehouse).
    • Customer's receivable balance is credited (reduced).
    • Output GST is adjusted in accordance with statutory GST credit note rules.
Sales, Invoicing & Billing Workflows — Help | Innoventry