Sale invoices
Follow the invoices dispatch raises, bill counter sales at the desk, take payment, share the PDF, and cancel an invoice with a reason.
/accounts/invoicesSale invoices lists every invoice both firms have issued and what is still owed on each. Most invoices raise themselves when the warehouse dispatches an order. The desk raises the rest here as counter sales.
Where invoices come from
The From column says how each invoice was raised:
| From | Raised when | Takes books off the shelf |
|---|---|---|
| Field order | The warehouse records an order's dispatch. | No. The dispatch already did. |
| Counter sale | The desk issues a counter sale here, or turns a proforma invoice into its invoice. | Yes, unless you untick it. |
| Sale-or-return | A delivery challan is settled and the dealer kept some copies. | No. The challan already did. |
A counter sale or a sale-or-return invoice is billed by the firm whose titles are on it. A sale with both firms' titles becomes two invoices, one from each firm, each numbered from its own firm's series. Any freight goes on the invoice with the larger value. A field order's invoice is the exception: it comes from the one firm the warehouse chose at dispatch, for every book in the parcel.
Invoices raised at dispatch
When the warehouse records a dispatch, SalesYatra raises the order's invoice in the same step, from the firm the dispatch employee chose. Nobody on the desk has to do anything.
- Quantities: what was packed. A short shipment is billed short.
- Prices and discounts: the order's own.
- Date: the day of dispatch.
- Payment terms: the order's.
- Bill to: the billing name, address and GSTIN on the order. The order's delivery address prints as Ship to.
The rep who raised the order is emailed the invoice PDF. The invoice's Terms card links to the order, and its PDF prints the order number, the school's PO and the courier's consignment number when the order has them. Order lifecycle tells the whole story, and Dispatch covers the warehouse's side.
Raise a counter sale
A counter sale bills books sold at the desk, for example to a dealer at the counter or to a school paying for a top-up.
Start the sale
Open Sale invoices and select New counter sale. You can also start one from a party's page with New invoice, which chooses the party for you. From an accepted quotation, Accepted — bill as counter sale fills in the whole form.
Say who is billed
Under Billed to, choose the Party: type part of a school's or trade party's name, code or town. Set the Invoice date and the Payment terms. Fill in Deliver to only if the books go somewhere other than the billing address.
Add the books
Set the Discount %, GST % and Freight (₹) for the whole sale. Then select Add a title and search by title or ISBN. For each title:
- Qty: how many copies. Adding the same title again adds one more copy.
- Rate: leave it empty for the catalogue price, or type another to sell off-list.
- Disc %: leave it empty to use the sale's discount, or type one for this title. A 0 here means no discount on this title.
Under the titles, the totals are worked out firm by firm. If the titles belong to both firms, the form says the sale "becomes 2 documents — one from each".
Decide about the shelf
Take these books off the warehouse shelf is ticked. Untick it only when the books have already left. The usual case is re-billing a dispatch whose invoice was cancelled.
Record payment made at the counter
If the party paid in full there and then, tick The party paid in full and choose the Mode:
- For cash, UPI or a bank transfer, choose Into: the bank or cash account the money went into. You can pick either firm's accounts. When money for one firm's bill lands in the other firm's account, both firms' books record it.
- For a cheque or demand draft, enter the Cheque / DD no.. It waits under Cheques until it clears.
- Add a Reference if there is one, such as a UTR or UPI reference.
Issue it
Add Notes on the invoice if you need them, and select Issue invoice. The invoice opens. If the sale split between the firms, a note at the top links to the other invoice. Both are issued together or neither is.
A sale paid at the counter is settled in the same step. Each firm's invoice gets its own payment receipt in that firm's books, and its terms become payment on delivery. SalesYatra refuses to issue without a party and at least one title. It also refuses a title that has been withdrawn from the catalogue.
Payment terms and due dates
The due date is counted from the invoice date:
| Payment terms | Due |
|---|---|
| Advance payment | On the invoice date |
| Payment on delivery | On the invoice date |
| 15 days credit | 15 days later |
| 30 days credit | 30 days later (the counter sale's starting choice) |
| 45 days credit | 45 days later |
| 60 days credit | 60 days later |
How the total is worked out
- Each title's amount is its copies times its rate, less its discount.
- Freight is added.
- GST is charged on the lot at the one rate. Printed books are exempt, so GST % normally stays at 0.
- The tax is split into CGST and SGST when the place of supply is in the firm's own state, or charged as IGST when it is not. The place of supply comes from the party's GSTIN, or else its state, or else the firm's own state.
- The total is rounded to the nearest rupee, and the difference prints as Round off.
Credit the party already has
When an invoice is issued, any credit the party already holds with that firm is set against it straight away, oldest first. That credit can be an advance, a credit note not yet used, or a payment larger than the bills it paid. It shows on the invoice under Paid by, as a receipt, a credit note or Advance brought forward.
Take payment on an invoice
An invoice's page shows everything that has paid it under Paid by, with the Balance left, in red while anything is owed. While a balance is left, the desk sees Receive payment. It opens Payment-In for this party, this firm and this invoice.
Print, email or share an invoice
The buttons under an invoice's heading all hand over the same PDF:
| Button | What it does | Who sees it |
|---|---|---|
| Opens the PDF in a new tab. | Everyone who can open the invoice | |
| Opens the PDF ready to print. | Everyone who can open the invoice | |
| Sends the PDF as an attachment to the address you type under Send to. | Accounts (Billing) and Administrators | |
| Opens WhatsApp with a message naming the invoice and the party, and a link to the PDF. | Everyone who can open the invoice |
The WhatsApp message goes to the party's phone on the register, if it is a 10-digit mobile number. Otherwise WhatsApp asks you which chat to send it to. The link opens that one PDF without signing in, for 30 days. A school can open its invoice from WhatsApp, and the link opens nothing else. Reps can share the invoices of their own schools the same way.
If a firm has Email invoices, receipts and credit notes to the party when issued switched on under Setup, each invoice is also emailed to the party as it is issued, provided the party has an email address on the register.
Cancel an invoice
An issued invoice is never edited or deleted. If it is wrong, cancel it and raise a correct one.
Open the invoice
Open the invoice and select Cancel invoice.
Give the reason
Type the Reason, at least three characters. An auditor reads it beside the cancelled invoice.
Confirm
Select Cancel invoice, or Keep it to back out.
What cancelling does:
- The invoice's number stays taken, and GSTR-1 reports it as cancelled. The invoice page says "Cancelled", with your reason, and the PDF is headed Cancelled Invoice.
- Its entry in the books is reversed. The reversal goes on the invoice's own date while that period is open, and on today's date once the books are closed for it.
- Whatever had paid it is freed as credit on the party's account, ready for the next bill.
- A counter sale's books go back on the shelf.
- A dispatch invoice's books stay with the school, because they did leave the warehouse. To bill them again, raise a counter sale with Take these books off the warehouse shelf unticked.
- An invoice raised from a proforma puts the proforma back to OPEN, ready to be invoiced again.
A cancellation cannot be undone. An invoice raised by settling a sale-or-return challan cannot be cancelled at all. Correct it with a credit note instead.
Statuses
On the list, each invoice carries one of these badges:
| Badge | Meaning |
|---|---|
| UNPAID | Nothing has paid it yet, and its due date is today or later. |
| PART PAID | Something has paid it, some is still owed, and its due date is today or later. |
| OVERDUE | Something is still owed and its due date was before today. The balance shows in red. |
| PAID | Nothing is left to pay. |
| CANCELLED | Withdrawn with a reason. It shows no balance. |
A bill becomes overdue the day after its due date, by India's calendar. On its due date it still shows UNPAID or PART PAID. An invoice raised during the pilot, before the books were kept here, is never marked overdue, because nothing is owed on it in the books.
On the invoice's own page, the badge next to its number is ISSUED or CANCELLED. What is still owed is under Paid by.
Find an invoice
- Period: the list starts on this financial year. Change the dates, or choose This month, Last month or This year.
- Which invoices: All invoices, Overdue, From field orders, Counter sales, Sale-or-return or Cancelled. Overdue lists exactly the invoices with the OVERDUE badge, as long as they were raised in the period. Home's Overdue card counts the same bills from every period, so widen the dates to see them all.
- Search: by invoice number or party name.
- Showing box: one firm or both. With both, each invoice number carries its firm's tag.
Invoiced in the period totals the invoices that stand in the books. Cancelled invoices are left out.
What the printed invoice shows
- The heading is Tax Invoice when the firm has a GSTIN, and Invoice when it has none.
- The seller's name, address, GSTIN and phone, and the bank account marked to print, are exactly as they were when the invoice was issued. A later change under Setup does not reach it.
- Bill to, and Ship to when the books went elsewhere.
- The invoice number and date, due date, terms and place of supply.
- Each title with its HSN code, copies, rate, discount and amount.
- The note "Printed books (HSN 4901) are exempt from GST." when a registered firm charged no tax.
Good to know
It was raised during the pilot, before the books were kept here. Nothing is owed on it in the books, so it takes no payment or credit note.
No. The Accountant reads every invoice and can open, print and share its PDF. New counter sale shows them a note in place of the form, and the invoice page shows them no Receive payment, Credit note or Cancel invoice.
No. Books that came back are credited with a credit note. Books the warehouse took back from the school wait under Returns to credit. Cancel an invoice only when the invoice itself should never have been issued.
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