Docs
ERP Crystal
MFG
Sales
Transactions
Sales Invoice

Sales Invoice

The Sales Invoice module helps businesses bill customers for products or services delivered.
It ensures that every confirmed sales order is converted into a proper, trackable invoice.

Sales Invoice Workflow

  1. Create Invoice
    Start a new invoice manually or using a confirmed Sales Order.

  2. Add or Edit Items
    Add items with Create Line or Create From Order, or edit using Modify Line.

  3. Update Details
    Add shipping, dispatch, and other details using:
    Modify Other Info, Ship To / Dispatch From, or Update Dispatch Info.

  4. Compliance
    Generate E-Invoice and E-Way Bill if applicable.

  5. Finalize Invoice
    Review totals, Print Invoice, and Email it to the customer.

  6. Post-Invoice Actions
    Use Make SDN/SCN, Cancel, or Delete Line if any changes are needed.

Key Functions

Function Description
Create Start a new Sales Invoice manually.
Modify Edit the entire invoice (only if it’s not E-Invoiced or cancelled).
E-Invoice Generate a government-compliant electronic invoice, Only if Enable Auto EInvoice Sysparameter is On
Cancel Cancel the invoice (if needed and permitted).
Modify Other Info Update payment terms, remarks, etc. (even after E-Invoice generation).
Update Packing Slip Link or update the packing slip details.
Create Line Add items one at a time to the invoice.
Create From Order Auto-generate invoice lines from a confirmed sales order.
Modify Line Edit individual line items (like rate, quantity, tax).
Export Index View/export the list of export invoices.
Delete Line Remove any specific item from the invoice.
Item Details View details for each item in the invoice.
Ship To / Dispatch From Edit or update shipping and dispatch locations.
Upload Customer LR Upload the customer’s transport document (Lorry Receipt).
Make SDN/SCN Create Sales Debit Note or Credit Note for the invoice.
Update Dispatch Info Add or update transporter and vehicle info.
Print Invoice Print the final invoice.
Print E-Way Bill Print the E-Way Bill (if applicable).
Email Email the invoice to the customer.

Negative Stock Validation

ℹ️

If Check Negative Stock Sysparameter is enabled and supply type is "Good", the system checks for stock availability during Create From Order

  • If negative stock is detected, the user is redirected to a review page.
  • If not, the invoice line is created.

Common Validations During Invoice Creation

Validation Reason Solution
Invoices for this party are blocked in Party Master. Invoicing is not allowed for this party. Go to Party Master → Select Party → Modify → Enable Allow Invoice for Party.
Please correct the GST State Code in the Party Master GST state code is missing for the party. Go to Party Master → Select Party → Branch Details → Modify → Update State Name.
Supply state code is mismatched with GSTIN of Party Party’s GST state and supply state do not match. Go to Party Master → Branch Details → Modify → Make sure GSTIN matches selected state.
Since party is unregistered, interstate supply is not allowed GST rules don’t allow interstate supply to unregistered parties. If unregistered, ensure the party and company unit are in the same state (via Company Master).
Please fix invalid A/c head in Transaction Type Master The account codes in Transaction Type Master are not correct. Go to Account Master → Trn Type Index → Update A/C Codes → Download model and fix account codes.

Common Validations During Line Item Creation

Validation Reason Solution
Multiple Sales Orders in a Single Invoice is disabled for this Party Party settings don’t allow combining multiple orders in one invoice. Go to Party Master → Select Party → Modify → Enable Multiple Orders in Single Invoice.
Only Items with Release Status is set as Yes [in the Item Master] can be selected To ensure that only approved and finalized items are used in sales transactions Go to Inventory Mst -> Select the Item -> Modify -> Is Item released for sales? -> Select Yes
Sales EnquirySales Order