Create a GST tax invoice

This is the screen you will spend most of your day on. It takes a party, a list of items and a tax rate, and turns them into a numbered GST invoice that is ready to print — while taking the goods out of stock behind the scenes.

Fill in the invoice details

1. 1

   Go to Make Invoice.

2. 2

   The Invoice No and Date are filled in for you.

   The number is the next one in your series and cannot be reused. See How invoice numbers work.

3. 3

   Pick the party you are billing. Their address, GSTIN and mobile number fill themselves in.

   Billing someone new? Type their name into the party box and fill in the details beside it — they are saved to your directory as you go.

4. 4

   Check the tax line above the totals.

   Within your own state the app charges CGST plus SGST; to another state, IGST. It works this out from your state and the party’s, so a wrong state on either record means a wrong bill.

5. 5

   Set the Payment Mode — Credit, Cash, Card or Net Banking.

   This records how the sale was agreed. It is not the same as recording money received.

Add the items

1. 1

   Use Search Item to find a product by name or catalogue number.

   Part of either is enough.

2. 2

   If the product has more than one lot, pick the one you are selling from.

   Each lot shows its own stock, expiry and MRP. See Batches and expiry.

3. 3

   Enter the Quantity. The price comes from what you saved against that batch, and you can override it on the line.

4. 4

   Add the line. It appears under Items Added with its price and total.

   Got a line wrong? Remove it from that list and add it again. Nothing is committed until you generate.

5. 5

   Repeat for every item on the order.

Discounts and tax

A Discount (%) is applied to the invoice before GST, which is the normal treatment for a trade discount agreed at the time of sale. The tax is then worked out on the reduced value.

The tax rates themselves can be overridden by hand when a particular sale needs it. If you do, the screen says so, so nobody is left wondering why this bill reads differently from the last one.

Preview, then generate

1. 1

   Select Preview Invoice. The finished bill opens exactly as it will print.

   Nothing is saved at this point. Read it — the party name, the totals, the tax split — while it can still be changed for free.

2. 2

   Select Generate Invoice in the preview.

   This is the point of no return: the invoice is written, its number is taken, stock is reduced and the PDF downloads.

3. 3

   Print it, or share the PDF.

Taking the money at the same time

If the party is paying there and then, you do not need a second screen. Set the payment status before generating and the invoice is recorded as paid — see Collect payment while billing.

Common questions