Creating a New Sales Record

The New Record option allows you to create a new voucher within the Sales Records module. Before creating a record, select the Voucher Type you want to create, such as a Sales Invoice, Sales Order, or another available Sales document.

How to Create a New Record

1. Select the required Branch and Voucher Type.
2. Click New Record.
3. The New Record form will open, where you can enter the required customer, transaction, product, pricing, and tax details.

Record Details

The upper section of the form contains the basic information required for the voucher.

Copy Data from Existing Record

Enable Copy Data from Existing Record if you want to create the new voucher using information from an existing record. This can reduce the need to enter the same information again.

• Customer
  • Select the customer or party for whom the record is being created.
  • Click the Customer dropdown to select an existing account.
  • Click the + button next to the customer field to create a new customer account if required.

• Ship To
  • Select the delivery or shipping address associated with the customer.

• Stores
  • Select the store or location from which the products are being supplied.

• Date
  • Select the date of the voucher.

• Series
  • Select the appropriate voucher series, such as SI for Sales Invoice.

• Number
  • Displays the voucher number assigned to the record.

Party Reference Details

• Party Ref Date – Enter the date of the customer’s reference document, if applicable.
• Party Ref No – Enter the customer’s reference number.
• Reference – Enter any additional reference information related to the voucher.

• Narration
  • Enter additional notes or remarks related to the transaction.

• Task ID
  • Enter or select the task associated with the record, if applicable.

• Cost Centre
  • Select the appropriate cost centre for the transaction. The Delete icon can be used to remove a selected cost centre.

Price and Discount Lists

The record can use predefined pricing and discount lists.

• Price List – Select the applicable price list for the transaction.
• Discount List – Select the applicable discount list.

The Delete icon beside each field can be used to remove the selected price or discount list.

Adding Products

Products or services can be added to the record from the product entry section.

1. Click the blue button on the left side of the product section.
2. The product entry area will open.
3. Select the required item from the Product and Services dropdown.
4. Enter or review the following details:
   • List Price – Displays the standard or selected price of the product.
   • Discount – Enter the applicable discount.
   • INR Price – Displays or allows entry of the applicable selling price.
   • Description – Add additional information about the product or service.
   • Opening Stock – Displays the available opening stock, where applicable.
   • Closing Stock – Displays the resulting closing stock, where applicable.
5. Click Add to add the product to the record.
6. Click Cancel if you want to cancel the current product entry.

Added Products Table

Once a product is added, it appears in the table below the product entry section. The table provides details such as:

• Product Code / Product Name
• Description
• Unit
• List Price
• Discount
• Quantity
• INR Price
• Amount
• Allocation

Editing a Product

If you need to change an item that has already been added, click the Edit icon in the corresponding row. You can then modify the available details and update the product.

Record Totals and Final Amount

The totals section at the bottom of the form automatically summarizes the financial values of the record.

Depending on the voucher and applicable tax configuration, it may display:

• Total Amount – Total value of the products or services before applicable taxes.
• Total IGST – Integrated Goods and Services Tax applied to the transaction.
• Total CGST – Central Goods and Services Tax.
• Total SGST – State Goods and Services Tax.
• Total Grand – Total amount including applicable taxes before rounding.
• Round Off – Any rounding adjustment applied to the total.
• Final Total – The final amount payable after taxes and rounding.

The values are calculated based on the products, quantities, prices, discounts, and applicable taxes entered in the record.

Saving or Approving the Record

After entering and verifying all required information, you can use the options at the bottom of the form:

• Approve – Approves the record directly when the user has the required approval permission.
• Save – Saves the record.
• Cancel – Cancels the current operation without saving the record.

Note: If Record Approval is enabled for the organization, a newly saved record may remain pending approval until an authorized user approves it. Once approved, it will be available under Approved Records.