How to Create Sales Invoice in ERPNext
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Step 1: Create a Sales Invoice (optional to create from a Sales Order)
- Go to Accounts module > Sales Invoice. Click Make New button to make sales invoice directly else follow below to make from an existing sales order.
- Go to the Search Bar or navigate through Selling > Sales Order.
- Open the Sales Order and check its details.
- Click the Create button in the top-right corner.
- Select Sales Invoice from the dropdown to create the invoice from this sales order.
Step 2: Apply Discounts on Individual Items
- Scroll down to the Items table in the Sales Invoice.
- For each item in the table, there is a Discount % column
- Enter the discount percentage you want to offer on each item individually.
- This will automatically reduce the item's price in the Amount column.
- Example: If an item has a price of $100 and you offer a 10% discount, the price in the Amount column will be updated to $90.
Step 3: Apply Discount on the Total Invoice
- Scroll down to the Additional Discount section.
- In the Apply Additional Discount On either select Net Total or Grand Total.
- In the Additional Discount Percentage field, enter the discount percentage for the total invoice.
- Or give discount by amount by entering the discount value in the Additional Discount Amount field.
- Example: If the net total is $1000 and you add a 5% discount here, $50 will be deducted from the final invoice amount.
Step 4: Pull Advance Payments to Reduce Invoice Amount
- Scroll down to the Payments section.
- Click on Get Advances Received (this button will only appear if there are existing advances related to the customer or sales order).
- The system will display a list of advance payments made by the customer.
- Select the relevant advance payment(s) and click Save button o top right. You can save by using Ctrl+S keys on keyboard.
- The advance payment amount will be applied to the sales invoice, reducing the total outstanding amount.
- Example: If the invoice total is $950 and the customer has paid an advance of $200, the outstanding amount will be reduced to $750.
Step 5: Set Taxes and Charges
- Below the items section, there is an area for Taxes and Charges.
- Choose a pre-configured tax template from the drop-down list, or create a custom tax rule.
- If your sales order had specific tax terms, they will be pulled automatically into the invoice.
Step 6: Verify Terms and Conditions (Optional)
- Scroll down to the Terms and Conditions section to review or edit any predefined terms.
- If your sales order had specific terms, they will be pulled automatically into the invoice.
Step 7: Save and Submit the Sales Invoice
- Once all details are correct, click Save.
- To finalize the invoice, click Submit.
Step 8: Print or Email the Invoice
- After submitting, you can print the invoice using the Print button or email it directly to the customer using the Email button.
Now you have created a sales invoice with item-specific or total discounts, and you have applied the advance payment to reduce the outstanding balance. This ensures accurate accounting and invoicing for both the customer and your organization.
