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Sales invoice

This is the template, not the guide.

Every word below is an example, written to show the shape of a page. Nothing on this screen has been walked and no story behind it has been answered, so none of it is an instruction you can follow. It is here so the shape can be judged before a real page exists, and it is deleted the day one does.

The three blocks below always appear in this order: the task somebody came to do, the controls they look up afterwards, and the journey across screens that no single screen owns.

Raising a tax invoice, from picking the customer to the number on the document. This page shows the three kinds of block a guide page is built from, in the order they always appear: the task first, then the controls, then the journey.

Raise a sales invoice

A posted tax invoice, numbered, with the tax worked out and the customer's balance updated.

  1. 1Open a new sales invoice.The date is today and the number is already filled in. Both can be changed.F8
  2. 2Start typing the customer's name and pick them from the list.Their GSTIN, state and address come onto the invoice. The state decides whether you are charged CGST and SGST or IGST — you never pick that yourself.
  3. 3Type the item, the quantity and the rate. Press Enter at the end of the line.A new line opens under it. The tax on the line is worked out as you go.Enter
  4. 4Check the total, and the round-off line under it.Tax and the grand total are rounded to the rupee, and the difference is shown rather than hidden.
  5. 5Save.The screen moves on at once. If the save is refused you get the whole entry back, with a line saying why.Ctrl+S
Clip to recordOne invoice, start to finish, on the keyboard only. Under a minute, no cuts. This is the one place a clip earns its place — somebody learning the rhythm for the first time.

The customer

BISN-000
Where you see it
Top-left of the invoice, under the date. Type to search; the list narrows as you type.
What it does
Puts the customer on the invoice, and with them their GSTIN, their state and their billing address. Those are copied onto this document, not linked to it — rename the customer next year and this invoice still says what it said today.
When it shows
Always. An invoice with no customer cannot be saved.
What it will never do
Never lets you pick the tax head. Whether this is CGST and SGST or IGST is decided by your state and theirs, and there is no dropdown for it anywhere in the product.
The keys
Type to search. Enter picks. Alt+C makes a new customer without leaving the invoice.

The invoice number

BISN-000
Where you see it
Top-right, beside the date.
What it does
Fills itself in from your series, and you can type over it with anything you like. The count restarts on 1 April, because the series runs by financial year.
When it shows
Always.
What it will never do
Never accepts a number you have already used in the same series this financial year. The portal rejects a duplicate on GSTR-1, so a reused number is a return that will not file. A gap is fine — a cancelled invoice leaves one and nobody minds.
Screenshot to takeThe number field with the series prefix visible. A screenshot earns its place here because where the field sits on a crowded bar is the answer — never to show what a sentence already says.

An item line

BISN-000
Where you see it
The grid in the middle. One row per thing you are selling.
What it does
Takes the item, quantity and rate, and works out the taxable value and the tax on that line. The item's name, HSN and unit are copied onto the row as they stand today.
When it shows
Always. Enter on the last column opens the next row.
What it will never do
Never re-works the tax when you open the invoice again later. What you see in five years is what was posted, not what today's rates would give.
The keys
Enter moves across, and on the last column starts a new row. Nothing waits on the network between one keystroke and the next.

From the order to the money in the bank

A billing clerk raising it, an accountant checking it off · Starts when the customer says yes. Finishes when the payment is matched against this invoice and the bill stops showing as outstanding.

  1. 1

    Sales invoice

    The invoice is raised, numbered and posted. The customer now owes you.

  2. 2

    Sending it

    The invoice goes out as a PDF, by email or WhatsApp.

    The hump. People stop here to check the print looks right, and go back to the invoice to fix an address that came from the customer master. The address is on the document by then, so fixing the master does not fix this invoice.

  3. 3

    Receipt

    The money arrives and is recorded against the customer.

    The hump. This is where it usually goes wrong. A receipt dropped against the customer's balance instead of matched to this bill leaves the invoice showing as unpaid forever, and the ageing report is wrong from then on.

  4. 4

    Bank reconciliation

    The bank line is matched to the receipt, and the books agree with the statement.

    The hump. One transfer covering four invoices arrives as a single bank line. Splitting it across the right four is the slowest thing on this route.

  5. 5

    Outstanding and ageing

    The invoice drops off the outstanding list. The journey is finished.

Every section on this page is one walked control. If something on the screen is not described here, it has not been walked yet — not that it does nothing.