ERP Crystal
Sales Invoice

Sales Invoice

Introduction

Helps to create and modify Goods & Services types of Invoices with different GST types like Export, Reverse Charge, Domestic, etc. It contains features like Make Debit OR Credit Note, JSON, Email to Customer and Print to PDF.

Mandatory Fields

Mandatory Fields
Invoice Date / Time
- Pre Selected as current date
Validation - Invoice Date must be between the Financial year’s Start Date and the End Date.
Select Supply Type
- Goods / Services.
Select Invoice From
- Select GST Unit Name.
Select Place of Supply
Validations
- Place of Supply (State) is mismatched with GSTIN of Party.. If selected state’s code is not matched with GSTIN No. state code for the selected party in Party Master(System Tools) then this validation will show.
- If invoice type is Export then Place of Supply must me outside from Origin country.
Customer/Supplier/Branch
Validation - Invoices for this party are blocked in Party Master. If allow invoice is stopped for selected party in Party Master then this validation will show.
Select Invoice Sub-Type
Domestic - For selling of Goods & Services between Business to Customer
Export - For selling of Goods & Services to outside the country.
Reverse Charge - For selling of Goods & Services between Business to Business .
E-Commerce , Local Services, etc.
Select Transaction Type
- If invoice transaction type is already set for the party in Party Master then auto fetch will be done by System.
Validation
Please set default transaction type in Party Master. If transaction type is [Not Applicable] in Party Master then you need to select transaction type for the invoice OR you need to change transaction type in Party Master itself for the Party
Please fix invalid A/c head in Transaction Type Master Selected transaction type A/c head’s mainac & subac must be same as Charts of Account mainac, subac.
Net Weight
Vehicle Details
- Validation Vehicle No. is mandatory to fill when mode of transport is road and invoice type is not Reverse Charge.
Select Transporter Name
- Validation - Mandatory to fill when invoice type is not services & GST type is not Reverse Charge.

Optional Fields

Optional Fields
Discount Rate
Validation - In Party Master if Apply Discount is Yes, then Discount Rate cannot be 0.
Discount Amount
Validation - Discount must be less then invoice value.
Select Freight Type
- Select from Freight Options Master.
Freight Amount
Validation - If Freight is set as mandatory in Sales Order, it needs to be entered.
Packing / Forwarding
Due Date
- Due Date is auto computed based on credit days specified in Party Master but maybe
overridden.
Validation - If Due Date is filled manually, it cannot be prior to Invoice Date.
Account Particulars
Validation - Account head needs to be selected when Transaction Type is user defined.
Removed Date / Time
Cases
Shipping Bill No.
Shipping Bill Date
Select Currency
- Select from Currency Master.
FCNR Amount
Validation - If currency = INR, FCNR amount must be 0. Otherwise more than 0.
Exchange Rate
Validation - When invoice sub-type is Export and currency is Non INR then exchange rate must be more than 0.
Load Factor
Validation - When invoice sub-type is Export and currency is Non INR then load factor must be between 1 to 10.
Select Mode
- Road, Rail, Ocean, Air.
Validation - Vehicle number is mandatory if mode of transport is Road.
LR No/Transporter Doc No.
Validation - Lory receipt number / transporter doc no. need to fill when mode of transport is not road.
LR Date/Transporter Doc Date
Validation - Selected date must be between the Financial year’s Start Date and the End Date.
Select Category
- Cash, Credit, COD etc.
Is Purchase Return
Yes / No
Year / Bill Reference No
Validation - If invoice is for return then reference no. must be available in Invoice.
Inspection Date
Inspection Report
Carrier Charges
Carrier Charges are linked with the purchase bill
Notes
Only For E-Invoicing
- Select E-Invoice UOM

Features

Features
Create New
Modify
- If document lock is applied to the document, modify option will be disabled.
Validation
- Non standard price can be keyed in only when the following system parameter is set to On
In Sales Order, allow non-std price.
- If audit trail feature is enabled when an invoice is modified, a valid reason needs to be specified.
- Invoice value cannot be negative. The discount specified by the user cannot be more than the invoice value.
Delete

Validation - Notes needs to be filled.
Print / Email
- To print / email invoice
Validation - If bill type is not Reverse Charge then Eway Bill No. needs to be filled.
Make SDN / SCN
- To create debit credit notes.
Reactivate JSON
Helps to reactivate the JSON.
Modify More Invoice
- Helps to update more invoice details like material receipt no, special notes etc.
Validation - Carrier charges are linked with the purchase bill
Bill To / Ship To Details
- In order to view Ship to info, you need to 1st update ship to info in Sales Order which is used as 1st line in invoice.
Update Ship To from Sales Order
Auto update Ship to Details in invoice from Order which Order no. is used as a 1st line in invoice.
L R Number
- Download lorry receipt (LR) in PDF format

Item Details - Mandatory Fields

Mandatory Fields
Select Stage
- RM, FG,etc.
Select Item State
- Good, Rejected.
Indent No & Indent Date
- Need to fill when item state is Rejected and sys paramter is on for auto indent create for rejected qty.
Validations
- Item is not available in the Indent
- Indent No / Date does not contain the invoiced item.
Select Store Location
- Select from Store Master
Validations - Store Location must be same as the Store Location of invoice line one.
Invoiced Qty
Validations
- Invoiced qty must be more than 0
- Invoiced qty can not exceed pending order qty
If the following system parameter is on
Invoiced Qty can exceed pending order Qty upto 10%
then invoiced quantity can exceed pending order quantity by 10%.
Credit days in Price Master for current line being added, differs from credit days of first item in this invoice.
Qty must be available in inventory master for given item.
Supplementary Rate
Only for reference invoice
Validations - Supplementary Rate must be greater than Invoice Rate
Packing Info
Form Validations
- Multiple GST tax code, Delivery Location, Store Location are not
allowed in a single invoice.
- Currency in Sales Order and in Invoice must be the same.
If multiple order for party is not active in party master then system will through message
As this invoice has references to multiple Orders, Deliver At/Excise/ST Codes must be same in all of them.

Item Details - Optional Field

Optional Fields
Warranty No, Period
End No. must be greater then To No. & must be numbers only
Bypass Negative Stock Check
- Yes / No
Validation - If System parameters is set, negative stock check maybe bypass.

Item Details - Features

Features
Create New
- If document lock is applied to the document, this option will get disabled.
Modify
- If document lock is applied to the document, this option will get disabled.
Delete
- If document lock is applied to the document, this option will get disabled.
- Delete is disabled if any discount is available in Invoice.
Item Details
- To show the list of PO / Item details of Invoices

Export Invoice - Mandatory Fields

Mandatory Fields
Export Invoice No
Exporter Ref No
Origin
Destination
Mode
Vessel / Flight No.
Received At
Loading Port
Discharge Port
Total Pallets
Volumetric Weight
If Flight No. is By Air is
Total CBM
Payment Terms
Shipment Terms
Is Consignee different?
- Yes / No
Consignee
- If Consignee is different, details are mandatory.
Remarks
Invoice Declaration
Packing List Declaration

Export Invoice - Optional Field

Optional Fields
Remarks

Export Invoice - Features

Features
Create New
Modify
Delete
Alerts
This item is related to the main invoice line and may not be deleted.
Excel Print

Export Invoice Item Details - Mandatory Fields

Mandatory Fields
Pallet No
Series
Qty / Box
Validations
- Qty / Box must be between 1-99999.999
- Qty / Box X No. of boxes must tally with item qty.
No. of Boxes
Net Weight
Gross Weight

Export Invoice Item Details - Features

Features
Modify
Alert - Export Invoice items are related to main invoice items. Hence options to add any new items / delete are disabled.

Reverse Charge Item Details - Mandatory Fields

Mandatory Fields
Select Item
Is this Manual Value?
Yes / No
Qty
Only when manual value selected as No
Rate
Only when manual value selected as No
Value
Only when manual value selected as Yes
Goods and Service Tax
Auto-fetch did not succeed. GST code specified in Inventory Master may NOT be valid

Reverse Charge Item Details - Optional Fields

Optional Fields
Non Standard Notes

E-Invoice

E-Invoice
Steps to create E-Invoice
- After creating an Invoice click on Json
- The Json file will be downloaded
- The user has to login into the GSTIN Portal using his credentials and then upload the Json file
Validation
- There are no lines in this document hence E-invoice can’t be generated.
- If E-invoice JSON has already been generated, System prompt appropriate message.
- Please enter Ship To Party in Sales Order and do update in Invoice. If ship to info is available in sales order which is referenced in the first line of invoice, you may click on update ship to info from first line of invoice.
- Address, Location, Pincode & State are mandatory if E-invoice has Ship To.Ship to Address, location, pincode & state are needs to be filled in Order, if ship to party name is already filled for the order.
- UOM is mandatory for E-invoice.
- Invoice rate can’t have more than 3 decimal places.
- Buyer GSTIN, buyer state, seller state, place of supply must be valid.
- Pincode of the party is invalid if it is null or its length is not equal to 6 (Only for domestic invoice )
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