How to Create Sales Invoices

Creating a Sales Invoice in QNE Optimum allows you to bill customers for goods or services provided. It helps accountants, sales staff, and business owners track revenue, manage accounts receivable, and maintain accurate financial records.

A Sales Invoice is an official document that records a sale, including the customer, items or services, quantities, prices, taxes, and total amount due.

Prerequisites

• Customer record exists.

• Inventory items or services have been created.

• Pricing and tax codes are configured, if applicable.

• Delivery Orders, Sales Orders, or Quotations exist if using the transfer function.

• The user has permission to create Sales Invoices.

Scenario:

You are a salesperson at an IT services company and need to bill a client for consulting services delivered this month. To request payment and record the transaction, you create a Sales Invoice with itemized services, applicable taxes, and payment terms.

Procedure 1: Creating a Sales Invoice

1. In the navigation pane click Sales > Sales Invoices

• Note: If the Quick Create icon is enabled (the highlighted button in the red box), selecting Sales Invoices opens the new Sales Invoice transaction form. Otherwise, the Sales Invoice List opens.

2. From there, select the New button to create a new Sales Invoice transaction.

There are two options available for creating a Sales Invoice:

Option 1: Create a Sales Invoice by transferring details from an existing source document, depending on your sales process.

1. Select the Customer code

2. On the top part of the Sales Invoices  window, select the Transfer button. Then select the preferred source document, depending on your sales process.

3. Select the source document to transfer to the Sales Invoice, then click OK.

4. The system copies the details from the selected source document into the Sales Invoice. Review the information, then click Save. 

Option 2: Create Sales Invoices manually.

1. Complete the required fields in the sales invoice header.

• Customer – Select the customer to be billed.

• Delivery Term - Specifies the agreed delivery conditions, such as delivery location, shipping arrangements, or delivery instructions.

• Term - Payment terms offered to the customer, such as C.O.D., 30 Days, or 60 Days.

• Currency – Displays the transaction currency and exchange rate. Update the exchange rate if required.

• Location – Warehouse, branch, or business location associated with the transaction.

• Attention – Name of the customer contact associated with the invoice.

• Agent - Salesperson or account manager associated with the invoice.

• Our DO No - Reference to the company's Delivery Order number associated with the invoice, if the invoice is generated from a Delivery Order.

• Project - Project code associated with the sales invoice.

• Reference No. - Internal reference number used for tracking purposes, if applicable.

• Doc Date – Date the Sales Invoice is created or recorded.

• Invoice No. – Document number used to identify the Sales Invoice.

• Tax Inclusive – Enable if prices include tax.

5. In the Details section, enter the item information

• Stock Code – Stock code of the item.

• Description – Automatically populated with the stock name once the Stock code is selected.

• F.Desc – Additional details about the item if needed.

• QTY – Quantity of the item or service being billed.

• UOM - Unit of Measure (e.g., pcs, boxes, liters).

• Unit Price - Selling price charged per unit.

• Disc – Any Discount applied.

• Stock Location - Warehouse, branch, or business location associated with the transaction.

• Tax Code -Tax code assigned to the sales invoice item, if applicable.

• WTAX Code - Withholding tax code assigned to the sales invoice item, if applicable.

6. Confirm that the totals are calculated correctly and reflect all adjustments. Then proceed by clicking Save.

Optional Steps:

• The Others and/or Notes tabs can be used to enter additional remarks or references related to the sales invoice.

• The Files tab can be used to attach supporting documents from your workstation.

• The Info tab displays:

  • document creation timestamp,

  • user who created the document,

  • print history information.

Procedure 2: Validation of Recorded Sales Invoice

1. After saving the transaction, verify if:

• The Sales Invoice is saved successfully.

• The Sales Invoice  number is generated or displayed correctly.

• The totals reflect the entered pricing, discounts, and taxes.

2. Verify that the Sales Invoice appears in the Sales Invoices List.

Procedure 3: Editing a Sales Invoice

1. Go to Sales > Sales Invoices, then select the Doc # of the Sales Invoice that you want to update.

2. Once opened, make the required changes, then click Save.

Procedure 4: Deleting a Sales Invoice

1. In the Sales Invoices  List View, identify the document you wish to delete. Hover your cursor over the document and right-click on it. Then click Delete to remove the transaction.

2. Verify that the Sales Invoice no longer appears in the Sales Invoices List.

3. Preferred Method: If the Sales Invoice is no longer required, click Cancel instead. This preserves the transaction history while marking it as inactive.

Application:

Sales Invoices can be used to:

1. Billing Customers for Completed Services

A service-based business creates a Sales Invoice after completing work for a client. This supports accurate billing and revenue recording.

2.  Recording Product Sales Transactions

A company issues a Sales Invoice when selling goods to customers. This records the sale and supports revenue and receivable tracking.

3. Managing Accounts Receivable

The accounting team uses Sales Invoices to monitor outstanding balances and follow up on unpaid customer accounts, improving cash flow management.

4. Ensuring Tax and Compliance Accuracy

Businesses use Sales Invoices to help maintain accurate tax documentation and support audit requirements.

5. Tracking Sales Performance

Management reviews Sales Invoice data to analyze sales by customer, product, or service, helping guide business decisions and planning.

Important Notes:

• Editing and Deleting Transactions: Editing and deletion permissions may be restricted based on system configuration, organizational policy, or applicable regulatory requirements (such as CAS approval, where applicable). Ensure modifications and deletions follow your organization's internal policies and applicable regulatory requirements.
  
  System Scope: QNE Optimum