Sales Invoices

Sales Invoices are bills that are sent to your customers when an income is booked.

It is a transactional entry that denotes a sale.

Creating Sales Invoices

If you have set up your Frappe Books with Accounts, Taxes, Sales Items, and Customers, creating a Sales Invoice is as simple as it gets. If not you can the follow the steps here.

First navigate to the Sales Invoices page

Sales > Sales Invoices

Then click on the blue + button to open the Sales Invoice form.

Sales Invoice Form

  1. Select the Customer to whom you will be making a sale.

  2. Click on Add Row and select the Item being sold. Default Tax will be fetched you can change it if required.

  3. Enter the Quantity.

  4. You can add more items or if you are done, click on Save.

  5. Once finalized, click on Submit. Frappe Books will do the required ledger entries against the appropriate accounts.

This invoice is now in “Submitted” state, it cannot be edited. The sales transaction has been recorded.

Editing an Invoice Item

To edit the values of an Invoice Item click on the edit button on the item row Edit Invoice Item

From here you can change the item description, HSN code check the Taxed Amount, etc.

::: tip Setting the Taxed Amount You can directly set the Taxed Amount, Frappe Books will calculate the Rate of the Item automatically. :::

Making Sales Payments

Once a sales invoice has been submitted, you’ll need to record payment against it to denote that you’ve received the money.

To make a Payment first navigate to the Sales Invoice, then click on the ... menu button. Then click the Make Payment option.

Sales Invoice Status

This will open the Payment quick edit form with the outstanding amount auto-filled.

Sales Invoice Payment

You can change the values and click on Save. This will Save and Submit the Payment.

On making the Payment, Frappe Books will make the necessary ledger entries to reduce the payment amount from Accounts Receivable and increase the amount in your Bank or Cash Account.

It will also update the Outstanding Amount on the invoice form.

::: info Sales Invoice Status Until Payments are made to settle the Outstanding Amount, the Sales Invoice will be in the Unpaid state.

Once the Outstanding Amount reaches 0, the status will change to Paid. :::

Auto Payments

You can simplify the Sales Invoice → Payment workflow by using Auto Payments. For this you just need to set the default accounts for Sales Payment.

This can be done in Setup > Settings > Defaults > Auto Payments: Payment Accounts

Once this is set, whenever you Submit a Sales Invoice a Payment entry will automatically be created.

::: tip Disable Auto Payment for a Sales Invoice

You can disable Auto Payment for a single Sales Invoice by unchecking the Make Payment On Submit check box in the Settings tab before Submitting a Sales Invoice entry.

Disable Auto Payment :::

Sales Invoice Return

The customer could return an already sold Item due to quality issues or any other reasons.

To reflect this you can create a Sales Invoice Return from the original Sales Invoice entry or manually create one from a new Sales Invoice Entry.

Creating a Sales Invoice Return

  1. Open the original Sales Invoice document, against which customer returned the Items.

  2. Click on Create > Return. Create Sales Invoice Return

  3. The Party and Item details will be fetched as set in the original Sales Invoice document. You can set the quantity of Items returned in negative numbers. Sales Invoice Return Form

  4. Save and Submit.

::: info The Item quantity and Payment amount will be in negative figures to indicate that it's a return. :::

Creating Manually

  1. Navigate to the Sales Invoice page Sales > Sales Invoice

  2. Click on Return Against then select the target Sales Invoice against which customer returned the Items. Select return invoice

  3. Fill Item details.

  4. Save and Submit.

Sales Invoice Return impact on General Ledger

The Sales Invoice Return entry will create General Ledger entries to reverse the impact of the original Sales Invoice.

Sales Invoice Return in General Ledger

Printing the Sales Invoice

To export the Sales Invoice as a PDF, click on the Print button next to the ... menu above the Sales Invoice Form.

This will open the Print View, you can click on the Customize button to customize it.

Print View

You can now add your company logo and select a brand color that matches your business’ primary color. You can also change the style by selecting one of the given Templates. Choose any that fits your style.

Once you have completed customizing, click on Save as PDF to save the Sales Invoice.

After saving the PDF you can take a print out of it using your printer's software.

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