How do I issue a sales invoice and record its receipt?

The sales invoice is for selling goods out of stock: it draws down the quantity and computes the cost of sales, unlike the services invoice.

First: the invoice

1. Open Sales → Sales invoices — Figure 1 — then Add invoice.
2. Choose the customer, the branch, and the warehouse — Figure 2 — the quantities come out of that warehouse, so choose it carefully.
3. Add the items: search by name or barcode, then enter the quantity. The system shows the available balance next to each item.
4. Review the discount, the tax, and the total, then Save.
5. Press Approve — only then are the quantities drawn from stock and the accounting entry created.

Second: the receipt voucher

1. Open Sales → Receipt vouchers — Figure 3 — then Add voucher.
2. Choose the customer, and the system lists their unpaid invoices — Figure 4.
3. Allocate the amount received across the invoices. This is where the common mistake happens: an unallocated voucher sits on the customer’s account and the invoice stays open.
4. Set the payment method and the actual date of receipt, then Save.

Notes

• An invoice with a receipt voucher against it cannot be edited or cancelled; delete the voucher first.
• Record the voucher on the date the money arrived, not the invoice date; that gap is the difference between accrual and cash in the reports.
• For over-the-counter sales use the point of sale; it creates the invoice, the voucher, and the stock movement in one step.