Sales Invoice Entry

This option allows to create Taxable and Non-Taxable Invoices against Delivery Challans as well as for Services. It also integrates with Finance Module to update Accounts accordingly.

IMMS allows to create Taxable and Non-Taxable Invoices for -

• Sales Delivery Challans created through Delivery Challan Entry option.
• General Delivery Challans created through Delivery Challan Entry General option.
• Purchase Delivery Challans created through Delivery Challan for Rejection.

In addition, it also allows to make Non-Taxable Invoices for 'Sales in Transit' and 'High Sea Sales' type of Sales Orders.

Service Invoices can be made against OAFs that have Service Items.

IMMS provides the facility to create Invoices for partial quantity of delivered Item, thereby allowing to create multiple Invoices against the same Delivery Challan. The pending quantity of the Item that remains is taken care of while creating subsequent Invoices.

Moreover, it is also possible to create Invoice for Items belonging to one or more Delivery Challans.

After creating an Invoice, it can NOT be deleted but can be change through 'Edit' mode.

Before saving the Sales Invoice, IMMS checks if the Basic Amount of the Invoice is more than the Credit Limit allowed for the 'Bill To' Customer of that Order. If the Credit Limit is violated, the system will either warn or stop the user from saving the Sales Invoice depending upon the setting of flag 'What to do when Credit Limit is violated during Sales Invoice?' in Customer Master option.

Being a tightly integrated software, IMMS automatically updates the finance once an Invoice is saved/authorized. The date of the Ledger Posting depends upon the value of flag 'Transaction Posting Date Except Cash Transaction' set through Finance Policy option of Administrator Tools Module. If the flag is set as 'Voucher', the Ledger Posting date will be considered as the Sales Invoice Date. Whereas if the flag is set as 'Authorization', the Ledger Posting date will considered as the date on which the Sales Invoice is authorized.

A list of already existing Sales Invoices will be displayed as follows -

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Filter By:

IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized.

Sales Invoices can be added, edited, and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Sales Invoice, click on the button and to 'Edit', click on the icon on its corresponding record. To 'View' details of a particular Sales Invoice, <DoubleClick> on that record. As a result, following screen will be displayed -

Click for Exercise

Finally, we are creating the Sales Invoice against the customer order of 5 Mountain Bicycles through this option.

Screen Layout of Invoice Selection and Details

Once an Invoice is created, it can not be deleted but can be Edited and Canceled.

Field Description of Invoice Selection and Details

Invoice Type

Specify the type of Invoice by selecting the appropriate option from the given popup as follows -

GST

Select this option if the Invoice is for Taxable Items. Press <TAB>.

Service

Select this option if the Invoice is for Service Items. Press <TAB>.

Invoice Of:

Specify the Source for Invoice as follows -

While 'Adding', if Service option is chosen, 'Service' will be displayed automatically in this field. In case GST is chosen, select one of the sources against which Invoice has to be made from the given popup as follows -

ProductSpare

Select this option if Invoice has to be made against Sales Delivery Challans created through Delivery Challan Entry option. Press <TAB>.

PurchaseRejection

Select this option if Invoice has to be made against Delivery Challans created for Purchase Rejections through Delivery Challan for Rejection option. Press <TAB>.

DCGeneral

Select this option if Invoice has to be made against General Delivery Challans created through Delivery Challan Entry General option. Press <TAB>.

SIT

This option is available only in case Non-Taxable Invoice is being made.

Select this option if Invoice has to be made against a 'Sale in Transit' type of Sales Orders. Press <TAB>.

HSS

This option is available only in case Non-Taxable Invoice is being made.

Select this option if Invoice has to be made against a 'High Sea Sales' type of Sales Orders. Press <TAB>.

In case of 'View' and 'Edit', the source of Invoice will be displayed automatically as per the selected Invoice Number. It can NOT be changed.

Nature of Sales:

This option is NOT available in case Invoice is being made for Service Items.

While 'Adding', specify the Nature of Sale by selecting one of the following options from the given popup -

• Regular
• FistStageDealer
• SecondStageDealer
• Lot

In case of 'View' and 'Edit', the Nature of Invoice will be displayed automatically as per the selected Invoice Number. It can NOT be changed.

Customer Wise

This option is available only in case Invoice is being made against a General Delivery Challan.

While 'Adding', select this option by clicking on it if the General Delivery Challan has been made for a Customer.

In case of 'View' and 'Edit', the field will be displayed as selected or unselected as per the selected Invoice Number. It can NOT be changed.

Vendor Wise

This option is available only in case Invoice is being made against a General Delivery Challan.

While 'Adding', select this option by clicking on it if the General Delivery Challan has been made for a Vendor.

In case of 'View' and 'Edit', the field will be displayed as selected or unselected as per the selected Invoice Number. It can NOT be changed.

Is this Export Supply?

Denotes whether the Invoice is for Export Supply or not.

While 'Adding', if the selected Customer's or Vendor's Country is same as the current Site's Country, 'No' will be displayed automatically in this field. You can change it to 'Yes' by clicking on the given popup. In case the Countries are NOT the same, 'Yes' will be displayed automatically in this field and it can NOT be changed.

In case of 'View' and 'Edit', the value of this field will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

In case 'Yes' is selected, another popup will be displayed in the adjacent space. Select 'With Payment' or 'Without Payment' from the list. In case of 'No', this popup will not be displayed.

GST Sales Type:

Denotes the type of GST Sales.

While 'Adding', specify the Type of GST Sales by selecting one of the following options from the given popup -

• B2B
• B2C
• Export
• Exempted
• NIL
• Non-GST

In case of 'View' and 'Edit', the Type of GST Sales will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Invoice Details

Customer / Vendor Code:

Specify the Customer / Vendor.

 

While 'Adding' -

In case of Customer, click on the icon on the field to access a list of Customers defined through Customer Master option. Select your desired Customer from the list by scrolling down to it and click on 'Continue' button. Press <TAB>.

 

In case of Vendor, click on the icon on the field to access a list of Vendors defined through Vendor Master - Entry option of Purchase module. Select your desired Customer from the list by scrolling down to it and click on 'Continue' button. Press <TAB>.

 

Only those Customers / Vendors will be displayed/accepted for which Delivery Challans already exist and Invoice is still pending.

In case of 'View' and 'Edit', only those Customers / Vendors will be displayed/accepted for which Invoices already exist.

 

Currency:

Currency of the selected Customer / Vendor will be displayed automatically for your reference.

 

Inter Branch/Inter Site

While 'Adding', turn the flag 'On' by clicking on it if the Sales Invoice is for Intern Branch or Site. Otherwise, keep the flag 'Off'.

 

In case of 'View' and 'Edit', the status of this flag will be displayed automatically for the selected Sales Invoice. You can not change it.

 

Generate Temp. Invoice Number

Please note that this option will remain disabled.

Year:

Denotes the year of Invoice.

While 'Adding', current financial year is displayed by default. It can not be changed.

In case of 'View' and 'Edit', Year will be displayed automatically for the selected Sales Invoice . It can not be changed.

Site:

Denotes the Site of Invoice.

 

While 'Adding', the Site if any specified with the selected Invoice Group (please refer the above table) will be displayed automatically.

 

Click on the field to access a list of already defined Sites. Select your desired Site from the list by clicking on it. Alternatively you can also enter the Site Code.

 

Read more about Site...

 

Please note that the Site(s) will be displayed/accepted as per the following conditions - In case the 'Site Required?' flag (refer the table below) is 'On' through Document Control Master option in Administrator Tools Module, than only those Sites will be displayed which have been linked with the selected Year and Invoice Group. Invoice Of Taxable Non-Taxable ProductSpare PurchaseRejection DCGeneral Service   In case the 'Site Required' flag is 'Off', than all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.

In case of 'View' and 'Edit', Site will be displayed automatically for the selected Sales Invoice . It can not be changed.

Number:

(Type : Alphanumeric, Length : 6)

Denotes the Number of Sales Invoice.

 

While 'Adding' a new Sales Invoice -

Sales Invoice Number is either generated automatically or entered manually by the user.

 

Generation of Sales Invoice Number is a flag driven option and depends upon the setting of flag 'Auto Number Generate Required' (refer the table below) through Document Control Master option in Administrator Tools Module. Click here to read more about the flag...   If the flag is 'On', a new Sales Invoice Number will be automatically generated by the system and incremented by one for current financial year.   If the flag is 'Off', the User can enter a unique Sales Invoice Number manually. The system also ensures that the Number entered is a unique one.   Invoice Of Taxable Non-Taxable ProductSpare PurchaseRejection DCGeneral Service

In case of 'View' and 'Edit', Number will be displayed automatically for the selected Sales Invoice . It can not be changed.

Date:

Specifies the Date of Invoice.

While 'Adding', today's date will be displayed by default. You can change it but it should not be before the Current Period Start Date and should not be later than the Current Period End Date. Press <TAB>.

In case of 'View'and 'Edit', Date will be displayed automatically for the selected Invoice Number. You can NOT change it in 'Edit' mode.

Address:

Automatically display the selected Customer's/Vendor's address for your reference. You can NOT change it.

 

Place of Supply:

(Type : Alphanumeric, Length : 50)

While 'Adding', City and State of the current Site will be displayed by default. It can be changed. Enter the Place of Supply for the Invoice.

 

In case of 'View'and 'Edit', Place of Supply will be displayed for the selected Invoice Number. You can change it in 'Edit' mode.

Click on the button to continue

Screen Layout of Delivery Challan Details

Field Description of Delivery Challan Details

DC Details

A grid populated with Delivery Challan details will be displayed as shown above.

While 'Adding' a new Invoice, this grid will be populated as per following conditions -

• In case Service Invoice is being made, a list of OAFs raised on or before the entered Date for the selected Customer is displayed in the grid.

  Please note that only those OAFs will be considered that - have Service Items have Items with some Amount pending for Invoice.

• In case Sale Invoice is being made, a list of OAFs belonging to the selected Customer against which Delivery Challans have already been raised on or before the entered date through Delivery Challan Entry option is displayed.

  Only those Delivery Challans will be considered that have Items with some quantity pending to create Invoice. Only Authorized Delivery Challans will be considered. If a Delivery Challan has been created for multiple OAFs, all those OAFs will be listed. If the Shipment Code for the selected Delivery Challans is different, IMMS will not allow to create the Invoice for the same.

• In case Purchase Rejection Invoice is being made, a list of Delivery Challans raised on or before the entered date for the selected Vendor through Delivery Challan for Rejection option is displayed.

  Only those Delivery Challans will be considered that have Items with some quantity pending to create Invoice. Only Authorized Delivery Challans will be considered.

• In case DC General Invoice is being made, a list of Delivery Challans raised on or before the entered date for the selected Customer/Vendor through Delivery Challan Entry General option is displayed.

  Only those Delivery Challans will be considered that have Items with some quantity pending to create Invoice. Only Authorized Delivery Challans will be considered. Please note that if the flag 'Do you want to prepare Invoice, of DC-general + Non-Returnable + Non-Chargeable + Customer (Warranty/Short-Supply)?' is set as Off' through Sales Policy option of Administrator Tools Module, IMMS will NOT allow to generate Invoices against non-Chargeable, non-Returnable General Delivery Challans that have been created for Customers. Therefore such Delivery Challans will not be displayed in the grid.

• In case Invoice is being made for Sales In Transit Orders, a list of OAFs raised on or before the entered date against the Sale In Transit Orders belonging to the selected Customer through Order Acknowledgment Entry option is displayed.

  Only those OAFs will be considered that have Items with some quantity pending to create Invoice.

• In case Invoice is being made for High Sea Sales Orders, a list of OAFs raised on or before the entered date against the High Sea Sales Orders belonging to the selected Customer through Order Acknowledgment Entry option is displayed.

  Only those OAFs will be considered that have Items with some quantity pending to create Invoice.

In case of 'View'and 'Edit', this grid will be populated with OAFs / Delivery Challans against which the selected Invoice Number was made.

Rate Structure:

Specifies the Rate Structure related with the Invoice.

While 'Adding', click on the field to access a list of existing Rate Structures defined through Rate Structure Master option. Select your desired Rate Structure from the list by clicking on it. Alternatively you can also enter the Rate Structure Code.

In case of 'View' and 'Edit', Rate Structure of the selected Invoice Number will be displayed automatically. It can NOT be changed in 'Edit' mode.

Click on the button to continue

Screen Layout of Other Items And Taxes

Field Description of Other Items And Taxes

In case Invoice is being made against Purchase Rejection Delivery Challans / General Delivery Challans following grid will be displayed -

Please note that while 'Adding' a new Invoice, this grid will be populated with all Items -

• that belong to the selected Delivery Challans (through Delivery Challan Details section)
• against which some quantity of Item is still pending for Invoice.

Whereas in case of 'Edit' and 'View' modes, this grid will be populated with Items that are already included in the selected Invoice Number.

Field Description of the grid -

In case Invoice is being made against Sale Delivery Challan / Sale In Transit Orders / High Sea Sales Orders / Services following grid will be displayed -

Please note that while 'Adding' an new Invoice, this grid will be populated with all Items -

• that belong to the selected OAFs (through Delivery Challan Details section)
• that have some quantity of Item still pending for Invoice.
• have the same Rate Structure mentioned in their Sales Orders that was selected through Delivery Challan Details section.
• that of are Service type in case Service Invoice is being raised.

In case of 'Edit' and 'View' modes, this grid will be populated with Items that are already included in the selected Invoice Number.

Field Description of the grid -

ION Ref:

Displays the Internal Order Reference details of the selected OAF for your reference purpose.

 

OAF Ref:

Displays the OAF Reference details for your reference purpose.

 

Item DC No:

Displays the details of the Delivery Challan of the selected OAF for your reference purpose.

Sales Item Code:

Displays the Sales Item Code for your reference purpose.

 

Sales Item Name:

Denotes the name of the Sales Item. IMMS provides the facility to change the Name of the Sales Item. This name will be printed in the Invoice.

 

In 'Add' mode, this field will display the Name of the Sales Item Code by default. But if required, you can change it.

 

In case of 'Edit' and 'View' modes, Sales Item Name of the Item Code for selected Invoice Number will be displayed automatically. You can change it in 'Edit' mode.

SUOM:

Displays the Sale Unit of Measurement of the Item for your reference purpose.

Int. Item Code:

Displays the Internal Item Code of the Sales Item for your reference.

Int. Item Name:

Displays the name of the Internal Item Code of the Sales Item for your reference.

Ord Rate(Discounted):

Displays the discounted rate of the Item as mentioned in its OAF for your reference. You can not change it.

Max Inv Qty:

Denotes the maximum quantity of the Item that can be included in the Invoice. You can NOT change it.

Automatically calculates and displays the pending quantity of Item for which Invoice can be made as Dispatch Quantity - sum of 'Invoice Qty'

where:

• Dispatch Quantity is mentioned in the Delivery Challan. In case Invoice is being made against 'Sale In Transit' or 'High Sea Sale', this quantity will be the OAF quantity of the Item.
• sum of 'Invoice Qty' is the sum of quantity of all Invoices raised till now against the same Delivery Challan and for the same Item

Max Inv Value:

Automatically calculates and displays the Maximum Invoice Value as 'Max Inv Qty' * 'Invoice Rate'. You can NOT change it.

Invoice Qty:

(Type : Numeric, Length : 9.4)

Denotes the Invoice Quantity of the Item.

While 'Adding' a new Invoice, value in this field will be zero. Click on the field. Now enter the Quantity. It should not be more than the 'Max Inv Qty'.

In case of 'Edit' and 'View', Invoice Quantity of the Item will be displayed for the selected Invoice Number. You can change it but it should NOT be more than 'Max Inv Qty'.

Invoice Value:

Automatically calculates and displays the Invoice Value as ('Invoice Qty' * 'Invoice Rate'). You can NOT change it.

Assessable Rate:

Displays the Assessable Rate of the Sale Item as mentioned through Sale Item Master : Product/Spare option for your reference purpose. You can not change it.

At Actual Value:

Automatically calculates and displays the sum of all 'Rate Amount' field in the Rate Structure Detail grid. You can NOT change it.

Item Value with Tax:

Automatically calculates and displays the Value of Item with Tax as 'Invoice Value' + 'At Actual Value'. You can NOT change it.

Conv. Factor:

Displays the Conversion Factor for Internal Unit of Measurement for your reference. You can not change it.

Item Sr. Flag:

Displays 'True' or 'False' depending upon the setting of flag 'Use Item Serial No' in Item Master Basic Detail - Entry option in Materials Module.

Item Rate:

Displays the Rate of the Sale Item as specified through

Invoice Qty. (IUOM):

Automatically converts the Invoice Quantity in Sale Unit of Measurement into Internal Unit of Measurement as 'Invoice Qty' * 'Conv. Factor'.

Remarks:

While 'Adding' a new Invoice, this field will be displayed empty. Click on the field . Now enter the Remarks, if any, related to the Item. Press <TAB>.

In case of 'Edit' and 'View', Remarks of the Item will be displayed for the selected Invoice Number. You can change it in 'Edit' mode.

Invoice Method:

Denotes the Method of Invoice raised against the Sales Order.

This field is specifically used in case the Invoice is being raised for Services. IMMS allows to offer Services in terms of Value as well as Quantity. Whereas for Product/Spare type of Items, only Quantity based Invoice will be raised.

While 'Adding' a new Sales Invoice, click on the field. In case of Product/Spare type of Item, this field will display 'Q' by default. You can not change it.But in case of Service type of Item, click on the field. Select either 'V' for Value or 'Q' for Quantity from the given popup. Press <TAB>.

In case of 'Edit', and 'View', Invoice Method of the Sales Item will be displayed as per the selected Invoice Number. You can change it in 'Edit' mode.

HSN/SAC Number:

(Type : Numeric, Length : 8)

Denotes the HSN/SAC Code for the Item.

While 'Adding' a new Sales Invoice, HSN/SAC Code will be displayed for the combination of ION Reference and Item as specified through Sales Order Receipt Entry option.

You can change it. In case of Product/Spare Item, click on the field to access a list of existing HSN Codes defined through HSN Code Master option of Administrator Tools Module. Select your desired HSN Code from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the HSN Code. You can leave it blank as well.

In case of Service Item, click on the field to access a list of existing SAC Codes defined through Service Account Codes Master option of Administrator Tools Module. Select your desired SAC Code from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the SAC Code. You can leave it blank as well.

In case of 'Edit', and 'View', HSN/SAC Number of the Sales Item will be displayed as per the selected Invoice Number. You can change it in 'Edit' mode.

Also please note that if and Invoice is being generated against multiple Sales Orders having common items between those Sales Orders, than such Items must have same HSN/SAC Code or should be blank.

Alternatively you can also click on button to enter Invoice Qty for all Items in one go. Click on button to reverse it.

Product / Spare Size:

Please note that this field will be displayed only if 'Do you want to fetch Product Size in Quotation Entry from Item Master?' flag is set as 'On' through Sales Policy option of Administrator Tools module.

 

Automatically displays the size of the Item as entered through Item Master Basic Detail - Entry option of Materials module for your reference purpose. It can not be changed.

Click on the button to continue

Screen Layout of Total Amount Details

Field Description of Total Amount Details

While 'Adding', all the fields will be displayed blank.

In case of 'View' and 'Edit', values in the following fields will be displayed automatically as per the selected Invoice Number. You can change some of them in 'Edit' mode.

Total Amount Details

Total Actual Amount:

Shows the Total Actual Amount of Invoice in Customer's currency. You can not change it.

Total Invoice Amount:

Shows the Total Amount of Invoice in Customer's currency. You can not change it.

 

Please note that if the flag 'Allow to Round off Total Invoice Value' is set as 'On' through Sales Policy of Administrator Tools Module, IMMS will automatically show the rounded off Invoice Amount. If the flag is 'Off', the Amount will NOT be rounded off.

Round Off Amount:

(Type : Numeric, Length : 2.2)

Enter the number up to which the 'Total Amount with Taxes' should be rounded off to.

Total Amount With Taxes:

Shows the Total Amount of Invoice including the tax amount in Customer's currency. You can not change it.

Exchange Rate Details

Displays the Exchange Rate that has to be considered while converting amounts from Foreign Currency to Domestic Currency. You can not change it in 'Edit' mode.

At the Time of Last OAF

Select this option by clicking on it if you want to consider the Exchange Rate that was mentioned in the last OAF.

Current

Select this option by clicking on it if you want to consider the current Exchange Rate (selling rate)specified through Exchange Rate Master Entry option of Administrator Tools Module.

Other

Select this option by clicking on it if you want to consider Exchange Rate other than the above two.

Exchange Rate:

Enter the Exchange Rate. Press <TAB>.

Click on the button to continue

Screen Layout of Document Details And Remark

Field Description of Document Details And Remark

Document Through:

Denotes the mode through which the Documents related to the Invoice will be sent.

Click on the field to access a list of existing Mode of Dispatches defined through Codes Master Entry (Code Type = 'MOD') option of Administrator Tools Module. Select your desired Mode from the list by clicking on it. Alternatively you can also enter the Mode Code.

Preparation Date:

Denotes the date on which the Invoice was prepared.

While 'Adding', today's date is displayed by default. You can change it but it should not be later than the 'Goods Removal Date'. Press <TAB>.

In case of 'View' and 'Edit', Preparation Date will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Preparation Time:

Denotes the time on which the Invoice was prepared.

While 'Adding', System time is displayed by default. You can change it. Press <TAB>.

In case of 'View' and 'Edit', Preparation Time will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Goods Removal Date:

Denotes the date on which the goods have to be dispatched.

While 'Adding', today's date is displayed by default. You can change it. Press <TAB>.

In case of 'View' and 'Edit', Goods Removal Date will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Goods Removal Time:

Denotes the time on which the Taxable Items were removed.

While 'Adding', System time will be displayed by default. You can change it. Press <TAB>.

In case of 'View' and 'Edit', Goods Removal Time will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Remark:

While 'Adding' a new Invoice, enter Remarks, if any related to the Invoice.

In case of 'View' and 'Edit', the value of this field will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Click on the button to continue

Screen Layout of Financial Details

Field Description of Financial Details

Financial Details

Specify the Financial Details related to the Invoice as follows -

Customer:

Displays the selected Customer Code for whom Invoice is created.

Account Group:

Specify the Debit Account Group for the Invoice that has to be Debited.

 

By default the Account Group specified for the selected Customer through Customer Master option will be displayed. You can change it.

Click on the field to access a list of Sundry Debtors defined through Accounts Master Entry option of Finance Module that have Group Type =  'Debtors'. Select your desired Account from the list by clicking on it. Alternatively you can also enter the Account Code. Press <TAB>.

Account Group Name:

Description of the selected Account Group will be displayed automatically.

 

Credit Days:

Denotes the Credit Days for payment.

 

While 'Adding', enter the Credit Days. Press <TAB>.

 

In case of 'View' and 'Edit', Credit Days will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

 

Service Tax Type:

This field will be visible only in case Invoice Type is selected as 'Service'. Otherwise it will remain invisible.

(Type : Alphanumeric, Length : 110)

 

While 'Adding', enter Type of Service Tax. Press <TAB>.

 

In case of 'View' and 'Edit', Service Tax Type will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Sales Book:

Specify the Sales Book for the Invoice.

Click on the field to access a list of Sales Books defined through Book Master Maintenance option of Finance Module that have Book Type =  'Sales (Non-Excise)' OR 'Sales (Excise)' OR 'Sales (Services)' depending upon the Type of Invoice. Select your desired Book from the list by clicking on it. Alternatively you can also enter the Book Code. Press <TAB>.

In case of 'View' and 'Edit', Sales Book will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Sub Heading:

This field will be visible only in case Invoice Type is selected as 'Service'. Otherwise it will remain invisible.

 

While 'Adding', click on the field to access a list of existing Sub Heading defined through Codes Master Entry (Code Type = 'EXSHD') option of Administrator Tools Module. Select your desired Sub Heading from the list by clicking on it. Alternatively you can also enter the Sub Heading Code.

 

In case of 'View' and 'Edit', Sub Heading will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Sales A/C Group:

Displays the description of the Sales Account Group Code.

Sales Account:

Specify the Account Code under the selected Account Group that has to be credited.

Click on the field to access a list of Accounts belonging to the selected Account Group. Please recall that Accounts are defined through Accounts Master Entry option of Finance Module. Select your desired Account from the list by clicking on it. Alternatively you can also enter the Account Code. Press <TAB>.

Mode of Dispatch:

This field will be visible only in case Invoice Type is selected as 'Service'. Otherwise it will remain invisible.

 

While 'Adding', click on the field to access a list of existing Mode of Dispatch defined through Codes Master Entry (Code Type = 'MOD') option of Administrator Tools Module. Select your desired Mode of Dispatch from the list by clicking on it. Alternatively you can also enter the Mode of Dispatch Code.

 

In case of 'View' and 'Edit', Mode of Dispatch will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

 

Whether reverse charge applicable?

Denotes whether the reverse charge is applicable for the invoice or not.

 

While 'Adding', turn the flag 'On' by clicking on it if the reverse charge is applicable for the invoice. Otherwise, keep it 'Off'.

 

In case of 'View' and 'Edit', status of this flag will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Click on the button to continue

Screen Layout of Tax Structure and Caption Details

Field Description of Tax Structure and Caption Details

Tax Structure

A list of all the Rate Codes belonging to the selected Rate Structure along with their individual tax amount is displayed in a grid as follows -

This grid is also for your information purpose. No changes can be made in it.

Caption Detail

A list of all Statutory Captions that have been specified as Available for the combination of 'Invoice Entry' and currently logged-in Company through Statutory Number And Caption Availability option of Administrator Tools Module will be displayed in a grid as follows -

Scroll through the Captions. Click on the 'Caption Detail' field and enter the relevant data.

Moreover if a particular Caption has been declared as 'Keep Mandatory' through Statutory and Other Caption Detail option of Administrator Tools Module, it becomes compulsory to enter its value. Otherwise IMMS will display an appropriate message while saving the GRN.

Click on the button to continue

Screen Layout of Shipment Details

Field Description of Shipment Details

While 'Adding', all the field will be displayed blank.

In case of 'View' and 'Edit', values of all the fields will be displayed automatically as per the selected Invoice Number. You can change it in 'Edit' mode.

Ship Via:

(Type: Alphanumeric, Length: 255)

Enter the name of the party through which the Items will be shipped.

Port of Loading:

(Type: Alphanumeric, Length: 255)

Enter the Port of Loading for the dispatch.

Port of Discharge:

(Type: Alphanumeric, Length: 255)

Enter the Port of Discharge for the dispatch.

Final Destination Entry:

(Type: Alphanumeric, Length: 50)

Enter the Final Destination for the dispatch.

Shipping Marks Entry:

(Type: Alphanumeric, Length: 100)

Enter the Shipping Marks Entry for the dispatch.

Party Name:

(Type: Alphanumeric, Length: 100)

Enter the Name of the Party receiving the dispatch.

Party Address:

(Type: Alphanumeric, Length: 500)

Enter the Address of the Party receiving the dispatch.

Packing Description:

(Type: Alphanumeric, Length: 255)

Enter the Packing Description for the dispatch.

Net Weight:

(Type: Numeric, Length: 9.2)

Enter the Net Weight of the dispatch.

Gross Weight:

(Type: Numeric, Length: 9.2)

Enter the Gross Weight of the dispatch.

Road Permit No:

(Type: Alphanumeric, Length: 30)

Enter the Road Permit Number of the vehicle.

Vehicle Number:

(Type: Alphanumeric, Length: 50)

Enter the Number of the Vehicle carrying the dispatch.

Transporter Name:

(Type: Alphanumeric, Length: 100)

Enter the Transporter's Name carrying out the dispatch.

LR Number:

(Type: Alphanumeric, Length: 50)

Enter the Lorry Receipt Number of the Vehicle.

LR Date:

Enter the Lorry Receipt Date for the dispatch.

Click on the button to continue

Screen Layout of Attachment

In 'Add', 'Edit' and 'View' modes, all the fields in this tab will display values as per the last Amendment made to the selected Sales Order Number. In case the Sales Order is being amended for the first time (Last Amdt No = 0), the fields will display values as per the selected Sales Order Number. You can change Values.

Field Description of Attachment

Store various drawing and image files related to the selected Item through this section.

Click on to select the files or images. As a result, Windows Explorer will open to select the files from their respective paths. You can also drag the files from the Windows Explorer and drop them to this section. The File will be displayed in the list below. IMMS allows to select following type of files-

• *xlsx
• *pdf
• *jpg
• *jpeg
• *png
• *.doc
• *docx
• *jpg
• *xls

A list of Files will be displayed as follows-

While 'Adding' a new Item, this list will be empty.

In case of 'Edit', and 'View' and this list will display all the attached Files for the selected Item.

Field Description of the list-

Action:

To view a particular File, click on icon of its record.

To delete a File , click on the icon of its record.

 

Sr. No.:

Denotes the sequential number of the File.

 

File Name:

Denotes the name of the attached File.

 

File Path:

Denotes the path of the attached File.

 

File Size:

Denotes the size of the attached File.

 

Mode:

Denotes the Mode by which the Document has to be sent.

 

Click on the box. Select 'Mail', 'Post' or 'Both' from the given list.

 

Document Type:

Denotes the Type of Document.

 

Click on the box. Select the appropriate option from the given list.

 

Document No:

Click on the box. Enter the number of the Document.

 

Document Revision No:

Click on the box. Enter the Revision Number of the Document.

 

Created By:

Denotes the name of the person who has created the Document.

 

Created Date:

Denotes the date when the Document was created.

Once all the information has been entered related to the Invoice, click on 'Save' button to finally save it or 'Cancel' button to discard. The control will go back to the list.