Invoice

(Fig 1.92)

Since, the Invoice generation for the credit customer is done in batch mode at the petrol pumps the Invoices are generated in Bulk and affect the Ledger and posts information in various accounting books therefore the process needs to be done with due care and only the authorized person should do this process. Before allowing user to generate the Invoice the user is validated to enter the Login information to stop unauthorized and accidental creation of invoices. User need to enter the administrators password to access this module.

(Fig 1.93)

Once validated the user is show the above screen with the option to create a single or multiple invoices as required.

Single / Multiple : To Generate Single Invoice just select the Single Radio Button. Selecting Multiple Radio Button, the Invoices are generated for more than one customer automatically and hiding the slip being extracted and referenced in the invoice. With Single option the Single Invoice is generated for a chosen customer account showing the details of slips being extracted and reference in invoice with account processing being charged and final invoice amount is shown as displayed in (fig 9.99) above.

Invoice No. & Date : Next available Invoice No. is automatically brought forward duly incremented from the last invoice generated is shown. Select the Invoice Date for which the Invoices are generated.

Date Range : Select the appropriate date range for selection of slips for the given period to be referenced in the Invoice. Depending on the Daily/Weekly/ Fortnightly/Montly option in the selected range option in customer type selection the date ranges automatically changes.

Customer Type (All/Range/Selected)
All : Selecting All Radio Button will select all the customer irrespective of billing cycle in the grid for generation of Invoice. Optionally user can click on Select All for Print or DeSelect All forPrint or just click on the customer name in the grid to Select and UnSelect the customer for Invoice generation.
Range : Click on Range Radio Button to Select the Range of Customer say for example from Account number 000101 to 000111, and you will see the selected range of customers being populated in the grid for generation of invoices.
Selected : Depending on Billing Cycle chosen for the given customer in the customer master the customers are filtered in the grid for the chosen option. To Select and generate invoices for only the daily/weekly/fortnightly and monthly customers in the grid select the appropriate billing cycle.

Select All for Print : Marks all the Customers in the Grid as SELECTED for Invoice Generation

DeSelect All for Print : Marks all the Customers in the Grid as UNSELECTED for invoice generation.

Just Click on Save Button to generate Invoice for the chosen customers. The Invoice generation process will take time depending on the number of customers for which the Invoice is generated and will also report the statistics of Time start, Time Elapsed and Time Required to complete the process. This is a time taking process, since with the Invoice generation the system also posts the accounting information and posts necessary account processing charge and interest calculation entries and accounting entries for the same is also posted simultaneously.

Editing of Slips

(Fig 1.94)

User can modify all type of slip entries after it is being saved. To demonstrate this let us take example of slip No. 201 in above (Fig 1.94) screen. As such, in case of credit slips you can only edit the slips for which the invoices are not being generated.

To Edit the above slip No. 201, one should click on Slip Details tab as shown in screen below. All Slip entries being entered will be displayed in the grid. To Edit a particular Slip follow the steps as under.

1. Select the Slip No from Slip details grid with Mouse pointer or Enter Slip No. in slip no search text box to search from all the list of slips entered.

(Fig 1.95)


2. Then click Edit button. On clicking the Edit Button the Slip Entry tab will be activated and you will be able to make the necessary changes.
3. Click on Save button to update the changes.

(Fig 1.96)

Please note, once the invoices are generated with Slip No. references, the user cannot to view the Slip No. reference to edit. The same Slip coupon is locked and no user can make changes in Slip details.

Once the Invoice is generated the slip cannot be edited or deleted. To Edit / Delete the slip for which the invoice is already generated, you first need to Delete the Invoice for slips. Once the Invoice is deleted the Slips are unlocked and allowed to edit or delete. After printing the Sales invoice if any discrepancy is found in terms of wrong Account Number being punched for the given slip or wrong item code being punched while entering the slip, and the user wants to make changes in Slip records then the same can be done with the following steps to modify slip contents.

1. Go to the Sales Invoice menu.
2. Click on Sales Invoices details tab (as shown in the image (Fig 1.97) below. The Invoice Details Tab will display all the invoices generated in the grid.
3. Select the Invoice No from Invoice details grid with Mouse pointer or Enter Invoice Number in the search text box at the bottom of the grid as shown in (Fig 1.97) below.

(Fig 1.97)


4. Then click on the Edit button.
5. All invoice details are displayed on Single Invoice Entry Tab.

Editing Invoice with Single Slip :

a) In case, if Invoice is generated with Single Slip reference then the user has to Click on Delete button to Unlock the Slip under Reference for editing purposes or you will directed to press the delete button as shown in warning message (Fig 1.98) below.

(Fig 1.98)

(Please note down the Invoice Number you are deleting e.g. 3861 in above case) Follow the steps as describe in Slip Edit details above. Once you are through with the Editing of Slip. To generate Modified Sales Invoice go to the Invoice generation menu (Sales Invoice}. Enter the Same Invoice No. (3861 which we had deleted before editing the slip), Invoice Date, Start Date, End date and generate bill as described in Sales Invoice generation.

b) In case of multiple slip references in one sales invoice as shown in image below.

(Fig 1.99)


1. All the Slip No references are shown in Slip no details box with Check box.
2. Click on the Check Box (Fig 1.99.1) to Select the slip no to Unlock for Editing.
3. Click on Save button.
4. Now make necessary changes in same Slip No reference.
5. To generate Modified Sales Invoice go to the Invoice generation menu (Sales Invoice}.
6. Click Invoice details and Select the Invoice No from Invoice details grid with Mouse pointer or Enter Invoice No. in Invoice no search text box. Then click Edit button to update with the Modified Slip details.

(Fig 1.99.1)


7. On Click of Edit, All invoice details with slips being selected with check box and not selected with unchecked box as shown above are displayed on Single Invoice Entry Tab .
8. Click on the Check Box to Select the Slip No. to add the slip reference duly edited.
9. On Clicking on the Check Box for unchecked item the Sales Invoice . Modified slip details are added to the Invoice and reflected in the total amount due and other text boxes.
10. Click on Save Button to save the changes.

Sales Invoice Printing : Just select the date range to print the invoices generated in the selected period. On selecting (Fig 1.99.2) the correct date range all the invoices generated in the period is available to select in the Range option to print for a selected range.

(Fig 1.99.2)