Window SALES INVOICE

General Description

The window Sales Invoice is the module where product sales to customers are formalized. This window serves three functions depending on the document status: create new invoices from scratch, edit existing invoices that have not been finished, or view invoices already closed in read-only mode.

This window is very similar in structure and operation to the window for creating purchase orders, following the same design pattern as all document creation windows in Kardex Tauro.

What is a Sales Invoice?

A Sales Invoice is the commercial document that formalizes the transfer of products from the company's inventory to a customer, generating the corresponding right of collection. It is the main document of the business revenue cycle.

Key features:

  • Upon finishing it, it automatically deducts the stock on hand.
  • It generates the corresponding entries in the Kardex as an outbound movement of merchandise.
  • It can automatically generate accounts receivable if the payment is partial or on credit.
  • It can only be printed when it is finished (closed).
  • If the products use serial numbers, these remain linked to the sale.
  • It automatically validates that you cannot sell more units than are available in inventory.

Window Structure

The window is organized into several clearly differentiated zones:

Upper Zone - Third Party Selectors

At the top there is a double selector that identifies the two parties involved in the sale:

Buyer (Customer) selector:

It allows selecting the customer to whom the sale will be made. The selector works in three complementary ways:

  • Text field: The customer's code can be typed directly.
  • Search button: Clicking the button with the magnifying glass icon opens a dialog box where the customer can be searched for and selected from a complete list.
  • Name label: It automatically shows the name of the selected third party.

Selling Employee selector:

It allows identifying which employee of the company is making the sale. It works the same way as the buyer selector, with a text field, magnifying glass button, and name label.

Real-time validation:

If a nonexistent third party code is typed in either of the two selectors, the field turns red background color, immediately indicating that this code does not exist in the database. This validation also runs before saving the document, guaranteeing that both third parties really exist.

Mandatory requirement:

Both third parties are required to make the sale: the buyer (customer) and the employee making the sale. Without both, the system will not allow saving the document.

Upper Zone - Document Information

Document number:

  • When a new invoice is being created, the word appears in this field "NEW", indicating that the document has not yet been saved and therefore has no assigned number.
  • After saving the document, the system automatically assigns a unique consecutive number.

Date selector:

It allows setting the date of the sales invoice. By default it takes the current date, but it can be modified if necessary.

Save Document Button:

At the top right there is a large, prominent button that says "Save document". This button starts the process of saving and finalizing the document.

Central Product Grid

Central Area - List of Products Sold

In the center of the window there is a grid where the products to be sold are shown. The grid columns are:

  • Code: Unique identifier of the product.
  • Name: Product description.
  • Quantity: Number of units being sold.
  • Amount: Unit price of the product.
  • Total IVA: IVA amount in money.
  • Total: Total value of the product including IVA.
  • Subtotal: Value of the product before IVA.

By default, this grid appears empty when a new invoice is created. Products are added using the controls located at the bottom.

Add Products to the Sale

Bottom Left Zone - Product Selector

To add products to the invoice, the controls located at the bottom left are used:

Product selector:

  • Text field: The product code can be typed directly.
  • Magnifier button: Clicking the button with the magnifying glass icon opens a dialog box where the product can be searched for and selected from a complete drop-down list.

Units field:

Numeric field where the quantity of units to be sold of the selected product is typed.

Add button:

A button with the "+" symbol that transfers the selected product with the specified quantity to the central product grid.

Adding process:

  1. Select the product in the selector (by code or with the magnifying glass).
  2. The quantity of units to sell is entered.
  3. Click the "+" button.
  4. The product is automatically added to the central grid.
  5. As many products as necessary can be added.

Stock on hand validation:

The system automatically validates that you cannot enter more units than are available in the inventory stock. If you try to type a quantity greater than the available stock on hand, the control turns red, indicating that you cannot sell more than you have. This validation prevents errors from selling unavailable products.

Existing product validation:

If the code of a nonexistent product is entered in the selector, the control turns red, indicating that this product does not exist in inventory. This visual aid prevents typing errors.

Editing Products in the Grid

Once the products have been added to the central grid, it is possible to modify their information before finalizing the document:

Quantity editing:

To modify the quantity of a product already added:

  1. Select the product by clicking on it in the grid.
  2. Double-click the "Quantity" column.
  3. A small window is displayed where the new number can be written.
  4. The system validates that the new quantity does not exceed the available stock on hand.
  5. Totals are recalculated automatically.

Amount and IVA editing:

The unit value and the IVA percentage of each product can be modified by double-clicking the corresponding columns. When any of these values is changed, the system automatically recalculates the subtotals, IVA and totals of the product and of the entire document.

Financial Information of the Sale

Lower Right Zone - Financial Summary

To the right of the product selector, the consolidated financial information of the sale is shown:

  • Taxable base: Total value of the products before VAT, on which the tax is calculated.
  • VAT amount: Total tax generated by the sale.
  • Discount: Total discounts applied (if any).
  • Invoice total: Final value of the sale including VAT and applying discounts.

These totals are automatically recalculated every time the quantities, values or IVA of the products in the grid are modified.

Saving and Finalizing the Document

The saving process has an important particularity: when clicking the button "Save document", the system shows a confirmation pop-up window that allows you to decide the document status and capture payment information.

Window "Finalize Sales Invoice"

This pop-up window presents the following options and information:

Main question:

"Do you want to finish now or do you prefer to leave the document open to finish it later?"

Available options:

Finalize now:

  • The document is completely finished and closed.
  • It can no longer be edited.
  • The merchandise is automatically deducted from inventory.
  • The corresponding entries are created in the Kardex.
  • The invoice can be printed.
  • The document is ready for delivery to the customer.

Finalize later:

  • The document remains in draft or "open" status.
  • It can continue to be edited at any future time.
  • Products can be added, modified or deleted later.
  • It does not affect inventory or Kardex yet.
  • It cannot be printed.
  • Useful when the invoice is incomplete or additional information is being awaited.

Payment information:

The window also requests and shows information related to the sale payment:

  • Cash field: It allows typing the cash amount with which the customer is settling the sale. This is the banknote or amount received from the customer.
  • Credit field: It automatically shows the amount remaining as credit (accounts receivable) when the cash received is less than the sale total.
  • Change field: It shows the amount that must be returned to the customer when the cash received is greater than the sale total.
  • Total field: Shows the total amount of the invoice.

Automatic accounts receivable behavior:

The system automatically manages accounts receivable according to the cash received:

Case 1: Full payment in cash: If the cash is equal to the sale total, no accounts receivable is generated. The sale is completely paid.

Case 2: Partial or credit payment: If the cash is less than the sale total, the system automatically calculates the difference and creates an accounts receivable for that amount.

Example:

  • Sales invoice: $100.000
  • Cash received: $50.000
  • Credit generated: $50.000
  • The system automatically creates an accounts receivable of $50.000 in the customer's name.

Case 3: Payment with change

If the cash is greater than the sale total, the system calculates the change that must be returned to the customer.

Example:

  • Sales invoice: $100.000
  • Cash received: $150.000
  • Change to give back: $50.000
  • No account receivable is generated.

Critical implications of the choice:

The decision between finishing now or later is fundamental because it determines whether the inventory and the Kardex are updated:

  • If it is finalized later, the document remains editable but has no effect on inventory or on the Kardex. The merchandise is not deducted until it is finished.
  • If it is finalized now, the document is locked for editing and the inventory and Kardex are automatically updated. The merchandise is deducted and accounts receivable are generated if applicable.

Recommendation:

You should only choose "Finish now" when you are completely sure that all the products are correctly recorded, the quantities are correct, and the payment information has been captured correctly.

System Validations

The window implements several validations to guarantee data integrity:

Real-time third party validation:

  • If a nonexistent customer or employee code is typed, the field immediately turns red.
  • This validation also runs before saving the document.

Product validation:

  • Only products that exist in inventory can be added.
  • If a nonexistent product code is typed, the control turns red.
  • The product selector with the magnifying glass only shows valid products.

Stock on hand validation:

  • You cannot sell more units than are available in inventory.
  • If an attempt is made to type a quantity greater than the stock on hand, the control turns red.
  • This validation prevents sales of unavailable products.

Quantity validation:

  • Quantities must be positive numbers.
  • The system does not allow negative or zero quantities.

Amount validation:

  • Unit values must be valid numbers.
  • IVA percentages must be within valid ranges.

Validation on finalizing:

  • The system checks that there is at least one product in the invoice before allowing you to finish.
  • All totals are recalculated to guarantee consistency.
  • It is validated that the two mandatory third parties (buyer and employee) have been captured.

Typical Workflow

The complete process of creating a sales invoice follows these steps:

Step 1: Identify the actors

  • Open the "Sales Invoice" window.
  • Select the buyer customer using the text field or the magnifying glass button.
  • Verify that the customer's name appears correctly (field without a red background).
  • Select the employee who makes the sale.
  • Verify that both third parties are correctly identified.

Step 2: Add products

  • For each product to sell:
    • Select the product in the bottom selector (by code or with the magnifying glass).
    • Verify that the code is valid (no red background).
    • Enter the quantity of units to sell.
    • Verify that the quantity does not exceed the available stock on hand (no red background).
    • Click the "+" button to add it to the central grid.
  • Repeat for all the required products.

Step 3: Adjust information

  • Review the central product grid.
  • If necessary, double-click quantities, values or IVA to edit.
  • Verify that the totals at the bottom right are correct.

Step 4: Save the document

  • Click the "Save document" button at the top right.
  • The window "Finish Sales Invoice" opens.

Step 5: Capture payment information

  • Type the amount of cash received from the customer.
  • The system automatically calculates the credit or change as applicable.
  • Verify that the payment information is correct.

Step 6: Decide the document status

  • If the invoice is incomplete: Choose "Finish later" to continue editing later.
  • If the invoice is complete and you want to process it: Choose "Finish now" to close the document, deduct the inventory and generate the entries in the Kardex.

Step 7: Confirm effects

  • If "Finalize now" was chosen:
    • The document is closed and cannot be edited.
    • The inventory is automatically updated with the deduction of the products sold.
    • The entries are generated in the Kardex.
    • If applicable, the accounts receivable is automatically created.
    • The invoice can be printed to deliver to the customer.

Relationship with Other Windows

Sales Invoices List Window:

Shows all created invoices, allowing you to search, filter, view, print, and delete invoices. It is the management center of the sales process.

Inventory Window:

It is automatically updated when a sales invoice is finished, deducting the stock on hand of the products sold. The products sold are no longer available.

Kardex Window:

It automatically records the outbound movement when a sales invoice is finished, maintaining complete traceability of the products sold.

Third Parties List Window (Customers):

Provides the list of customers used in the buyers selector of this window.

Third Parties List Window (Employees):

Provides the list of employees used in the selector for the person who sells.

Serial Numbers List Window:

If the products sold use serial numbers, the serial numbers captured during the sale are recorded and can be consulted from this window.

Window Accounts Receivable:

The accounts receivable automatically generated when the cash is less than the sale total appear in this module, linked to the original invoice.

Window List of Reinstatements for Sales:

Shows customer returns linked to the original sales invoices.

Usage Recommendations

Always verify the third parties

Before adding products, make sure that both the buyer customer and the employee who sells are correctly selected. Check that the fields do not have a red background, which would indicate nonexistent codes.

Use the magnifying glass search when you do not know the codes

If you do not remember the exact code of a customer or product, use the magnifying glass button to search by name. It is more practical and prevents typing errors.

Respect the stock on hand validations

If the control turns red when typing a quantity, it means that there is not enough stock on hand. Do not try to force the system; verify the real inventory or adjust the quantity.

Add products accurately

Carefully verify the quantities before adding each product. Although they can be edited later (if the document is not finalized), it is more efficient to do it correctly from the start.

Edit directly in the grid

Take advantage of the double-click functionality to edit quantities, values and IVA directly in the central grid. It is faster than deleting and re-adding products.

Review the totals before saving

Make sure the taxable base, VAT, discount, and total correctly reflect the sale. These values will be the ones presented to the customer.

Capture the payment information correctly

Type the cash received accurately. The system will automatically calculate the credit or change. An error in this field can generate incorrect accounts receivable.

Carefully decide between finishing now or later

  • Choose "Finish later" only if you really need to continue editing later.
  • Choose "Finish now" only when the invoice is complete and you want to process it immediately.
  • Remember that only upon finishing is the inventory deducted and the accounts receivable generated.

Print the invoice for the customer

Once finished, print the invoice to deliver to the customer as proof of the sale.

Do not finalize prematurely

If you have doubts about any product, quantity, or value, it is better to save with "Finish later" and review before definitively processing the sale.

Keep traceability of serial numbers

If the products sold use serial numbers, make sure to correctly capture the serial numbers during the sale process to maintain complete traceability.

Train the sales staff

Make sure all salespeople understand how the system works, the automatic validations, and the importance of correctly capturing the information.

Review the accounts receivable generated

If automatic accounts receivable are generated, periodically check the accounts receivable module to follow up on pending payments.

Use the notes for relevant information

If there are special payment conditions, specific terms, or any particularity, document it in the document notes for future reference.

Respect the sales policies

Make sure all sales comply with the policies established by the company regarding prices, discounts, payment methods, and credits.

Kardex Tauro - Professional Inventory Management System

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