Window SALES INVOICE LIST

General Description

The window Sales Invoice List is the central module where all sales made in the system are managed. It works as a master-detail form that presents all sales invoices in a consolidated way, allowing you to view both the headers (general information for each sale) and the details (products sold in each invoice).

This window is the control point from which all the business's sales operations are created, consulted, printed, and managed. In addition, it offers advanced document conversion tools, powerful dynamic filters, and report generation.

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.
  • Generates a record in the Kardex as an issue of merchandise.
  • It can be in an open (editable) or closed (finalized) state.
  • It can only be printed when it is closed.
  • If the products use serial numbers, these remain linked to the sale.

Window Structure

The window is organized into three clearly differentiated areas, following the master-detail pattern:

Top Area - Global Search Box

At the very top there is a real-time search text box. It allows you to type any data (document number, customer name, status, or any text contained in the invoices) and the system automatically filters, showing only the matching items. When you clear the text in the search box, all the items are shown again.

Upper Central Area - Master Grid (Headers)

Below the search box there is a grid with the headers of all the sales invoices. The main columns include:

  • Document: Consecutive invoice number.
  • Customer: Name of the customer to whom it was sold.
  • Status: Current status of the document (open, closed, etc.).
  • Payment method: The way the sale was paid (cash, credit, etc.).
  • Cash: Amount received in cash.

When you click on a row, the invoice is selected and its details are shown in the lower area.

Lower Central Area - Detail Grid (Items)

The lower part shows the detail of the sales invoice selected in the upper list. Here the sold products appear with their code, name, quantity, unit value, VAT, subtotal, and total.

Bottom Area - Action Buttons

Three main buttons that control the operations on the sales invoices:

New Sale: Creates a new sales document from scratch.

View Sale: Opens the selected invoice. The behavior depends on the status:

  • If the sale is open, it allows editing it.
  • If the sale is closed, it opens only to be viewed or printed, with no possibility of editing.

Delete: Removes the sales invoice from the system. This button is automatically enabled and disabled depending on the status of the selected sale. It is not possible to delete sales that have already been completed or closed, thus protecting the historical integrity of the operations.

Context Menu - Upper List (Headers)

When you right-click on any invoice in the upper list, a menu with the following options is displayed:

Export to Excel

Generates an Excel file with the invoices currently visible in the list. If there are filters applied, only the invoices that meet those criteria are exported.

View Report

Shows a printable report with the sales that appear in the list. If the list has filters applied, the report will reflect exactly those same criteria. This is a very powerful tool for generating specific reports without the need for additional tools.

Print Sales Invoice

Generates the formal invoice document in standard format, ready for delivery to the customer.

Print POS Invoice

Generates the invoice in ticket format for point-of-sale thermal printers. For this option to work correctly, the POS printer, the width in characters, and other parameters must have been previously configured from the Configuration window.

Print Delivery Note

Generates a delivery note document, useful for accompanying the physical shipment of the product to the customer. The delivery note certifies the delivery of the merchandise without necessarily being the tax document.

Important about printing: The three print buttons (Sales Invoice, POS Invoice, and Delivery Note) are only visible when the sale is closed. It is not possible to print invoices of open sales, since the document must be finalized to have validity.

Filters

Allows applying advanced filter criteria to the invoice list:

  • By document
  • By customer
  • By value greater than (sales above an amount)
  • By value less than (sales below an amount)
  • By date greater than
  • By date less than

The filters are stackable, which means that several can be combined simultaneously. For example, you can request to show all sales greater than fifty thousand made between the first and the thirtieth of January.

Remove Filters

Restores the complete view by removing all applied filters, showing all the system's invoices again.

Convert Document

Opens a window that allows transforming the selected sales invoice into another type of document, keeping all the information. The conversion options are:

  • Supplier quotation
  • Customer quotation
  • Sales invoice (to duplicate the current document)
  • Purchase Order
  • Warehouse consumption

Edit Notes

Allows opening a window to edit the general notes of the selected sales invoice.

Configure Columns

Allows showing or hiding columns in the upper list of headers. It also allows modifying the width of the columns. The system remembers this configuration when closing and reopening the window.

Context Menu - Lower List (Items)

When you right-click on the products in the lower detail grid, a menu is displayed with three options specific to that item:

View Notes

Allows viewing and editing the specific notes of that single sale item. Item notes are independent of the general notes of the document.

View Serial Numbers

If the sold product had the use of serial numbers configured, this option shows which specific serial numbers were the ones sold in that transaction. It is essential for traceability and warranty management.

Configure Columns

Allows adding or removing columns from the lower grid, modifying the width and customizing the visualization. As in the upper list, this configuration is remembered when closing the window.

The Power of the Filter System

The filter menu at the top is an extremely powerful tool, even though it may seem simple. Everything shown in the upper list after applying filters becomes directly a report when the "View Report" option is used.

Examples of practical use:

Monthly sales report:

Apply a date greater than (01/01/2026) and date less than (31/01/2026) filter, then click on "View Report". The result is a complete report of all January sales.

Analysis of key customers:

Apply a value greater than (a significant amount) filter to identify high-value sales and generate a report of the most important customers.

Sales by specific period:

Combine date and customer filters to obtain very specific reports according to the needs of the analysis.

This functionality turns the window into an ad-hoc report generation tool without the need for additional modules.

Record Limit and Performance

The number of items that appear in all the document lists of the Kardex Tauro program is limited by default to the last two years. This configuration is implemented to guarantee:

  • Greater agility in navigation
  • Less data load in memory
  • Lower RAM consumption
  • Faster system responses

Limit configuration:

This parameter is fully modifiable from the Configuration window, where you can specify the number of years of records to display (two, three, five years, etc.).

Important consideration:

The more information loaded in the windows, the greater the consumption of system resources. For this reason, it is not advisable to have a lot of historical information visible in the windows by default. It is recommended to keep the limit in a reasonable range (2-3 years) and to query older periods using specific filters or reports when necessary.

Relationship with Other Windows

Window Create Sales Invoice:

It is the operating window where individual invoices are created and edited. From the list you access it through the "New Sale" or "View Sale" buttons.

Window List of Reinstatements for Sales:

Shows customer returns linked to the original sales invoices.

Inventory Window:

Finalized sales automatically deduct the stock on hand in the Inventory.

Kardex Window:

Each finalized sale generates an outbound movement in the Kardex, maintaining complete traceability.

Third Parties List Window (Customers):

Provides the information of the customers that appear in the invoices.

Serial Numbers List Window:

Allows querying the specific serial numbers sold in each invoice.

Usage Recommendations

Use the search box for quick location:

The real-time search box is the most efficient way to find specific invoices when some reference data is known.

Take advantage of the stackable filters:

Combine multiple filters to generate specific reports without the need for external tools. Filters are the key to accurate commercial analysis.

Use "View Report" for analysis:

After applying filters, use "View Report" to generate printable documents that reflect exactly the selected criteria.

Close the sales before printing:

Remember that only closed sales can be printed. Finalize the document before trying to generate the physical invoice.

Configure the POS printer correctly:

If you use thermal printers, make sure to configure the correct parameters in the Configuration window before trying to print POS invoices.

Take advantage of document conversion:

Use the "Convert Document" option to save time when you need to duplicate sales or transform invoices into other types of documents.

Customize the columns:

Configure the visible columns according to your role and work needs. The system remembers your preferences.

Check the serial numbers sold:

Use the "View Serial Numbers" option in the items menu to track which specific serial numbers were sold in each invoice, essential for warranties and traceability.

Keep the record limit reasonable:

Do not excessively increase the record display period from the Configuration, since it will affect the system's performance.

Check the status before editing:

Remember that closed sales cannot be edited. If you need to modify a finalized sale, you must create a new one or process a reinstatement.

Delete only sales in an appropriate status:

The Delete button only works for sales that have not been completed. Respect this restriction to maintain historical integrity.

Use delivery notes for shipments:

When you physically ship products, print the delivery note to accompany the dispatch and certify the delivery.

Train staff in the use of filters:

Filters are a powerful tool. Make sure that all personnel who need to generate reports know how to use them correctly.

Respect the segregation of duties:

Not all users should be able to delete sales. Configure the permissions appropriately to maintain internal control.

Kardex Tauro - Professional Inventory Management System

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