User Guide: Sales Invoice Screen for Representatives

User Guide: Sales Invoice Screen - Smart Pro ERP Representatives System

Accessing the Sales Invoice Screen:

1. After logging into the system, go to the side menu.
2. Click on "Representatives System" in the menu.
3. Select the node "Operations - Sales Invoice".

Adding a New Sales Transaction:

General steps:

1. Click "New" to start a new sales invoice transaction.
2. Enter the transaction data in the required input fields.
3. Click "Save" to save the data.

Step-by-step detailed instructions:

1. "New" button:

• Steps:

1. Click the "New" button to start a new sales invoice transaction.
2. The input fields on the screen will be initialized, where you can enter the details of the new transaction.
3. Enter the required information in the mentioned input fields (branch, warehouse, payment method, customer, salesperson, print template).
4. Click "Save" to save the transaction.

2. "Save" button:

• Steps:

1. After entering the transaction details, click the "Save" button.
2. The transaction data will be saved in the sales system.

3. "Pay" button:

• Steps:

1. Click the Pay button to select the customer payment type (cash - credit - network - cheque - transfer - cash network).
2. You can print the transaction by clicking Print or pressing F6.
3. After completing the transaction, click the close button.

4. "Discount" button:

1. Press the Discount button or F10 to specify the discount amount and discount percentage.
2. Click the close button after completing the transaction.

5. "Print" button:

• Steps:

1. After saving the transaction, view it and click the "Print" button or F6.
2. A report containing the transaction details will be printed.

6. "Retrieve Data" button:

• Steps:

1. Click the "Retrieve Data" button.
2. The data of the last sales transaction saved in the system will appear, and you can edit it, cancel it, or undo the action.

7. "Export to Excel" button:

• Steps:

1. After viewing the transaction, click the "Export to Excel" button.
2. The transaction data will be saved in an Excel file that can be opened and used outside the system.

8. "Expenses" button:

• Click the Expenses button if there are additional expenses in the sales transaction.
• (Select account number - account name - analytical account - payment method - expense type - description - cost)
• Click OK to save the transaction.

9. "Search Items" button:

• Steps:

1. Click the "Search Items" button or press F12 on the keyboard, then enter the search information to find the required items.

10. "Additional Options" button:

1. Fill in the required fields (number - invoice date - pricing - cash box - bank - cheque number - due date - cost center).
2. Mark the options you want to add: - Add free quantity - Generate invoice without tax - Load data from invoice - Load data from quotation - Select supplier
3. Specify reference number - discount method - invoice type - offer expiry date - notification after how many days
4. Write the description of the transaction

1. You can view the invoice journal entry by clicking the View Journal Entry button.
2. You can view the customer balance by clicking the View Customer Balance button.
3. You can view the delivery template by clicking the Delivery Template button.

Data Display Table:

• This table is used to display item details involved in the sales transaction in an organized way, and you can click the item name column to select the required items.

Delete Button in the Table:

• You can use the delete button next to each row in the table to delete the selected item from the sales invoice.

Specifications and Data Displayed in the Table:

• The table rows consist of the following columns The following data is included for each item:
• Item Code: displays the item code.
• Item Name: displays the item name.
• Unit: displays the item unit of measure.
• Quantity: you can enter the quantity to be sold
• Unit Price: to enter the item unit price.
• Total: calculated automatically based on quantity and unit price.

Adding and Editing Items in the Table:

• - Select the required item from the drop-down list.
• After selecting the item, it will appear in the table with its data.
• You can edit the quantity and unit price as needed.
• You can also use the delete button in each row to remove the item from the transaction.

Navigation and Search Keys:

• Use the following keys to navigate and search within the Sales Invoice screen:
• > : go to the next record.
• <: go to the previous record.
• >]: go to the last saved transaction.
• [<: go to the first saved transaction.
• 🔍: search using the transaction number you want to review or view.