Sales: bills, tax invoices, payments, returns and pre-sales

Platforms: the web app, Android, iOS · Plans: Every plan · Permissions: Sales & billing group: SALE:create, SALE:list, SALE:share, SALE:backdate; RETURN:create for returns

Where it is

• Web: menu Selling → Sale (the billing screen), Sales list (every sale, search by number, customer, day), Pre Sale (Proforma, Estimation, Quotation boards). A sale opens from any list, report or contact.
• Android and iOS: the Sale tab (New Sale), Find Sale on the Quick grid, Pre Sale under All Tools. Quick Sale (a shorter cart for vans) under All Tools when the Van Sales add-on is on.

Plan and permission

Every plan. Staff need the Sales & billing group; backdating a sale needs SALE:backdate; sharing a link needs SALE:share; returns need RETURN:create. Buying price and profit appear on the sale screen only for people with the Buying price & profit permission.

Screens

• Sale (web): one header row (customer box, document kind, date), the product search with the group filter on its left, the cart, the totals, Proceed. Every product pick opens the line modal (quantity, unit, price, batch, note, add-on options, the model it fits); the selected row edits price and quantity in place. Adders (a service line, a recharge line, From Sale / From Pre Sale) sit at the foot of the search sheet.
• Sale preview: the paper, the icon rail (Print ▾, Share, Record payment, Edit, Return, Convert to invoice), the right panel with the sale’s facts and payments.
• New Sale (phones): customer bar (search or add a customer, dues shown on the chip), the cart, Add to cart sheet per product (quantity, note, add-ons, price when the store allows), Discount ₹ row, Charge (payment) → Sale done (print, share, new sale).

Actions

Make a sale (all platforms): search a product by any word of its name, its barcode, product code or a model it fits → the line modal / Add to cart → quantity, unit and price → repeat → name the customer or leave walk-in → Proceed (web) or Charge (phones) → the payment step: cash, UPI, card, bank, split, or Pay Later for a named customer → the paper step: print, share or done. Enter on the search box with a scanned code opens the exact-code product at once.

Choose the document kind: Bill Receipt (a plain sale, outside GST reports) or Tax Invoice (in GSTR-1, with the CGST/SGST or IGST split from each product’s tax rate). Settings → Sales & Pre Sale switches which kinds the store uses, whether bills print the tax columns, and whether a bill can later be converted to an invoice.

Price and discount: a line sells at the product’s sale price; when Settings → Sales → Modify sale price is on, the cashier may change it, never below the product’s minimum sale price. Wholesale customers get the wholesale price. Overall discount (Settings → Sales) takes one amount off the bill and spreads it across lines so GST stays right. Unit packs (dozen, box) carry their own prices.

Take the payment: any payment method, part payments, several methods on one sale. Cash tendered above the total records the change and where it went (given back, waived, kept as dues). A sale with a named customer and no payment typed is Pay Later: the amount becomes the customer’s dues. A walk-in sale saves unpaid until the payment is recorded in the preview (“print first, collect, then record”).

Print or share: Print ▾ lists the receipt and label printers of this PC (or the phone’s Bluetooth printer) plus plain paper; the choice is remembered per PC. Share makes a public link to the bill and a ready WhatsApp text; the link’s life follows Settings → Sales → Share link expiry.

Edit, return, convert (web preview; phones open the sale): Edit re-opens the sale for changes; Return Sale makes a Sale Return (credit note) that puts the goods back into the exact batch at its cost and settles the money; Convert to Invoice turns a Bill Receipt into a Tax Invoice with a new number. A cancelled sale keeps its number and shows as cancelled; nothing is deleted.

Sale date: today by default; a past day of this or the previous financial year with the backdate permission; the receipt keeps its own day.

Pre-sales: Quotation, Estimate and Proforma Invoice are made on the same screen in Pre Sale mode: no stock moves, no money. A pre-sale converts into a sale (“From Pre Sale” on the sale screen copies its ticked lines). The phones make pre-sales under All Tools → Pre Sale.

From Sale: copy the ticked lines of an earlier bill onto a new sale or pre-sale (repeat orders).

Preset (web): in the item search, type a word of a preset’s name and pick the preset row (marked Preset), or press Preset in the search sheet’s foot and choose one. Every product and service in the preset lands as its own line, at today’s price unless the preset fixed one; the customer sees the items, never the preset. Change quantities, prices, units or notes, or remove lines, exactly as for lines added by hand; the preset is not changed by that and the document keeps no link to it. Presets are made under Stock → Presets (Business and above; Presets permission group).

Rules

• The sale document is the source of truth: seller, store and customer are snapshotted into it; the paper is one read of it.
• Every product pick opens the line modal; nothing is added silently. A service line carries its own MRP so a discount is printable.
• The minimum sale price is absolute: no sale or pre-sale line goes under it.
• Cost, landing cost and profit never print on a customer paper.
• Numbers: Bill Receipt, Tax Invoice, Sale Return, Quotation, Estimate and Proforma each have their own series (Settings → Numbering).
• “Sale” is the word; the stored status names may still say BILLED. Change is gross tender plus where it went, never netted off cash.

Limits

Up to 100 lines a sale from the assistant and the API; the screen has no fixed cap. Share links: 0 (never expires) to 365 days.

How-to guides

• make a sale
• print a bill
• share a bill on whatsapp
• record a payment
• edit or cancel a sale
• make a quotation