Invoice
An invoice is a document sent by a seller to a customer indicating the costs and quantities of goods or services provided by the seller. The invoice is the request for payment from the customer. It is a legally binding document.
In Codejig ERP, you can create invoices based on other documents from the sales flow or as standalone documents.
Note: In the sales process, it is only obligatory to create the invoice. You do not have to first create the three preceding sales documents.
When the invoice is issued, it triggers a number of accounting transactions recording revenues, expenses and taxes as well as affecting customer accounts balances. The changes are reflected in the Transaction journal, the Profitability journal, the VAT journal, the Inventory journal, and the Customers journal.
In Codejig ERP, invoices by default carry out all sales-related transactions and incorporate functionality peculiar to delivery documents. They reduce the quantity of goods in stock, recognize the income earned from the sale of goods/services, calculate the cost of goods sold, increase accounts receivable and, if required, incur output VAT. As a result, delivery documents become redundant, and the necessity of their creation is eliminated due to the fact that the system is configured to perform the delivery and invoicing as a single operation.
However, if your company manages delivery and invoicing as two distinct processes and follows the practice of creating deliveries before issuing invoices, you can create invoices and deliveries as two separate documents. To do that, you have to allow the creation of delivery documents in the system by turning on the Use separate document for sales delivery option in My company settings. As a result, you will be able to
- Create deliveries
- Create invoices based on deliveries
- Create invoices as standalone documents
Note: If the Use separate document for sales delivery option is turned off in My company settings, the creation of delivery documents is permanently forbidden and invoices are always used as deliveries.
Nevertheless, even if you have enabled the creation of delivery documents, you will have to specify in each individual invoice that you do not intend to use it as a delivery.
To do that
- Under the Goods tab of a specific invoice, turn on the Delivery is separated from invoice option.
For more information about the Delivery is separated from invoice option, see Invoice: Items Section.
If your invoice is based on a distinct delivery document, it has to be configured as an invoice that does not perform the delivery function.
Warning: If you use as a delivery an invoice that is already based on a specific delivery document, an accounting error will occur in the system as the invoice will trigger the same transactions as the previously created delivery document.
In this case, the invoice will recognize the income, calculate the cost of goods sold, increase accounts receivable and, if necessary, incur output VAT. The preceding delivery document, in its turn, will write off goods to be sold from the warehouse from where those goods have been shipped.
If your invoice is created as a standalone document prior to the actual delivery (or if it is based on a sales quotation or a sales order), it will, in addition to recognizing the income earned from the sale of goods/services, calculating the cost of goods sold, increasing accounts receivable and, if required, incurring output VAT, make reservation on the indicated quantity of goods and will preclude the possibility of the sale of those goods to other customers. A delivery document created afterwards will cancel the reservation of goods and will reduce the quantity of goods in stock.
Note: If the Use separate document for sales delivery option is turned off in My company settings, the Delivery is separated from invoice option is unavailable in invoices, as the creation of delivery documents is permanently forbidden in the system and invoices are used as deliveries by default.
Codejig ERP also enables you to create a credit note directly from the invoice.
To go to the Invoice
- On the Codejig ERP Main menu, click the Sales tab.
- Under the Sales tab, click Invoice.
More information
Create Sales Process Documents
Copy Sales Documents
Invoice: General Area
Invoice: Items Section
Delivery
Credit Note
Transactions Triggered by Sales Process Documents