Invoice

Invoice

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To go back to the Search screen, click Invoice next to Welcome at the top-right corner of the page.

Prerequisites

1. Certainly, before creating a Invoice, it's a good practice to ensure that all the relevant details have been entered or updated. These details typically include information about the customer, plant, part, sales order and any other relevant data. Here's a checklist of the details you should verify before adding a Invoice:
2. Updating/Adding master screens like customer, plant, part, sales order before adding an Invoice is crucial for maintaining accurate and effective sales order processes. Each of these elements plays a role in ensuring that the Invoice contains correct and up-to-date information.
3. Customer Master: Keeping customer information current helps in selecting the right customer for the purchase order. This includes contact details, payment terms, and any other relevant information necessary for communication and coordination.
4. Plant Master: Keeping current plant information of the respective customer helps in selecting the right plant for the purchase order. This includes the delivery and billing address, buyer details, delivery terms, and payment terms which are necessary for communication and coordination.
5. Part Master: The part components for which the purchase order is been placed. Ensuring that the master data for the part is current helps in selecting the right components for the order, preventing delays or errors caused by outdated information.
6. Sales Order: The Sales Order with line items of appropriate data should present to raise an error free and accurate Invoice.
7. Bank Master: Maintaining accurate and up-to-date bank information is crucial for selecting the correct bank when generating invoices. This information should include essential details such as the IFSC code, account number, and Swift code to ensure precision and efficiency in financial transactions.
8. Place Master: Keeping current place information of the respective type helps in selecting the right place of supply , country of origin for the Invoice.
9. Master Category: Maintaining accurate information for the respective category is crucial for selecting the options when generating invoices.
10. By Updating these master screens and sales orders before creating an Invoice, you ensure that the Invoice process is efficient, accurate, and free from errors.

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Additional Info

1. Customer Information:
   • Customer name, plant details, and address
   • Payment terms , delivery terms and conditions
2. Price Information:
   • Confirm that the prices for the part are up-to-date and accurate.
   • Check if the type of the part correctly selected.
3. Sales Order:
   • Verify that the details of the sales order required are accurate and are up-to-date.
4. Internal Validation:
   • Confirm that the PO aligns with the organization's sales policies and guidelines.
   • Check for any duplicate POs to avoid unnecessary orders.
5. Dates and Deadlines:
   • Verify delivery or completion dates to ensure they align with project timelines .
6. Communication:
   • If there have been any changes or updates to the order, make sure that relevant stakeholders are informed
   • Double-checking these details before creating a purchase order helps to minimize errors, reduce the chances of miscommunication, and ensures that your sales order process is smooth and efficient. It also helps maintain accurate records for future reference and reporting.
7. Back To Draft Button restriction:
   • BACK TO DRAFT button access is restricted. If needed, please contact the customer support team and they will enable the access.
   • This BACK TO DRAFT feature is available only for Admin and Sales Head roles. After enabling the feature, only users with these roles will be able to view and access the button.

1.1 Add Invoice

Add an Invoice - Step-by-Step

Step 1: Reach the Invoice Section

• From the main Side menu, click on Sales, then go to Operations, and finally choose Invoice. This opens the Invoice Search page.

Step 2: Start a New Invoice

• On the top right of the Invoice Search page, you will see an Add Invoice button. Click this button.

Step 3: Fill in details

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All fields with a (*) are mandatory, so remember to fill them all.

• Invoice Type [Dropdown] (Mandatory): Select the required Invoice Type (for example, Domestic Job).
• Customer [Dropdown] (Mandatory): Choose the customer from the dropdown list. Customers created in the Customer Master will be available for selection.
• Plant Code [Dropdown] (Mandatory): Select the customer plant. Plants configured for the selected customer will be displayed.
• Part to Filter Sales Orders [Dropdown]: Select a part to display Sales Orders related only to that part. If left blank, all Sales Orders for the selected Customer and Plant will be displayed.
• Select Sales Order - Rev No [Dropdown]: Choose the required Sales Order and Revision Number.
• DC Number [Dropdown]: Select the Delivery Challan to be linked with the invoice.
• Invoice Serial No [Text Field] (Mandatory): The Invoice Serial Number is generated automatically based on the configured numbering sequence. Depending on the configuration, users may also enter the invoice number manually.
• Invoice Date [Date Field] (Mandatory): Select the Invoice Date.
• Supply Type Code [Dropdown] (Mandatory): Select the applicable Supply Type Code (for example, Business to Business).
• Transportation Mode [Dropdown] (Mandatory): Select the mode of transportation used for dispatch.
• Date & Time of Supply [Date Field] (Mandatory): Specify the date and time when the goods are supplied.
• Place of Supply [Dropdown] (Mandatory): Select the Place of Supply.
• Country of Origin of Goods [Dropdown] (Mandatory): Select the country where the goods originated.
• Description of the Goods [Text Field] (Mandatory): Enter the description of the goods being invoiced.
• Shipping Through [Text Field] (Mandatory): Specify the shipping agency or transport provider.
• Pickup Location [Dropdown] (Mandatory): Select the pickup location from the available options.
• Bank [Dropdown]: Select the bank details to be printed on the invoice.
• LUT / IGST Declaration [Dropdown] (Mandatory): Choose the applicable LUT / IGST Declaration.
• CGST(%) [Number Field] (Mandatory): Enter the applicable CGST percentage.
• SGST(%) [Number Field] (Mandatory): Enter the applicable SGST percentage.
• Current INR Value [Number Field] (Mandatory): Displays the current INR conversion value applicable to the invoice.
• Advance Amount [Number Field]: Enter the advance amount received from the customer, if applicable.
• Declaration [Dropdown] (Mandatory): Select the invoice declaration statement.
• Remarks / Reference No [Text Field]: Enter any remarks or reference number related to the invoice.
• EPCG License [Dropdown]: EPCG is a Government of India scheme that allows manufacturers to import capital goods at concessional or zero customs duty to promote exports. Select the applicable EPCG License option if the invoice is created under the EPCG Scheme. If the invoice is not related to an EPCG authorization, select the default or applicable option.

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To display a declaration in the EPCG License dropdown on the Invoice screen, first add the required declaration in IT Master → Master Category → EPCG Description. Once the declaration is saved, it becomes available for selection in the EPCG License dropdown while creating an invoice.

Example

DEEMED EXPORT DECLARATION

This supply is made as a Deemed Export on behalf of:

• ABC MANUFACTURING
• IEC No.: 1234567
• GSTIN: 334ASD68G8J
• EPCG Authorisation No.: 123445656
• Date: 10/01/2025

• TCS Applicable [Checkbox]: Enable this option if Tax Collected at Source (TCS) is applicable.
• Include SO No & Date: [Checkbox]: Enable this option to print the Sales Order Number and Date in the invoice.
• Enable Shipping Details: [Checkbox]: Enable this option to include shipping details in the invoice.

Add Invoice Line Item(s)

After selecting the Sales Order, add the required invoice line items by entering the following details:

• Sales Type [Dropdown] (Mandatory): Select the sales type for the invoice line item. The available sales types are displayed in the dropdown.
• Select SO Line Item [Dropdown] (Mandatory): Choose the required Sales Order Line Item from the selected Sales Order. Only the line items associated with the selected Sales Order will be displayed.
• Quantity [Number Field] (Mandatory): Enter the quantity to be invoiced for the selected Sales Order line item. The entered quantity should not exceed the pending invoice quantity.

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If the invoiced quantity does not match the expected PO quantity, the screen shows a quantity mismatch warning and prevents submission until corrected.

Click Add Item to add the selected Sales Order line item to the invoice. After adding the line item, the selected item is displayed in the invoice line item grid for verification.

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Some values are auto-populated from the selected PO, customer, plant, bank, or organisation setup. Please review them before submitting.

Save the Invoice

After entering all the required invoice details:

1. Verify the invoice header information.
2. Add the required invoice line item(s).
3. Review the invoice quantity and other details.
4. Click Validate Invoice to check whether all mandatory details are entered correctly.
5. Click Draft to save the invoice for future modifications.
6. Click Approve to finalize and approve the invoice.

1.1.1 Update Invoice

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If a specific part is selected, the sales orders raised for that particular part will be displayed in the purchase order (PO) dropdown . However, if no specific part is selected, then the sales orders raised for the customer and plant combination will be shown in the PO dropdown for selection. This provides flexibility in choosing the relevant sales order for creating a corresponding Invoice.

Users can update an existing invoice to:

• Correct invoice details
• Change linked DC selections
• Update invoice quantities
• Maintain other charges
• Update e-invoice fields
• Change invoice status when business rules allow

1.1.2 Important Update Actions

• Save as DRAFT
• Approve invoice
• Cancel invoice
• Close invoice
• Move approved invoice back to draft

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Status Handling

• DRAFT = under preparation
• APPROVED = confirmed and processed
• CAN = cancelled
• CLS = closed

1.1.3 Typical Update Flow

1. Search and open the required invoice from the results grid.
2. Review the existing invoice header and line details.
3. Update the allowed fields based on the current invoice status.
4. Save the record.
5. If required, perform the next status action such as approve, cancel, close, or move back to draft.

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Some fields may become read-only depending on the invoice status and business rules. Customer and plant selections are typically fixed once the invoice is created.

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• Invoice quantities cannot exceed the remaining PO quantity, unless using an Open Sales Order.
• Draft invoices can be deleted.
• Non-draft invoices cannot be deleted through the invoice delete flow.
• Approved invoices may trigger stock and material-source validations.
• Cancelling an invoice reverts downstream stock and material-source effects.
• Moving an approved invoice back to draft also reverts stock, material source, and metal-linked data.
• Closing an invoice marks the workflow as complete.

1.1.4 Back-to-Draft Invoice Delete & Cancel Feature

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• Back-to-Draft Invoices: When an approved invoice is moved back to draft, the Delete icon on the search screen is disabled to prevent accidental deletion, and the Cancel Invoice button is enabled on the edit screen to allow formal cancellation.

• Automatic Reversals & Audit Logging: Cancelling a Back-to-Draft invoice sets its status to CANCELLED, and automatically reverts stock ledger entries, material sources, PO shipped quantities.

Check Points

1. The current Invoice quantity must always be less than or equal to the total PO quantity. In other words, the number of items invoiced should not exceed what was originally specified in the sales order.
2. If the Invoice line item already has an invoiced quantity, the sum of the current Invoice quantity entered and the previously invoiced quantity should be less than or equal to the total PO quantity.
3. Colour standards for Invoice line items are described below:
4. Light Green: If the Invoice line item has no remaining PO quantity, it is represented in light green.
5. Orange: If the Invoice line item has a remaining PO quantity, it is represented in orange.

1.2 DC Against Invoice Workflow (Latest Enhancement)

Linking Outward Delivery Challans (DC) to Invoices ensures that goods dispatched via DCs are accurately invoiced for compliance, accounting, and inventory reconciliation.

Link DC to Invoice Flow

1. DC selection: While adding or editing an invoice, use the Link DC to Invoice dropdown in the header section. You can select one or multiple Outward Delivery Challans generated for the selected Customer and Plant combination.
2. Item loading: Once DCs are selected, the system automatically fetches the DC line items and populates the Invoice Line Item(s) table.
3. Quantity allocation:
   • Auto-distribution: By default, entering a quantity in the Current Invoice Qty field triggers the sequential auto-distributor. The system automatically divides this quantity across the linked DCs starting from the first DC up to its remaining capacity.
   • Manual split: Users can manually allocate quantities per DC by clicking the DC (N) button under the Description column. This opens the DC Split Dialog displaying all linked DCs, their original quantities, previously invoiced quantities, and remaining capacities.

Open Sales Order Concept

If the invoice is created against an Open Sales Order (a contract with open or flexible delivery quantities):

• Visual indicators: In both the Select SO Line Item dropdown and the invoice line items table under the Total SO Qty column, the system displays an Open Qty badge instead of a fixed numeric limit.
• Validation bypass: The standard constraint restricting the invoice quantity to the remaining Sales Order quantity is bypassed, allowing billing without a strict PO quantity ceiling.
• Dropdown filtering: SO line items remain visible and selectable in the line item dropdown even if their invoiced quantity meets or exceeds the original order quantity.

Casting Rejection & Machining Rejection Pricing

When raising invoices for customer-returned materials under different sales types, specific pricing rules apply:

• Casting Rejections (REJECTION)
  • Pricing is calculated dynamically based on the completed production processes.
  • When the user selects a Part and its corresponding Control Plan, they must select one or more completed Processes, for example Casting or Rough Machining.
  • The Rejection Unit Price is automatically calculated as the sum of process costs for all selected completed processes.
  • Formula: Rejection Unit Price = sum(Process Cost of selected completed processes)
  • The Rejection Price (Total Value) is calculated as:
  • Formula: Rejection Price = Rejection Unit Price x Quantity
• Machining Rejections (MACHINEREJ)
  • Machining rejections are set to 0 by default.
  • The Unit Price, Part Price, and Total Value are hardcoded to 0 in the system, reflecting that no additional process cost or value is claimed for machining rejections.

Quantity Validation Rules

To prevent over-invoicing and ensure consistency:

• DC Remaining Quantity Formula: Remaining Quantity = Total DC Qty - Approved Invoice Qty - Draft Invoice Qty Where:
  • Total DC Qty = Approved Qty + Casting Rejection Qty + Machining Rejection Qty.
  • Approved Invoice Qty: Quantity already cleared in approved invoices.
  • Draft Invoice Qty: Quantity currently allocated/reserved in other draft invoices.
• Draft Reservations: Saving an invoice as a DRAFT reserves the mapped quantity on the linked DC. This quantity remains unavailable for other invoices until the draft is approved, deleted, or reverted.
• Partial Invoicing: You can raise multiple partial invoices against the same DC line item, as long as the cumulative quantity does not exceed the DC line item's remaining capacity.

System Validations & Error Messages

The system performs strict validations before saving or approving the invoice:

• Total mapped quantity check:
  • sum(mappedQty in DC Breakup) == currentInvoiceQty
  • If the sum of quantities distributed across the DCs, either manually via the DC Split Dialog or automatically, does not match the invoice line item's current invoice quantity, the system marks the line in red and displays:
  • DC breakup total (X) must match Invoice Qty (Y).
• Type-specific capacity limits:
  • Quantities mapped to individual DCs are validated against the specific capacity limits based on the line item's Sales Type:
  • SALES type maps against the DC's Approved Qty (approvedQty).
  • REJECTION type maps against the DC's Casting Rejection Qty (castingRejectionQty).
  • MACHINEREJ type maps against the DC's Machining Rejection Qty (machiningRejectionQty).
  • If a mapped quantity exceeds these limits, the system raises an error:
  • Mapped qty exceeds remaining qty (DC Number: X > Y).
• Submission block: If any line item has a validation error (validLineItem === 'Exceeded' or dcMappingError is set), the Validate Invoice, Draft, and Approve buttons are disabled.

DC Status Lifecycle

The invoice status updates trigger real-time updates on the linked Outward Delivery Challan line items:

1. OPEN (or NOT_INVOICED): Initially, when no invoices are linked, or if linked invoices are cancelled or deleted.
2. DRAFT: Set when a DC line item is mapped to a draft invoice (but not yet approved).
3. PARTIALLY_INVOICED: Set when one or more approved invoices are linked, but the total invoiced quantity is less than the total DC quantity.
4. CLOSED: Set when the sum of approved invoice quantities matches or exceeds the total DC quantity.

[!WARNING] DC Modification Lock: To prevent data inconsistency, if any line item of a Delivery Challan is in DRAFT, PARTIALLY_INVOICED, or CLOSED status, meaning it is linked to an invoice, the DC cannot be modified or deleted in the Outward Delivery Challan screen. Users will receive the error message: Cannot delete this DC as it has been already invoiced. Invoice No: [Number]. Please process the invoice first.

Backend API Reference

The Invoice module utilizes the following backend APIs in the salessvcs service to perform DC-linked actions:

• Fetch DC-Linked Invoice Line Items:

  • Endpoint: POST /outward-delivery-challan/invoice-line-items
  • Description: Returns list of grouped line items from selected DC IDs, enriched with their quantities, unit price, processes, and type-specific remaining capacities.
  • Request Payload:

    {
      "dcIds": [123, 124],
      "invoiceId": 45
    }

• Fetch Sales Order Line Items:

  • Endpoint: GET /sales-order/line-item/sales-order/:id
  • Description: Loads line items belonging to the selected Sales Order for selection.

• Fetch Sales Order Metadata:

  • Endpoint: GET /sales-order/:id
  • Description: Fetches general details including whether it is an open sales order (isOpenSalesOrder flag).

• Save/Update Invoice:

  • Endpoint: POST /invoice/save
  • Description: Persists the invoice along with the invoicelineitemxdclineitem mappings.

• Revert to Draft:

  • Endpoint: PUT /invoice/back-to-draft/:id
  • Description: Moves an approved invoice back to draft, releasing stock reserves and reverting DC status back to DRAFT.

• Cancel Invoice:

  • Endpoint: PUT /invoice/cancel/:id
  • Description: Cancels the invoice and frees up the linked DC quantities (reverting status to OPEN or PARTIALLY_INVOICED).

E-Invoice Details

The screen also supports maintaining e-invoice-related values:

• IRN Number
• Acknowledgement Number
• Acknowledgement Date
• E-way Bill Number
• E-way Bill Date

These details are usually updated after invoice approval and compliance processing.

1.3 Search Invoice

Search an Invoice - Step-by-Step

Step 1: Start Searching

On the Search page, you can search in different ways:

• By Purchase Order Number: Type the PO number.

• By Customer: Select the customer name.

• By Plant: Select the plant.

• From Date: Define a date range within which your search should be conducted.

• To Date: Define a date range within which your search should be conducted.

• Invoice Number: Type the invoice number.

• Invoice Type: Select the invoice type.

  • Invoice type options - Users may see invoice type values such as:

    • Domestic Job
    • Export Job
    • Domestic Non Tool
    • Export Non Tool
    • Domestic Others
    • Export Others
    • Domestic Tool
    • Export Tool

• Tally Export Status: Select the export status.

Step 2: See the Results

After clicking Search, you will see matching invoice records.

• The result grid shows View/Edit, Generate Types, Invoice Number, Invoice Date, Invoice Status, and Export Status.
• Eligible users also see a Tally export selection column.

Step 3: Use the row actions

• Click View/Edit to open the selected invoice.
• Click Generate to download invoice-related output files.

Step 4: Generate Options

The Generate menu is used to download invoice-related outputs for the selected record.

Common generate options for export job visible on the screen

• Invoice PDF
• Section 232 Tariff - 1 PDF
• Section 232 Tariff - 1 Excel
• Section 232 Tariff - 2 PDF
• Section 232 Tariff - 2 Excel
• Packing Checklist
• SCOMET
• E-Invoice JSON
• E-Way Bill JSON

Common generate options for domestic and other jobs visible on the screen

• Invoice PDF
• Packing Checklist
• SCOMET
• E-invoice JSON
• E- Way Bill JSON

Why users use Generate

• To download a printable invoice copy
• To generate export or compliance documents
• To prepare tariff-related outputs
• To download JSON files for e-invoice and e-way bill processing

1.4 Edit Invoice

Edit an Invoice - Step-by-Step

Step 1: Find the Invoice

• Search using customer, plant, PO number, invoice number, or date range.

Step 2: Open the Invoice

• Click View/Edit next to the invoice you want to modify.

Step 3: Update the details

• Review the existing invoice header.
• Update only the fields that are allowed for the current invoice status.
• Review the invoice line items and adjust quantities if needed.
• Review package details if the package section is available.

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Some fields may be read-only depending on the invoice status and access rights.

Submission for Updation of Invoice

• Click Invoice Submit to save the changes.
• The screen updates the record after successful validation.

1.5 Add a Package Master

We have the option to add the package master as individual /group

Individual Package

• If we want to add the package master as an individual click the add individual package add icon.
• If the package master is added individually the package details should also be added individually.

Group Package

• If we want to add the package master as a group click the add group package add icon.
• If the package master is added as a group then the package details will be populated automatically according to the number of the box count.

1.5.1 Add Individual Package

• Package Type: [Dropdown] (Mandatory) - Select the package type.
• Total Quantity: [Number Field] (Mandatory) - Enter the total quantity in the particular box of the package.
• Net Weight: [Number Field] (Mandatory) - Enter the Net weight in the package
• Gross Weight: [Number Field] (Mandatory) - Enter the Gross weight in the package
• Dimension Unit: [Number Field] (Mandatory) - Enter the unit of the dimensions.
• Length: [Number Field] (Mandatory) - Enter the length of the package.
• Breadth: [Number Field] (Mandatory) - Enter the breadth (width) of the package
• Height: [Number Field] (Mandatory) - Enter the height of the package.

1.5.2 Add Group Package

• Package Type: [Dropdown] (Mandatory) - Select the package type.
• Total Quantity: [Number Field] (Mandatory) - Enter the total quantity in the particular box of the package.
• Net Weight: [Number Field] (Mandatory) - Enter the Net weight in the package
• Gross Weight: [Number Field] (Mandatory) - Enter the Gross weight in the package
• Weight Unit: [Number Field] (Mandatory) - Enter the unit of the weight.
• Dimension Unit: [Number Field] (Mandatory) - Enter the unit of the dimensions.
• Length: [Number Field] (Mandatory) - Enter the length of the package.
• Breadth: [Number Field] (Mandatory) - Enter the breadth of the package.
• Height: [Number Field] (Mandatory) - Enter the breadth of the package
• InvoiceLineItem:[Dropdown] (Mandatory) - Choose the Invoice line item for which the package is done.
• Weight per Piece (In KGS): [Number Field] (Mandatory) - Enter the weight of each individual package.
• Box Count: [Number Field] (Mandatory) - Enter the number of boxes.

1.5.3 Add Package Detail

To add the package detail the Add icon on the top left corner of the Package detail section.

• Box: [Dropdown] (Mandatory): Select the required box for packaging. The dropdown displays all boxes configured in the Package Master (for example, Box 1, Box 2, Box 3, etc.).

• Invoice Line Item: [Dropdown] (Mandatory): Choose the Invoice line item for which the package is to be done.

• Quantity: [Number Field] (Mandatory): Enter the Quantity of items for the selected box.

• Weight per Piece (In KGS): [Number Field] (Mandatory): Enter the Weight of each item for the selected box.

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Latest Enhancement (v26.6):

• Package Detail now supports linking newly added Invoice Line Items.
• Added Package Link Status visibility for each Invoice Line Item (linked/unlinked).

Shipper's Letter of Instruction

• Document CheckList: The document selected here serves as the Shipper's Letter of Instructions.
• Click the “Invoice Submit” Button.

Invoice File Upload

1.5.4 Add/Edit Invoice File Upload

Purpose

The Add Invoice File Upload functionality allows users to upload invoice related files with relevant data such as remarks and file type. This feature ensures that all invoice documents are stored in an organized and retrievable manner for processing and audit purposes.

Features

• Remarks: [Text Field] (Mandatory) Provide remarks to identify or describe the invoice file. Maximum length is 800 characters.
• Invoice File Type: Select the appropriate invoice file type from predefined options.
• Choose File: Upload a valid invoice file. File size must not exceed 3MB.
• Submit: Submits the form if all mandatory fields are filled and valid.
• Clear: Resets all form fields and selected file.

Additional Features

• Validation: Ensures all required fields are completed before allowing submission.
• User Access Control: Submit and Clear buttons are visible only if the user has write permissions.
• Preview Option: After upload, users can preview the file (PDF in iframe, image with zoom).
• Error Handling: Displays error messages for oversized files
• Download Option: After upload, users can download the previously uploaded invoice files for reference or further processing.

That's it! You've learned how to add, search, edit, generate, and manage packages for an invoice using the DMeX app. If you need help, contact the support team.