Purpose

The Sales Book feature in our solution is a powerful tool that enables businesses to tailor invoice documents according to their specific requirements. With this feature, you can configure invoice form fields flexibly, accommodating a wide variety of complex invoicing, taxation, and transactional scenarios. It allows for the creation of custom fields, ensuring that your invoices capture all necessary details unique to your business. Additionally, the Sales Book provides options to set up PDF templates for quotations, orders, and invoices, enabling you to generate professional, consistent documents that align with your company’s branding and operational needs. This level of customization ensures that every document generated meets the exact specifications of your business processes.

Navigation Path 

To access the Sales Format in the system, follow these steps:

1. Navigate to the Master section.
2. Under Master, select Sales Format.

Listing Screen

Users will be able to view a list of all the Sales books.Clicking on the sales format user will be able to view the details of that particular sales book .Clicking on the Add Sales book button user can add a new Sales Book.

• Add New Sales Book 
  • Sales Book Name: Define the name of the Sales Book.
  • Sales Book Code: Unique identifier code for the Sales Book.
  • Display Invoice Category: Dropdown with “Yes” or “No” to show or hide the invoice category field.
  • Invoice Category (Multiselect): Choose one or more categories for invoices
    •  B2B Sales 
    • B2C sales 
    • Unregistered sales 
    •  SEZ
    • InterCompany 
    • Deemed Export 
    • Self Billed/Expense Invoice 
  • Customer Type: Select the type of customer
    • Internal
    • External
    • Inter Company Customer 
    • Unregistered Customer 
  • Payment Type: Choose between “Credit” or “Cash” payment methods.
  • Display Contact Person: Dropdown with “Yes” or “No” to show contact person details.
  • Contact Person Detail Required: Dropdown with “Yes” or “No” to make contact person details mandatory.
  • Display Sales Person: Dropdown with “Yes” or “No” to show sales person details.
  • Sales Person Details Required: Dropdown with “Yes” or “No” to make sales person details mandatory.
  • Display Address: Dropdown with “Yes” or “No” to show address fields.
  • Address Type: Select address types
    • Billing
    • Shipping
    • Place of Supply 
    • Place of Delivery
  • Currency (multi-select): Choose the currency “Local Currency” or “Foreign Currency.” or both.
  • Address Type Required: Dropdown with “Yes” or “No” to configure specific address types as mandatory.
  • Display Business Terms: Dropdown with “Yes” or “No” to show business terms.
  • Business Term Required: Dropdown with “Yes” or “No” to make business terms mandatory.
  • Display Bank Account Number: Dropdown with “Yes” or “No” to show bank account details.
  • Bank Account Number Required: Dropdown with “Yes” or “No” to make bank account details mandatory.
  • Display Round Off: Dropdown with “Yes” or “No” to show round-off adjustments.
  • Round Off Required: Dropdown with “Yes” or “No” to make round-off mandatory.
  • Display VAT Withheld: Dropdown with “Yes” or “No” to show VAT withholding details.
  • VAT Withheld Required: Dropdown with “Yes” or “No” to make VAT withholding details mandatory.
  • Display Delivery Type: Dropdown with “Yes” or “No” to show delivery types selection in the invoice form among the following options:
    • Local
    • Inter-state
    • International
  • Delivery Type Required: Dropdown with “Yes” or “No” to make delivery type mandatory.
  • Additional Charges Required at (Multiselect): Choose if additional charges apply at “Invoice Level” or “Line Item Level.”
  • Discount Required at (Multiselect): Choose if discounts apply at “Invoice Level” or “Line Item Level.”
  • Display Invoice for (Multiselect): Choose to display invoices for “Order,” “Quotation,” or specific items.
• Item Configuration: Configure item-specific settings.
  • Display GL: Dropdown with “Yes” or “No” to show General Ledger (GL) field.
  • GL Required: Dropdown with “Yes” or “No” to make GL field mandatory.
  • Display Profit Center: Dropdown with “Yes” or “No” to show profit center information.
  • Profit Center Required: Dropdown with “Yes” or “No” to make profit center details mandatory.
  • Display Cost Center: Dropdown with “Yes” or “No” to show cost center information.
  • Cost Center Required: Dropdown with “Yes” or “No” to make cost center details mandatory.
• Other Configuration: Additional notes or settings for the Sales Book.
  • Remarks: Field for any specific notes or comments.
  • Status: Indicates the current status of the Sales Book (e.g., active, inactive).
• Clicking on Next will display Generic Field and Line Item Field  as below 

Custom Fields Configuration

Users can define custom fields to tailor the system to specific data needs. 

Generic Fields and Line Item Fields.

1. Generic Fields

With Generic Fields, users can create fields within the system, making them ideal for capturing standard information.

• Field Name: The user will enter a name that describes the field.
• Field Type:  Select the data type (e.g., Text, Number, Date) to define the input format.
• Is Required: Specify whether this field is mandatory.
• Placeholder Text: The user needs to provide guidance text that appears when the field is empty.
• Applicable For: Defines the areas within the system where this field should apply.
• Position: The user will set the display order to arrange fields as needed.
• Extra Configuration: Add any advanced settings or configurations required for this field.
• Action: The user will have options to edit, delete, or duplicate the field as needed.

2. Line Item Fields

These fields are used for detailed customization that applies directly to each line item.

• Field Name: Name the field for identification.
• Field Type: Choose the data type for the input format.
• Is Required: The user will have to mark this field as mandatory if necessary.
• Placeholder Text: The user will display guidance text for empty fields.
• Applicable For: The user will specify which line items or sections this field applies to.
• Position: Arrange the field order within the line item layout.
• Extra Configuration: The user will set specific configurations needed for line item handling.
• Action: The user will have options to edit, delete, or duplicate the field.

Adding New Custom Fields

To add a new custom field, the user will click “Add New” and configure the required settings for either Generic Fields or Line Item Fields by following the above parameters.

User will be able to add multiple pdf templates and make one as default one.

Configure the sales format for creating and customizing the invoice template. Here’s a breakdown of the sections and fields displayed:

Sales Format Details

• Format Name: This name helps users identify the purpose or type of the format.
• Format Code: The unique code assigned to the format ” which aids in the system’s identification and referencing.
• Add By: Displays the name of the user who created or added the format
• Add Date: Shows the date and time when the format was created
• Status: Indicates the current state of the format
• Applicable For: Specifies the document type this format applies to

Preview and Customization Options

• The page includes an HTML Editor on the left side, which allows users to modify the structure and style of the invoice template.
• The right side provides a Live Preview of the invoice, helping users visualize the final output based on their code.

Action Buttons

• Add: Save or apply changes.
• Discard: Cancel any modifications made on this screen.

Once the details are filled and saved, the Template is Displayed in the Sales Book Listing.