Sales — daily

Chapter 2

Add a customer Sales → Customers

1. Click New customer.
2. Fill the display name, and the contact details you have. Set payment terms in days — this is what decides when an invoice becomes overdue.
3. Set the currency if the customer is not billed in your base currency.
4. Save registration. Use the Tax action afterwards to record their tax registration number.

A customer with history can be Deactivated but not deleted — deleting one would orphan their invoices. Deactivating hides them from new documents and leaves the history intact.

Quote, then turn it into an invoice Sales → Quotes

1. New quote, pick the customer, set the quote and expiry dates.
2. Add line for each item — description, quantity, unit price, tax rate. Save quote.
3. Send it to the customer, then record what happened: Mark as sent, and later Accepted, Declined or Expired.
4. When accepted, use Convert to invoice — the lines carry across so nothing is retyped.

A quote is not an accounting document. It posts nothing and affects no report until it becomes an invoice.

Raise and post an invoice Sales → Invoices Maker–checker

1. New invoice. Choose the customer — the due date fills from their payment terms.
2. Add a line per item: pick the catalogue item (or type a free-text description), quantity, unit price, and the tax rate.
3. Save. The invoice is now a draft — edit it as much as you like.
4. When it is right, Post invoice.

draft*→sent→partially_paid→*paid

Posting cannot be undone. It writes the journal entry that debits the customer and credits income and tax, and for stock-tracked items it relieves inventory and charges cost of goods sold.

Wrong after posting? Void it if it should never have existed, or Reverse it to cancel it with an opposite entry. To reduce the amount, raise a credit note instead.

Status sent means posted and awaiting payment. It is not a claim that an email went out.

Dispatch goods against an invoice Sales → Invoices → the invoice

1. Open the posted invoice and choose Dispatch.
2. Enter the quantity actually going out per line — it can be less than invoiced, and you can dispatch again later for the rest.
3. Confirm delivery. Stock moves at this point, not when the invoice was raised.
4. Print the challan from the delivery.

If the item has no stock, the dispatch is refused. Receive or adjust stock in first — see chapter 6.

Record a payment received Sales → Payments received

1. Record a payment. Pick the customer, the date received, the amount, and the bank or cash account it landed in.
2. Record the method and reference (cheque number, bKash trace, transfer reference) — this is what makes bank reconciliation possible later.
3. Apply it to invoices: Apply oldest first for the normal case, or set amounts per invoice yourself.
4. Record payment.

You may apply less than the full amount — the remainder stays as an unapplied credit on the customer and can be applied to a later invoice.

Credit note — reduce what a customer owes Sales → Credit notes

1. New credit note, pick the customer, the date, the amount and the reason.
2. Raise credit note to post it.
3. Apply to invoice to set it against a specific outstanding invoice.

This is the correct way to handle a return, a discount agreed after invoicing, or an overcharge. Do not void a posted invoice for these — the sale did happen.

Chase overdue money Sales → Collections

1. Open Collections. Customers are listed worst first — largest overdue, longest late.
2. Each row shows the specific invoices, how many days late, and the contact email.
3. Print a statement from Sales → Statements to send with the chase.

The reminder stage shown is advice, not action. Nothing is sent automatically — whether to chase a particular customer is your commercial decision.