Invoice

INVOICE

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for the part is current helps in selecting the right components for the order, preventing delays or errors caused by outdated information.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.

info

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.

1.1 Search Invoice

The search section is used to quickly filter invoice records before opening or generating them.

Common search fields

• Invoice Number
• Sales Order Number
• Customer
• Plant
• Invoice From Date
• Invoice To Date
• Invoice Type
• Invoice Status
• Tally Export Status

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

Recommended search flow

1. Enter Invoice Number if you already know the exact invoice.
2. Use Sales Order Number if you want to find invoices created from a specific order.
3. Use Customer, Plant, and Date Range for broader searches.
4. Use Invoice Type and Invoice Status to narrow the list.
5. Review the results grid and choose the needed action.

1.2 Results Section

The results section shows matching invoice records after search.

Common result columns

• S.No
• Action
• Invoice Number
• Invoice Date
• Customer
• Plant
• Invoice Type
• Invoice Export
• Invoice Status

Actions available from the grid

• View/Edit invoice
• Delete invoice where allowed
• Generate output files

The Generate button is available directly in the results grid so users can download invoice-related outputs without opening the full form every time.

1.3 Add Invoice

Users can add a new invoice by entering:

• Invoice Number or auto-generated draft number
• Invoice Date
• Plant
• Invoice Type
• Export or domestic selection
• Transport and shipping details
• Payment declaration and payment terms
• Tax details
• Bank and signatory details
• PO-linked line items
• Delivery challan selections
• Remarks
• E-invoice details where available

Additional supported sections

• Other Charges
• Linked Delivery Challans
• Rejection Line Items
• Material source-related line item data

Step by Step guidance to add invoice

1. Open the Invoice screen from Sales > Operations > Invoice.
2. Click Add Invoice.
3. Select the customer, plant, and relevant sales order details.
4. Load the order-linked data into the invoice form.
5. Enter or verify invoice header details.
6. Review the invoice line items and enter the invoice quantities.
7. Maintain related sections such as other charges, linked challans, or rejection lines if applicable.
8. Save the invoice as draft or continue with the next business action.

note

Some values are populated automatically based on the selected sales order, plant, bank, and organization setup. Users should still review the populated values before saving.

1.4 Update Invoice

note

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

1.4.1 Important update actions

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

note

Status Handling

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

1.4.2 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.

note

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.

1.5 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

info

• Invoice quantities cannot exceed the remaining PO quantity.
• 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.

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.

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.

Common Fields Users Will See

Header fields

• Invoice Number
• Invoice Date
• Plant
• Invoice Type
• Export / Domestic flag
• Transport mode
• Pre-carriage
• Place of receipt
• Vessel or shipment reference
• Port of loading
• Port of discharge
• Final destination
• Country of origin
• Country of final destination
• Payment declaration
• Payment terms
• Shipping through
• Bank
• Signatory
• Currency conversion
• IGST / CGST / SGST
• Advance amount
• Remarks

Line item fields

• PO line
• Part
• Description
• Invoice quantity
• Unit
• Part price
• Casting weight
• DC linkage
• Rejection process mapping
• Material source linkage

note

• The list of the line items added in the Sales Order are will be listed with the PO Number, Part No, Description, HS CODE, Total PO QTY, Invoiced QTY, Current Invoice QTY, Current Status, Total Value
• Enter the Quantity of the part in the line item to be invoiced .
• Current INR value against selected currency:The value here is automatically populated when the export type is chosen as domestic.
• The search filter allows users to quickly find Invoice line items based on specific criteria.
• If the option NA is chosen then the fields for CGST, SGST, IGST is displayed based on the state of the billing and the delivery address. If the Supply meant for export on payment of IGST is paid IGST value is displayed in the IGST field. If the Supply meant for export on LUT is chosen the GST will the applied and the IGST field will not be displayed.

1.6 Dependencies

The Invoice screen depends on connected modules and services. From a user perspective, invoice save or approval may fail if upstream records are incomplete.

Core dependencies

• Purchase Order data
  Invoice line items are created from PO-linked data.
• Plant and company data
  Used in search, header details, and generated outputs.
• Delivery challan linkage
  Used when invoice records are connected to DCs.
• Invoice status data
  Used for lifecycle tracking.

Operational dependencies

• Organisation details service
  Used to apply invoice creation restrictions.
• Auto-generate settings
  Used for draft or final serial number generation.
• Stock validation logic
  Used during approval checks.
• Material source logic
  Used to validate and reserve material-source usage.

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. 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. :::

1.7 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.

1.8 Add Individual Package

• Package Type: [Drpdown](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 of the package.
• Height: [Number Field](Mandatory) Enter the breadth of the package

1.9 Add Group Package

• Package Type: [Drpdown](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: [Drpdown](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.

1.10 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 box. The box which are added in the package master is displayed as box1, box2 etc... .in the dropdown.
• 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 items for the selected box.

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

1.11 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: [Dropdown] (Mandatory) Select the appropriate invoice file type from predefined options.
• Choose File: [File Upload] (Mandatory) Upload a valid invoice file. File size must not exceed 3MB.
• Submit: [Button] Submits the form if all mandatory fields are filled and valid.
• Clear: [Button] 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 a Invoice using the DMeX app. If you need help, contact the support team.