Invoice Settings

Invoice Settings

Invoice Settings in EquiBillBook allow you to configure how sales invoices are created, numbered, formatted, and processed. This comprehensive guide covers all invoice-related settings in the Sales Settings module.

Accessing Invoice Settings

To configure invoice settings:

1. Navigate to Settings → Sales Settings → Invoice Settings
2. You'll see various configuration options for invoices
3. Make your changes and click "Update" or "Save"

Invoice Numbering Configuration

Configure how invoices are numbered in your system:

Invoice Prefix

• Set a prefix for invoice numbers (e.g., "INV", "SI", "SINV")
• Prefix helps identify invoice type and series
• Can include branch codes for multi-branch setups

Invoice Number Format

• Sequential: Simple sequential numbering (INV-001, INV-002)
• Year-based: Resets each year (INV-2024-001, INV-2024-002)
• Month-based: Resets each month (INV-2024-01-001)
• Financial Year: Resets with financial year

Starting Number

• Set the starting number for new invoice series
• Useful when migrating from another system
• Can be set per branch or globally

Invoice Template Settings

Configure invoice appearance and layout:

Default Invoice Template

• Select the default template for new invoices
• Templates control layout, fields, and branding
• Can customize templates separately

Invoice Fields

• Show Item Description: Display detailed item descriptions
• Show HSN/SAC Code: Display tax codes on invoices
• Show Item Images: Display product images on invoices
• Show Terms & Conditions: Display terms on invoices
• Show Notes: Display additional notes on invoices

Round-off Settings

Configure how invoice amounts are rounded:

Round-off Options

• No Round-off: Use exact calculated amounts
• Round to Nearest: Round to nearest whole number
• Round Up: Always round up
• Round Down: Always round down

Round-off Account

• Select the account for recording round-off differences
• Round-off amounts are posted to this account
• Important for accounting accuracy

Invoice Workflow Settings

Configure invoice creation and processing workflow:

Default Settings

• Default Payment Term: Set default payment terms for new invoices
• Default Tax: Set default tax rate for new invoices
• Default Discount: Set default discount percentage or amount
• Default Currency: Set default currency for invoices

Required Fields

• Customer Required: Make customer selection mandatory
• Payment Term Required: Make payment term selection mandatory
• Item Required: Require at least one item on invoice

Auto-Print Settings

Configure automatic printing of invoices:

• Auto Print on Save: Automatically print when invoice is saved
• Auto Print on Email: Print before emailing invoice
• Auto Print on Convert: Print when converting from quotation/order

Invoice Status Settings

Configure invoice status workflow:

• Default Status: Set default status for new invoices
• Allow Editing: Control if invoices can be edited after creation
• Allow Cancellation: Control if invoices can be cancelled
• Status Transitions: Define allowed status changes

Multi-Branch Settings

For businesses with multiple branches:

• Branch-specific Numbering: Separate numbering per branch
• Branch Prefix: Include branch code in invoice number
• Branch Templates: Different templates per branch

Best Practices

• Consistent Numbering: Use a clear, consistent numbering system
• Year-based Reset: Consider year-based numbering for easier tracking
• Template Selection: Choose templates that match your brand
• Round-off Account: Always set a round-off account for accuracy
• Required Fields: Set required fields to ensure data completeness

Common Scenarios

Small Business

• Simple sequential numbering
• Basic invoice template
• No round-off or minimal round-off

Large Business

• Year-based numbering with branch codes
• Custom branded templates
• Strict required fields
• Automated workflows

What's Next?

After configuring Invoice Settings, you should:

1. Configure Quotation Settings
2. Set up Order Settings
3. Configure Payment Settings
4. Set up Tax Settings for Sales
5. Test creating a sample invoice

Proper Invoice Settings ensure consistent, professional invoices that meet your business requirements.