Sales invoice guide

Amir project documentation for open-source Laravel accounting.

Sales invoice guide

This guide covers the sales invoice workflow only. For rules common to all invoices, see the Invoices guide.

Purpose

A sales invoice is used to sell goods, services, or both to a customer. Approving it:

  • Creates the sales accounting document.
  • Removes goods from inventory.
  • Records the cost of goods sold.
  • Creates the customer’s receivable balance.
  • Makes payment recording and submission to Moadian possible.

Saving an invoice alone does not finalize any of these steps. Approval, payment, and Moadian submission are separate actions.

Before you start

  • Select the correct company and fiscal year.
  • Define the customer, its customer group, and its accounting subject.
  • Define each product or service and its related subject.
  • Check the product or service tax rate.
  • For goods, check the warehouse and available stock.
  • Configure the subjects for sales, sales discounts, sales tax, deductions, inventory, and cost of goods sold.

Invoices → Sales → Add Invoice

Enter the invoice

  1. Select the customer.
  2. Select a warehouse; the form requires one even for a services-only invoice.
  3. Check the date and invoice number, and the document number if approving immediately.
  4. Select a product or service on each line.
  5. Enter the quantity, unit price, discount, and tax.
  6. Add overall deductions and a description if needed.
  7. Check line totals and the final total.
  8. Select Save to review later or Save and Approve to post the financial effects.

Line rules

  • At least one line is required.
  • Select either a product or a service on each line, not both.
  • Quantity must be an integer of at least 1.
  • Unit price and tax cannot be negative.
  • Discount cannot exceed the line’s gross amount.

For each line:

  • Gross amount = quantity × unit price.
  • Amount after discount = gross amount − discount.
  • Tax = amount after discount × tax rate ÷ 100.
  • Line total = amount after discount + tax.

The final invoice total is the sum of the lines minus overall deductions.

On the edit form, stored tax is displayed as a tax amount, not a percentage rate. Check this column again before saving changes.

Approval and accounting document

On approval, the app normally posts:

  • Debit: the customer’s account for the final invoice amount.
  • Debit: sales discount, if any.
  • Credit: goods or services sales revenue.
  • Credit: sales tax.
  • Deductions to the configured sales subject.

For product lines it also posts cost of goods sold separately:

  • Debit: cost of goods sold.
  • Credit: inventory.

The document is saved only when total debits equal total credits.

Payment

After approval, you can record cash, bank, or cheque payments. Paying less than the balance changes the status to partially settled; completing payment changes it to settled.

The sales payment document is separate from the invoice document:

  • Debit: cash or bank.
  • Credit: the customer’s account.

See the invoice payments guide for details.

Submit to Moadian

Moadian submission is allowed only for sales invoices with approved, approved-inactive, partially settled, or settled status. An existing invoice or accounting document does not mean submission succeeded. Check the result under Invoices → Moadian Histories.

Returns and voiding

A return, void, deletion, and deactivation are different actions and must not be used interchangeably.

Important limits

Editing, deleting, or revoking approval may be blocked if:

  • A payment has been recorded.
  • The invoice has been returned.
  • The invoice has been transferred to the next fiscal year.
  • A later approved invoice or document depends on its stock and cost calculation.
  • The invoice has been voided.

Some status changes return an HTTP 409 conflict warning. Read it and confirm the action only when you understand the impact.

Checks after saving

  • The customer, date, invoice number, and warehouse are correct.
  • Products, services, quantities, prices, discounts, and tax are correct.
  • The sales document exists and balances.
  • The customer balance is correct.
  • Product lines have an inventory outflow.
  • Cost of goods sold was posted.
  • Payments and the remaining invoice balance agree.
  • Moadian submission succeeded if required.